Navigating the Migration from SharePoint 2019 to Microsoft 365 SharePoint Online

SharePoint 2019 on-premises reached the end of its mainstream support on January 9, 2024, and its extended support will end on July 14, 2026. After these dates, Microsoft will no longer provide security updates or technical support for this version. If you’re using SharePoint 2019, it is advisable to start planning an upgrade to a newer version or consider migrating to SharePoint Online to ensure continued support and security.

In this post, we’ll be going over 8 key steps to help you navigate the migration process successfully:

1. Pre-Migration Preparation

Before initiating the migration, conduct a thorough assessment of your current environment. Review your content, customizations, and workflows. Engage stakeholders early in the process to understand their requirements and ensure they are informed and prepared for the transition.

2. Data Cleanup

Eliminate unnecessary files and outdated content to streamline the migration process. Organize the remaining data to facilitate easier management and access in the new environment.

3. Building a New Information Architecture

Develop a new information architecture to map out how your content will be organized across SharePoint Online, Teams, and OneDrive for Business. This involves defining site structures, libraries, and metadata in SharePoint Online, setting up appropriate channels and teams in Microsoft Teams, and organizing personal and shared files in OneDrive for Business to ensure that content is easily accessible and manageable.

4. Selecting Migration Tools

Choose appropriate migration tools to facilitate the process. The SharePoint Migration Tool (SPMT) is a reliable option for most scenarios. For more advanced needs, consider third-party tools like ShareGate.

5. Pilot Testing

Conduct a pilot migration with a subset of your data to identify potential issues and refine your approach. Ensure that permissions, metadata, and workflows are correctly configured and functioning as expected.

6. User Training and Communication

Maintain clear communication with users regarding the migration timeline, potential downtime, and any changes they need to be aware of. Provide training sessions to help users become familiar with the new environment and its features.

7. Addressing Challenges

Be aware of common challenges during migration:

1. Data Volume and Complexity: Large volumes of data can be time-consuming to migrate. Plan carefully to minimize disruptions.

2. Compatibility Issues: Custom solutions and third-party tools may need to be re-engineered or replaced.

3. Performance and Downtime: Network bandwidth and tool performance can affect migration speed. Plan for potential downtime and communicate it to users.

4. Security and Compliance: Ensure sensitive data is protected during migration and compliance requirements are met. Verify that permissions are correctly migrated.

8. Post-Migration Activities

After the migration, monitor the new environment for any issues and provide support to users as they adjust. Continuously optimize the environment based on feedback and performance metrics.

By following these steps and being aware of potential challenges, you can achieve a successful migration. For expert assistance and a smooth migration experience, consider reaching out to NvisionKC. We are here to ensure your transition is seamless and efficient.