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Complete List of Microsoft Teams Migration Project Plan & Checklist for Safe Data Transfer

Published By Nilesh Kumar
Debasish Pramanik
Approved By Debasish Pramanik
Published On March 5th, 2024
Reading Time 7 Minutes Reading
Category Microsoft Teams

No matter how well prepared you are, for Microsoft Teams migration, you can still face various challenges and issues while executing the same. Because of the multi-storage facility of Microsoft Teams. But don’t worry, we have created a comprehensive Teams migration project plan & a comprehensive checklist that you should follow just before the migration. Let’s get into it!

In today’s fast-paced world, to stay in the business, you need to be ready for change without any hesitation. And, Microsoft’s Teams environment is no exception.


A simple instance would be a merger or acquisition. These situations bound the organizations to make changes in the existing MS Teams environment and that includes migrating Teams from one tenant to another. 

And, to achieve that goal, you need a solid Teams migration project plan. Along with the plan, choosing the right tried and tested software like Microsoft Teams Migration Software is crucial for the smooth transition.

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Steps to Perform After Following Teams Migration Project Plan

  • Step 1. Download, Install, & Run the Software.
  • Step 2. Choose Required Workload & Apply Filter.
  • Step 3. Login with Source & Destination Credentials.
  • Step 4. Validate Permissions & Create Mapping.
  • Step 5. Click on Start Migration Button.

But, before that, understanding what Microsoft Teams is and how it can benefit your business will help you decide on the best strategy to accomplish a smooth migration to MS Teams.

What is Microsoft Teams? A Brief Introduction

The tech giant introduced this collaborative platform in 2017 to stay informed, organized and connected all in one place.

By using MS Teams, users can create Teams, and channels at their convenience. And, with the introduction of the private channel, the experience got even better. 

It will not be wrong to say that Microsoft has certainly designed a very useful product and served many organizations during the pandemic. Its features like security, support, etc are winning hearts.

However, the only issue is that the MS Teams data is stored in different locations. So, when an organization decides to migrate to a new Teams tenant then they face a lot of challenges.

Must Read: How to Migrate Teams Channel to Another Tenant? Absolute Step By Step Solution

But, with proper planning, this complicated task can become easier to achieve.

So, How Are You Going to Pull Off the Teams Migration?

Every migration project, big or small, requires a foolproof plan to make it successful. And, there are two important questions related to Teams migration.

Let’s have a look at the same and understand the risks and benefits involved.

Q1. Do I need a single-event migration?

  • Here you will be able to transfer the entire environment in one go but at a higher risk. If you have more than 15,000 users or content over 7TB then it is not a suitable option for you.

Q2. Do I need a phased migration?

  • This gradual migration is suitable for all types & sizes of files and it may take more time to complete. But, that’s okay ’cause you can accomplish the migration at a lower risk.

More importantly, plan your MS Teams migration in small phases to keep track of every essential need.

Also Read: How to Resolve Microsoft Teams Chat Disappeared?

Now, Let’s Discuss the Phases of the Microsoft Teams Migration Project Plan

Find Out the below best practices for Teams migration, you can follow them to ensure zero downtime:

Below are the top five most important phases that you should ensure before heading toward the data transfer.

Phase#1 Define and Analyze Your Current Environment

  • In this stage try to make a list and define your business goals. Also, from that analyze what you are going to achieve above and beyond your existing platform.
  • Start evaluating your current inventory so that you will have a chance to start your newly-created Teams environment on the right foot.
    • This includes identifying duplicate Teams, unused channels, or Teams.
    • Once you know what you are dealing with you can do some tidying up and get rid of the unused MS Teams data, users, and Teams.
  • Define the areas in your plan to improve operations.
  • Assign objectives and key success indicators to determine the scope of the migration.
  • Recognize the risk factors and road bumps that could hamper the migration process.

Phase#2 Engage and Prepare Your Teams for MS Teams Migration

  • Give ample amount of time for onboarding all stakeholders as it is equally important as other factors.
  • Specify all Teams administrators and assign project Teams members. Also, don’t forget to assign the role of support engineers
  • Get ready to prepare users and describe how to communicate, train, and support them
  • Your network needs to be prepared to sustain the Microsoft Teams workload
  • Set up Office 365 organization and ensure all Microsoft Teams users have licenses.
  • Verifying whether your environment meets all pre-requisites or not is also important 

Phase#3 Design Teams Migration Project Plan for Better Outcomes

Now it’s time to test the technical deployment and network architecture. For that, you have to conduct a user pilot so that you can evaluate Microsoft Teams as a suitable solution that meets your organizational needs.

  • Make sure you have included the right stakeholders.
  • Determine the pilot duration and accordingly design your test plan.
  • Design a feedback survey and decide whether you want to pilot the process at once or consider a gradual approach.
  • Gather feedback survey data to analyze network stats and support tickets
  • Access the outcomes of the test run and evaluate them.
  • To ensure data is secured, identify the requirements of security, governance, and rights management

Phase#4 Deployment and Adoption Stage of The Teams Migration Project Plan

After knowing all your users and how they are going to use technology, it’s crucial to understand the deployment and adoption stages.

  • Users should know the available Microsoft Teams clients and device compatibility
  • If you identify internal influencers then it will be easier to encourage the adoption of Microsoft Teams.
  • If there might be any relevant limitations and specifications (max number of members) then, consider them.

Phase#5 Last But Not Least, Monitor and Optimize to Ensure a Positive User Experience

  • Once all your users have been onboarded you enter the most critical stage i.e. you have to watch out for roadblocks to success.
  • As you operate the Teams platform, make sure you monitor not only technical performance but also user engagement.
  • While monitoring, when you encounter any problems, invest in the right tools to resolve them quickly.
  • Optimize your Microsoft Teams environment and analyze all the aspects of your ecosystem in real time.

Also Read: How to Export Office 365 Mailbox to PST using eDiscovery?

On a Final Note

Teams migration is not as easy as it seems to be and frankly speaking, it’s quite a complicated task. Hence, the proper, and well-outlined Microsoft Teams migration project plan is required for a seamless data transition. Following this article step by step can help you execute this technical migration without getting yourself into the complex prospects of this process.

Frequently Asked Questions

Q 1. What are the User Migration Key Points for Migrating to MS Teams?

Ans. User Migration Key Points for MS Teams:

  1. Training sessions
  2. Clear communication
  3. Data transfer
  4. Support channels
  5. Transition plan

Q 2. What Data is Migrated Using On Demand Migration for Teams?

Ans. On-demand migration for Teams can move chat history, files, channels, permissions, and metadata.

Q 3. How will Teams be Configured Post-Migration?

Ans. After the completion of the transition, we set up MS Teams to match how the organization works, including who can access what and other preferences.

Q 4. What are the Costs Associated with Microsoft Teams Migration?

Ans. Costs include licensing fees, consulting services, upgrades to the system, and user training expenses,  for the migration.

Q 5. How will the Success of the Migration be Measured?

Ans. We can measure the success rate by verifying the MS Teams accessing and running speed, data integrity, and user feedback.


By Nilesh Kumar

As a Chief Technical Writer, I know the technical issues faced by home and professional users. So, I decided to share all my knowledge via this blog. I love to help you with challenges while dealing with technical jargon.