A SharePoint migration can be one of the most valuable Microsoft 365 projects an organisation undertakes, but it can also become unnecessarily complicated without the right planning.
Whether you are moving from an older version of SharePoint, a traditional file server, Google Workspace or another document management platform, migration is about much more than transferring files. You need to consider how information will be structured, who should have access to it, what should actually be migrated and how users will work within the new environment.
10 key SharePoint Migration questions answered
In this guide, we answer ten of the most common questions organisations ask when planning a SharePoint migration project.
How much does SharePoint migration cost?
There is no fixed cost for a SharePoint migration because every environment is different. Pricing will typically depend on the amount of data being migrated, number of sites and users, complexity of permissions, source environment, existing customisations and how much restructuring is required.
A straightforward file migration will usually require less consultancy than a complex legacy SharePoint migration. A discovery or migration assessment is therefore the best way to establish the scope, risks, resources and likely cost before beginning the project.
Ultimately this could be anywhere from £5,000 to £200,000 depending on these factors.
How long does SharePoint migration take?
A SharePoint migration can take anything from several weeks to several months depending on its size and complexity. A relatively simple departmental migration can be completed much faster than a large organisation with multiple sites, complex permissions and substantial volumes of data.
The timeline should also include discovery, information architecture, data clean-up, testing and user adoption rather than focusing solely on data transfer. A phased migration can help larger organisations manage the project while reducing disruption to users.
What is the best SharePoint migration tool?
There is no single best tool for every SharePoint migration. Microsoft Migration Manager is a strong option for many organisations and supports migrations from file shares and cloud platforms including Google Workspace, Box, Dropbox and Egnyte. It provides scanning, migration tasks, monitoring and reporting.
Third-party tools such as ShareGate may be more appropriate for certain complex migrations. The best choice depends on the source platform, volume of data, permissions, reporting requirements and complexity of the migration.
Ultimately, it depends on your technical expertise and ability to make the best use of the tools or whether a partner would do the work for you.
Can you migrate a file server to SharePoint?
Yes. Files stored on traditional network file servers can be migrated to SharePoint Online, Microsoft Teams and OneDrive. This is a common scenario, and most organisations have gone through it at some point over the last 10 years.
File server migrations should not simply reproduce years of folders in SharePoint. It is an opportunity to remove unnecessary content and rethink how documents should be organised, governed and accessed in Microsoft 365.
Can you migrate Google Drive to SharePoint?
Yes. Google Drive and Shared Drive content can be migrated into SharePoint Online and OneDrive. Microsoft’s process includes scanning Google Drives, reviewing destination paths, mapping identities and then migrating and monitoring the content.
Before starting, organisations should decide which content belongs in SharePoint, Teams or OneDrive. Native Google files, permissions, ownership, redundant data and existing Shared Drive structures should also be assessed as part of the migration planning process.
What happens to permissions during a SharePoint migration?
Permissions should be reviewed and mapped as part of the migration rather than automatically recreated. This is particularly important where an existing environment has accumulated years of individual access rights or external sharing.
Permission behaviour also depends on the migration source. For Google Workspace migrations, for example, Microsoft notes that identity mapping alone does not enable file-level permission migration and permission settings must be reviewed separately. Migrations provide a good opportunity to simplify access and remove outdated permissions.
Can SharePoint be migrated without downtime?
SharePoint migrations can often be delivered with minimal disruption, although completely eliminating downtime depends on the environment and migration method. A phased approach allows content to be moved and tested before users switch to the new environment.
Some migration scenarios also support incremental or delta migrations. Careful cutover planning is essential to avoid users continuing to update the old environment.
Should I migrate folders or use metadata in SharePoint?
For most organisations, the right answer is a combination of both folders and metadata is. Familiar folders can make the transition to SharePoint easier for users, but recreating deeply nested file-server folder structures can restrict some of SharePoint’s advantages. Metadata allows documents to be classified, filtered and found without relying exclusively on their location within a folder hierarchy.
A SharePoint migration project is therefore a good opportunity to simplify excessive folder structures while introducing useful metadata where it genuinely improves document management, search and the overall user experience.
What should you delete before a SharePoint migration?
A migration is a good opportunity to remove redundant, obsolete and trivial data before it reaches your new SharePoint environment. Review duplicate documents, outdated working files, empty folders, abandoned content and information that no longer has a business purpose.
However, content should not be deleted simply because it is old. Legal, regulatory, contractual and organisational retention requirements need to be considered first.
Cleaning up unnecessary information can reduce migration volumes while creating a cleaner and easier-to-manage SharePoint environment from day one.
Do I need a SharePoint migration consultant?
Not every organisation needs external support from a SharePoint migration consultancy. A small, straightforward migration may be manageable internally if you already have experienced SharePoint and Microsoft 365 resources.
A SharePoint migration consultant becomes particularly valuable when dealing with complex permissions, large data volumes, multiple SharePoint sites, legacy customisations, information architecture or business-critical content.
Specialist support can also extend beyond moving data to include governance, security, testing and adoption, helping ensure your new SharePoint environment improves how people work rather than simply relocating existing problems.
What Should a SharePoint Migration Project Include?
Although the exact approach will depend on your organisation, a well-managed migration should generally include several distinct stages.
Discovery and assessment
Understand your existing SharePoint environment, file servers or third-party platforms. Establish data volumes, permissions, ownership, customisations and dependencies.
Data clean-up
Identify content that should be deleted, archived or consolidated before migration.
Information architecture
Determine how sites, document libraries, folders, metadata and permissions should be organised within the new SharePoint environment.
Migration planning
Agree the tools, migration waves, testing approach, responsibilities and cutover process.
Migration and testing
Move content into the new environment and validate documents, permissions, metadata, functionality and access.
Go-live and adoption
Move users onto the new SharePoint environment while providing appropriate communication, training and support.
Post-migration optimisation
Review the environment once users are working within it and identify opportunities to improve governance, processes and adoption.
A SharePoint Migration Is an Opportunity to Improve
One of the biggest mistakes organisations can make is viewing SharePoint migration as a simple data transfer project.
If an existing environment has poor folder structures, excessive permissions, duplicate data or unclear ownership, simply transferring everything to SharePoint Online moves those same problems into a new platform.
Instead, use the migration as an opportunity to decide what information you genuinely need, how it should be structured and how Microsoft 365 can improve the way your organisation manages and shares documents.
Planning Your SharePoint Migration Project?
Every SharePoint migration is different. The right migration strategy depends on where your information is currently stored, how much data you have, how complex your permissions are and what you want the new environment to achieve.
Bridgeall’s SharePoint migration services can support the complete migration journey, from initial discovery and planning through to migration, testing, adoption and optimisation.
Rather than simply moving your existing information, the aim should be to create a secure, well-structured and manageable SharePoint environment that provides a stronger foundation for Microsoft 365.
