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Extensive SharePoint Migration Checklist & Project Plan for Flawless Process

Published By Nilesh Kumar
Debasish Pramanik
Approved By Debasish Pramanik
Published On December 29th, 2023
Reading Time 6 Minutes Reading
Category Email Tips

It is a matter of fact that migrating data from one platform to another brings up numerous challenges, thus increasing the overall cost and complexities of a project. The same is the case with SharePoint migration. Keeping such scenarios in mind, experts always recommend users have a proper SharePoint migration checklist to have a seamless and hassle-free migration.

Table of Content

In the following section, we have discussed an 8-point checklist that you can refer to for a smooth transition of data across platforms.

A Solution Driven Checklist & Best Practices for SharePoint Migration

No matter if the migration job is small, medium, or large, every project requires a proper checklist and implementation. Without a proper plan, you might face numerous complexities and might even lose some critical data during the transition.

Thus, we have listed a couple of points that you must consider while performing migration:

1. Identify and Create a List of your Users

First of all, create a proper list to ensure the users who will need access to the SharePoint environment. Furthermore, this list will also help you prepare the users for migration and will also make it easy to identify if all users have the required set of permissions to perform migration efficiently.

If you are planning a SharePoint Online to SharePoint Online Migration, then this also helps you shortlist the list of users who no longer need access to particular data. Simply put, creating this list will help you filter out users depending on certain criteria.

2. Permission Level

Another point in the SharePoint migration checklist that you need to consider is the set of permissions and access you are giving to the users. What this means is that if you get a new member in your marketing team, you just need to him/her in the “Marketing” group and all the required permissions will be assigned automatically.

While assigning these permissions, make sure that you document all the permission sets that you create.

3. Create a List of Sites, Site Collections and Sub-sites

As we all know Sites are a collection of resources that are particularly intended for a certain group of users. Although some companies can fulfill their requirements with a single site, many businesses create a collection of sites for better management.

If you are planning to migrate data from SharePoint sites, it is better to have a look at existing sites in your SharePoint and ensure that large collections are broken into smaller parts for the proper distribution of resources. Additionally, you can also try to combine the sites into collections as well.

4. Assign New Site Owners

As per the tried and tested SharePoint Migration checklist, many experts also recommend assigning team leaders as site owners on day one as it will make the site management pretty much easier. Moreover, this will make the transition to SharePoint online seamless as these team leaders will be responsible for checking each site. Along with that, they will also check and update if the resources that their team needs have been migrated successfully or not.

5. Ensure that you have a Backup Copy of your Data

Once you have covered all the points mentioned in the above checklist for SharePoint migration, and now it is time to start migrating your data across the SharePoint Online platform. However, this is the best time when you can take a backup of your crucial data.

The backup process gives us the surety that if anything goes south during the migration, then you will have a backup copy of SharePoint data that you can retrieve anytime.

Also Read – A Step by Step Solution to Migrate Teams Channel to Another Tenant

6. Remove Duplicate Items

When you have a complete backup of your data and you are ready to start the migration job, another point that makes it to the SharePoint migration checklist is the process of refining your data.

This step proves to be useful as in the long run, there are high chances of having duplicate documents in the library and other entries. Removing these redundant copies will help users carry out migration tasks in a more efficient way. Additionally, when you have a backup copy of your data, you will be more confident while deleting these duplicate copies.

7. Run a Test Migration

One of the essential stages of a successful migration is testing the migration job before rolling it out to all users. There are times when you think you have done all the necessary prerequisites to get the job done, but after you run the migration, hidden issues emerge. Therefore, a pilot project will help site owners to identify that all data is migrated as it should be.

If any issue occurs during the pilot project, then you will have time to get rid of those issues while implementing it for all users.

8. Choose the Best Approach for Migration

Finally, the last and most important point of the SharePoint migration checklist is choosing the right tool for migration. If you want your transition from one SharePoint Online Site to another to be smooth, then you must choose SharePoint Online Migration Tool. This is advanced software that will help you migrate all the contents from Document Library as well as Generic Lists securely.

Additionally, the advanced features offered in this application are impeccable and make your entire job simple. This application supports batch migration of SharePoint data and also maps source users’ permission settings with destination users.

You can download and run this utility on Windows 11, 10, and Windows Server 2012, 2016.

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Migrating data across platforms is not as easy as it sounds. There are many complexities while moving crucial data, thus a solid checklist for SharePoint migration is needed for a hassle-free transition. Thus, we have listed result-oriented best practices that you should follow and make your job effortless. Moreover, to make your transition error-free, we have also described a proven solution that offers batch migration along with numerous advanced features.


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.