How to Migrate Old SharePoint to New SharePoint – Complete Guide

Microsoft SharePoint is a web-based platform that helps organizations store, manage, share, and collaborate on files and information in one place. Older SharePoint setups often create limits in access, storage, and collaboration. Therefore, several enterprises migrate old SharePoint to new SharePoint for improved accessibility, security, and teamwork. A planned SharePoint migration keeps sites, documents, and permissions intact as well as provides a smooth transition to a modern digital workplace environment for future business growth. To help such organizations, this blog covers different effective migration methods, including the Aryson Microsoft 365 Migration tool for both beginners and technical users. Download Now   Purchase Now

What is SharePoint Migration?

The term “SharePoint Migration” indicates the migration of content, sites, libraries, and permissions from an older SharePoint system to a modern SharePoint. Organizations generally migrate their SharePoint data to improve collaboration, security, and accessibility. When users transfer their SharePoint data, the structure of the migrated files, metadata, and user access remains intact.

In order to keep the disruption minimal and prevent data loss, SharePoint users must consider all the important aspects of the migration, pre-plan the migration, and then proceed further. This will cause minimal impact when they upgrade within their Microsoft SharePoint environment or move to cloud-based systems to achieve better performance.

Difference Between Old SharePoint and New SharePoint

Before we proceed to the migration process, it is important to know what distinguishes the old SharePoint from the new SharePoint. Refer to the table below for better clarity.

What Data is Migrated in SharePoint Migration?

• SharePoint sites and site structure
• Document libraries
• Files and folders
• File metadata (created date, modified date, author)
• User permissions and access settings
• Version history of documents
• Lists and list items
• Content stored in Microsoft SharePoint libraries and sites

Pre-Migration Checklist to Follow Before SharePoint Migration

Pre-planning is essential while migrating to Microsoft 365, so make sure to review the checklist below before you proceed to the migration process.

• First, analyze the current SharePoint setup and data size.
• Then, identify the required sites and libraries that need migration.
• Make sure to remove the unnecessary or outdated files.
• Check the amount of storage available in the new environment.
• After that, review user permissions and access rights before you proceed further.
• Now, back up the important SharePoint data.
• Check if there are any unsupported file types.
• Fix broken links before migration.
• Verify file name and path length limits.
• Inform users about the migration schedule.
• The first migration must be on a small data set.
• Prepare the destination environment in Microsoft SharePoint.

Best Methods to Migrate Old SharePoint to New SharePoint

Once you complete the pre-migration steps, proceed to the actual SharePoint Online migration using one of the following methods.

• The Manual SharePoint Migration
• Use the All-In-One Software

Make sure to go through both the migration methods sequentially, consider all the required aspects before you begin the migration process, and then choose the best-suited method.

Method 1: Manual SharePoint Migration Method

The manual approach usually migrates the SharePoint data, such as document libraries, lists, and files, from the source site to the destination site. You just have to download or sync files locally and then move SharePoint sites to new SharePoint. To get better clarity, follow the steps below carefully.

1. Prepare the Destination Site

1. First, create a new SharePoint site or site collection.
2. After that, set up document libraries and lists.
3. Configure the basic permissions if required.

2. Download or Sync SharePoint Data

1. Next, open the source document library.
2. Click on the Sync option or download files manually.
3. Then, save the files to your local system.

3. Upload Files to the New Site

1. Open the destination document library.
2. Then, use the Upload option or drag and drop files.
3. Also, make sure that the folder structure is maintained.

4. Migrate Lists Manually

1. Next, export the SharePoint lists to Excel.
2. After that, create new lists in the destination site.
3. Then, import or copy the data into the new lists.

5. Verify the Migration

1. After that, cross-verify all the files and folders.
2. Confirm that the list data is available.
3. Then, test the accessibility of files and permissions as well.

Limitations of the Manual Method

• Metadata may not be preserved via this approach.
• Users must reassign the permissions.
• Moreover, the version history is not migrated
• Additionally, workflows and settings are not transferred.
• Also, this method can be time-consuming for large migrations.

Conclusion

As we discussed above, enterprises migrate old SharePoint to new SharePoint in order to improve security, access, and teamwork. However, the manual methods are suitable for small data sets, but they often miss the permissions and the metadata. On the other hand, the automated software offers a quick and more reliable option. With the help of proper planning and the right approach, businesses can move their content securely and use new SharePoint features with confidence across their digital workplace environments.

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About The Author:

Rohan Wiese

Rohan Wiese is a Technical Writer at Aryson Technologies. He is an expert Email Forensic, Cloud Computing, and a passionate nerd with over 10 years of experience in technical content writing. He writes about Cloud Migration, Database Recovery, Email Backup, Windows, Mac, and Tech.