Getting Files to Microsoft 365

Moving your files from old storage systems to Microsoft 365 can feel like packing up a house and moving to a new city. If done right, it can make your digital life much more organised and efficient. But if done poorly, it can lead to chaos. These tips will set you up for a smooth and successful migration. So, here’s how to move those files to M365:

Tip 1: Understand What You Have

Before you start moving your files to M365, take some time to understand what you currently have. Think of this like sorting through your belongings before moving to a new home.

Identify what’s important: Not all files need to be moved. Some might be outdated, unnecessary, or duplicated. Keeping only what’s useful helps reduce clutter.
Organise by size: Group files by size to gain an understanding of your migration needs. Larger files may need a considered approach.
Check ownership: Some files may belong to specific teams or individuals. Make sure you know who needs access to what.
Sensitive files: Some files may be too big or contain confidential information that needs special handling.
Set a date: Draw a line in the sand for what you are going to migration. For example, only migrate files that were created or modified in the last 5 years.

Tip 2: Define How You Want to Group Your Files

Once you know what you have, decide how to organise your files in Microsoft 365. This is like planning where furniture will go in your new house.

SharePoint or Teams: Both have their strengths for document management, but Teams brings more for overall collaboration and can assist teams to get things done.
Use OneDrive for personal files: If a file is only for you, OneDrive is the best place for it. It keeps personal work organised and accessible from any device.
Think about Channels and permissions: In Teams, set up channels that make sense and assign permissions carefully. Not everyone needs access to everything.
Use metadata and labels: Instead of just relying on channels and folders, Microsoft 365 allows you to tag files with extra information to make searching really powerful.
Boost Security: Establish an architecture that supports keeping the right content secure and enabling Data Loss Prevention Policies.

Tip 3: Clean Up and Prepare for the Move to M365

Before migrating, do some digital housekeeping. This is like cleaning up before putting things into boxes.

Delete or archive what you don’t need: Old and unused files just take up space.
Rename files properly: Clear, consistent names make files easier to find later. See your file naming conventions article here.
Convert old file formats: Some outdated file types may not work well in Microsoft 365. Convert them if necessary.
Ensure files are backed up: Just in case something goes wrong, keep a copy of important files before moving.

Tip 4: Choose the Right Migration Method

There are different ways to do this depending on how many files you have and where they are stored.

Manual upload: If you only have a few files, you can drag and drop them directly into OneDrive or SharePoint.
Using the OneDrive sync app: If moving personal files, the OneDrive app can help sync files between your computer and the cloud.
SharePoint Migration Tool (SPMT): This tool is useful for moving large amounts of files from older systems to SharePoint or OneDrive as it preserves the existing metadata
Third-party migration tools: If you have a lot of data or complex needs, special tools like ShareGate can help.
Purpose built migration script: Large and complex migrations may need a personalised pathway to move some of the content.

Tip 5: Manage the Change Process

Moving files to M365 is only half the battle—helping people adjust to the new system is just as important. Change can be tough, but a good plan makes it easier.

Set a clear governance structure: Identify the key players and how they will oversee and communicate the migration and the document management structure.
Train your team: Teach people how to use SharePoint, Teams and OneDrive. Provide a tour of the new structure and show them how to save or upload documents, find files, share documents, and collaborate.
Set clear guidelines: Make sure everyone knows where to store files and how to name them.
Monitor and adjust: Keep an eye on how things are going. If something isn’t working, make changes as needed.
Encourage feedback: Ask for input and address any concerns or problems quickly.

Migrate Without the Headache

Migrating files to Microsoft 365 doesn’t have to be stressful. By understanding what you have, defining good architecture, cleaning up before the move, choosing the right migration method, and managing the change process, you can ensure a smooth transition. A well-planned move means less business disruptions. And having your content in Microsoft 365 will bring better organisation, improved collaboration, and a more efficient digital workspace, all whilst making the most out of your M365 licence.

Our team at Propelle are migration experts. We can do the heavy lifting if you can’t!