How To Migrate To SharePoint From Other Systems?

sharepoint migration

Data storage in the cloud has become an essential part of organizational safety and efficiency. Besides, remote work culture has stimulated the trend, and SharePoint is the first choice for many organizations. This Microsoft tool provides the best solution for data storing and sharing in one place.

SharePoint is also the best platform for data security and team collaboration. So, several organizations want to migrate their business data from other data servers to SharePoint. However, migrating to SharePoint from other systems is a critical task that needs proper planning.

SharePoint migration is also one of the most significant parts of IT service desk services. This post describes how to migrate to SharePoint from other systems successfully.

How Can You Migrate Your Data from Any Other System to SharePoint?

There are several aspects to regard before, during, and after the migration to SharePoint. It also requires proper planning. We have discussed some considerable factors below, for a successful data migration to SharePoint.

1. Compatibility of Existing Applications:

Your organization may currently be working on some applications, such as ERP, CRM, accounting software, etc. So, before you start the migration process, it is crucial to check the compatibility of these applications with SharePoint. If the apps are not compatible with SharePoint, you need to keep the files related to this software or apps in your existing file server.

2. Dependencies of External Users:

Your other business partners, clients, or vendors may also use your file server. In this case, you must consider their convenience if they are willing to shift to SharePoint. Though SharePoint is a much safer option to provide access to external users, they must be comfortable with the change.

3. Timescales:

Migration of files to SharePoint may take a few days to a few weeks. It depends on the file size and the way your SharePoint configuration is. It would help if you also prepare the users for the new setup and the related changes they will experience.

You can also organize training for the users to provide them with an easy adoption of the new system. Moreover, you can plan to make every step errorless, effortless, and realistic for each of the users involved.

4. Migrating All Data at the Same Time or in Phases:

One of the significant parts of your migration planning should be whether to migrate the data in parts or one hit. In the first case, you will transfer your business data to the new server in multiple batches. In the second option, all data will move concurrently.

There are advantages and disadvantages to both methods of data transfer. However, the single-hit transfer avoids data duplication and keeps all departments on the same track. In the phased transfer, the IT team needs to identify the data of a particular department and send all data to SharePoint at the same time. The other departments wait for their turn to come.

However, if there is a large amount of data in a department, the data is transferred in parts. Here the team needs to work on both current and the new data server, which often creates confusion and data duplication.

The main cause behind this complexity is that the partial transfer method benefits only if data limitations and perimeters are specified across teams. So, it is always effective to transfer all business data at the same time to the new server.

5. Free Tools Versus Licensed Tools:

Microsoft provides both licensed and free migration tools that you can use depending on the original data server. The three free tools are:

  • SharePoint Migration Tool (SPMT)It helps in migrating data to SharePoint Online, MS Teams, and OneDrive for Business.It supports the base data sources such as On-premise SharePoint Server 2010, 2013, and 2016 and On-premise SharePoint Foundation 2010 and 2013.
  • Migration ManagerIt helps in migrating network file-sharing data to SharePoint Online and OneDrive for Business.
  • MoverIt helps in migrating data to SharePoint Online, MS Teams, and OneDrive for Business.It supports the base data sources such as Microsoft 365 tenant-to-tenant migration, Google Cloud Storage, Amazon S3, Egnyte, Azure Blob Storage,These free tools are appropriate for a migrating small amount of data or internal migration. However, the licensed tools always outperform the free tools with multiple value-added features. Some of the primarily licensed tools available in the market are Sharegate, AvePoint Fly, etc. These tools are suitable for a large amount of data migration.

6. Internal Team or Online Expert:

Another major element of your migration planning is choosing the appropriate people to implement the task. You can rely on your existing IT help desk support services or hire a SharePoint expert team to conduct the migration. In case of a low volume of data, the internal team will be adequate if they undergo SharePoint training.

However, for migrating a large amount of business data, an expert with real-time experience can ensure a successful migration. It will help you with an error-free and smooth execution of the process.

Outsourced IT service desk services can not only help fulfill your compliance requirements but also maintain your business reputation during the migration process. The cost of the project will depend on factors such as the file size and duration of the migration when you opt for external IT service desk support.

7. Categorize and Delete Unnecessary Files:

Almost all organizations carry A large amount of unused data. During migration to SharePoint, you can categorize all files and clean up the unnecessary data that will never come to use. You can put the rest of the data in the active or archive category.

8. Data Back-Up in SharePoint:

Once you complete the migration successfully, you should ensure data safety in the new server. SharePoint provides an in-built backup system to restore data deleted accidentally or due to malicious activity. Besides, Microsoft’s disaster recovery service helps in restoring the whole SharePoint data in the event of a cyber-attack.

However, if you want the data backed up in the hand of your IT service desk, opt for tools like SkyKick and Backup. These tools provide multi-stage traditional backup at a small fee.


SharePoint provides a dedicated, flexible, and globally renowned platform for storing your business’s data in the cloud. It offers numerous advantages for your business. Organizations nowadays have a trend to move to SharePoint for its unmatched benefits. This post is all about a successful migration of data to SharePoint. So, if you are intending to shift your business data to SharePoint, this article can help you to make the right decisions.

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