As businesses evolve, migrating content from local, server-based file shares and on-prem SharePoint systems to SharePoint Online and Microsoft 365 becomes crucial.

The SharePoint Migration Tool (SPMT) provided by Microsoft is an excellent resource for this process. However, it's not the only choice, I want to call out in particular ShareGate, which is a great product for very complex situations and offers much more than just migration aspects, it's a great tool, but this article focuses on the use of SPMT.

Drawing from recent migration projects over the last several weeks and months (several million files & folders and several terabytes), I've gathered a collection of best practices, tips, and tricks to ensure a smooth and efficient migration.

Big shoutout to Ami Diamond [MVP], Mary Marete, ⭐️ Anthony Gouder ⭐️ , Andrew O'Young and everyone for the chats over the last several weeks as I have been migrating inspiring me to write this article!

Preparing File Shares

Prepping Data: Preparing the file shares is the bulk of the work. Restructure as necessary, archive what needs to be archived, and remove unnecessary files. Engage users in this process, as they are familiar with the data and its relevance.
Set a Date Limit: Decide on a cut-off date for the data to be migrated. Anything before this date should not be moved unless it’s absolutely necessary. This helps in reducing the volume and complexity of the migration.
Permissions Setup: Configure permissions in SharePoint in advance of the migration to ensure a smooth transition.
Target and Source Mapping: Plan the mapping of your target and source to separate sites, libraries, and folders. Avoid migrating all files into a single library.

Optimize Your Migration Server

Proximity Matters: Use a server to install and use SPMT on as close to the data sources/file shares as possible, ideally on the same network. This ensures network speed between the migration server and the file servers. While it can be the same server, be cautious of disk I/O performance.
Disk Space: Ensure the migration server has as much space plus 20% as your largest migration task. This gives SPMT plenty of room to work with.
Disk and Network Speeds: Faster disk speeds enable quicker scanning and bundling, while faster upload streams expedite sending data to Microsoft 365.

Managing SPMT's Working Folder

Clean Up: Always change the working folder of SPMT, check it, and clear it out between tasks. SPMT requires a copy of the data to work with, so maintaining a clean working folder is essential.

Handling Migration Tasks

Task Size: Keep migration tasks small and manageable. Simplicity often leads to fewer complications and faster execution.

Pre-Migration Scans

Content Scan: Conduct a basic content scan to identify and limit any illegal characters or issues from the constraints of SharePoint Online, Teams, or OneDrive for Business.
Migration Scan: Perform a migration scan to detect more illegal file types, such as ASCII characters and leading spaces in filenames.
Final Migration Scan: This captures all of the above plus additional anomalies like files with NULL content, which may not be detected by initial scans.

Team Collaboration and Clear Framework

Great Team: Having a dedicated and competent team is crucial. Ensure everyone involved understands their roles and responsibilities. Their expertise and support are invaluable throughout the migration process.
Buy-In and Clear Expectations: Secure buy-in from all stakeholders and set clear expectations from the start. Establish a well-defined framework and roadmap to guide the migration. This helps in aligning everyone's efforts and ensuring a coordinated approach.

Expect the Unexpected

Unanticipated Issues: Be prepared for unexpected challenges. Questions about the data will arise, and you will need to solve these on the fly. Flexibility and problem-solving skills are key to handling these situations effectively.
Stakeholder Engagement: Engage stakeholders and users regularly to address any queries or concerns about the data. Their insights can help resolve issues quickly and keep the migration on track.

Additional Tips

Clear Communication: Keep stakeholders informed throughout the process. Clear communication helps in setting expectations and addressing any issues promptly.
Monitoring and Logging: Regularly monitor the migration process and maintain logs. This will help in troubleshooting any issues that arise and ensuring a seamless migration.

These practices, born from experience, have proven to be highly effective in managing migrations with the SPMT. I hope you find these insights helpful and invite you to share your experiences and tips in the comments below.

Source materials:

For a great overview of SharePoint Migration Tool itself, check out Ami Diamond [MVP] at https://www.youtube.com/watch?v=6U3c4E23m40 (Subscribe to his channel

Threads which started this latest conversation to become an article: https://www.linkedin.com/posts/ami-diamond-mvp-70a798b_sharepoint-migration-tool-spmt-single-activity-7222597296876621826-Myl_?utm_source=share&utm_medium=member_desktop

Follow up post with the best practices & tips: https://www.linkedin.com/posts/ami-diamond-mvp-70a798b_microsoft-provides-a-free-sharepoint-activity-7222866042937630721-9MLI?utm_source=share&utm_medium=member_desktop

Migration Weekend Post - https://www.linkedin.com/posts/danielbrownau_migrationweekend-cloudfirst-modernwork-activity-7219865269681188864-jUIr?utm_source=share&utm_medium=member_desktop

Another Migration Weekend - https://www.linkedin.com/posts/danielbrownau_sharepoint-msteams-microsoft365-activity-7192026740372733954-TkdR?utm_source=share&utm_medium=member_desktop

And another Migration Weekend - https://www.linkedin.com/posts/danielbrownau_sundaymigration-migrationweekend-greatproject-activity-7182574096449171456-CoBq?utm_source=share&utm_medium=member_desktop

Sept 26, 2023 Article - Thinking of migrating your file shares to SharePoint Online? Here are some points to ensure it’s a success!

Feb 7, 2020 Article - Structuring your files within SharePoint IS important!

Overview of the SharePoint Migration Tool (SPMT) - https://learn.microsoft.com/en-us/sharepointmigration/introducing-the-sharepoint-migration-tool

Happy Migrating!

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Microsoft MVP 2024

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