SharePoint Online Migration Checklist [12-Step Guide by Expert]

Recently, I needed to migrate SharePoint site to another site. There were several moving parts, such as files, libraries, permissions, and metadata. Plus, I knew a single mistake could lead to data loss. That’s why I decided to follow a proper SharePoint Online migration checklist to keep things organized and error-free.

By following it step by step, I completed my SharePoint Tenant to Tenant migration within a few days. In this guide, I’ll explain to you the exact 12-step process I followed to make it all work smoothly. If you’re also planning to move your SharePoint data to a new site or tenant, follow this checklist and save yourself from transition hassles. So, let’s begin!

Features of SharePoint Migration Checklist

Steps of Checklist for a Seamless SharePoint Migration

Requirement Gathering

Identifying Factors

Plan for Migration

Analyze Source SharePoint Environment

Cleanup SharePoint

Prepare Target SharePoint Environment

Backup of SharePoint Data

Train Users

Test Migration

Execute Migration Process

Verify Data After Migration

Decommission Source SharePoint Account

Final Words & FAQs

Why These SharePoint Migration Best Practices Helped Me?

Let’s take a look at the reasons why following these 12 points makes my migration smooth:

Gave me a clear view of my SharePoint structure and content
Helped me clean up and prepare both source and target environments
Guided me through each stage of migration
Ensured metadata, permissions, and structure were preserved
Made the entire process more efficient with no error

Now, let’s dive into the exact steps I followed.

My SharePoint Online Migration Checklist (12 Steps)

Here are the exact steps I followed to plan, execute, and validate my SharePoint migration:

Infographic displaying a 12-step SharePoint Online migration checklist

1. Requirement Analysis

The first thing in SharePoint migration best practices I did was define why I was migrating. I identified:

What content did I need to move
Where it currently exists (source environment)
Where I wanted it to go (target environment)
Who the stakeholders were

This step helped me to avoid migrating unnecessary or outdated content, which reduces migration time.

2. Identifying Factors Affecting Smooth Migration

In this setup, an admin identifies the factors that can affect the migration, like

Network bandwidth
Server performance
File types and sizes
System dependencies
Data complexity

Knowing these upfront helped me avoid issues during the process.

3. Migration Planning

After identifying the purpose and requirements, an admin should plan the migration accordingly. It involves setting up of date and time of migration, selecting the method of migration, and the type of migration (batch or other) depending on the size and need. Don’t skip these SharePoint migration best practices, it is necessary.

4. Analyze the Source SharePoint Environment

The analysis of the SharePoint environment gives me a better idea of the content that I have to move. In this part of the SharePoint Online migration checklist, you should note down all the SharePoint sites, document libraries, lists, and subsites. Document current user permissions and roles for each site and library. Identify special permissions or custom access levels. Also, determine which sites and content are actively used and which are outdated.

5. Clean Up SharePoint Environment

I cleaned up my SharePoint environment to avoid migrating junk. That included:

Archiving or deleting outdated files, libraries, and lists
Fixing broken links and missing metadata
Standardizing naming conventions
Organizing documents into well-structured folders

Removing unwanted data before migration, helps to reduce the migration time, and effort.

6. Plan & Prepare the Target Environment

In the continuity of the SharePoint Online migration checklist. I set up the new SharePoint environment to match the source structure. I:

Created libraries, lists, and subsites
Defined metadata, content types, and columns
Configured roles and permissions
Ran test migrations to validate settings

This way, everything was ready before the actual migration began.

7. SharePoint Data Backup

Even with the best tools, things can go wrong. So I backup SharePoint Online to local storage using native tools and automated backup solutions. So, this is also a crucial step in the SharePoint Online migration checklist.

8. Train Your User

Before the migration, I informed users about:

What was changing
How to access the new environment
Where to find their content

I also provided training guides and was available for support to reduce confusion post-migration.

9. Pilot Run or Proof of Concept

After finalizing the complete SharePoint migration best practices for the migration, I did not directly jump to the transition. Firstly, I run a pilot migration with a small set of data to test:

Speed and reliability
Metadata preservation
User access
Functionality of migrated content

It helped me troubleshoot issues in advance.

10. Execute SharePoint Migration

When it came time to move my data, I discovered that Microsoft doesn’t offer a native tool for SharePoint Online migration. However, they have the SharePoint Migration Tool (SPMT), but it supports only an on-premise environment.

I tried several automated tools, but honestly, not all of them worked as advertised. Some were complicated, others were too limited and expensive for me.

Luckily, I found SharePoint Migrator Software, and that changed everything. It gave me:

Download Now
Purchase Now

Date filter option for the desired data migration
Delta migration option for recently arrived content transition
Support for large datasets and complex structures
Preservation of file versions, metadata, and permissions
Detailed reports to track progress and troubleshoot issues

With this tool, I didn’t have to worry about the SharePoint Online migration checklist and manual errors slowing me down.

Here’s exactly what I followed:

Step 1: Install the specified solution on the system.

run the solution

Step 2: Select the Sites checkbox in the Workload Selection screen.

Select the Sites

Step 3: Apply Date Filters to migrate only the relevant content I needed.

Apply Date Filters

Step 4: Validate both Source & Destination SharePoint site URLs.

Validate both Source & Destination

Step 5: After confirming all settings, I selected my accounts and clicked Start.

click Start

After the migration, it provided me with a detailed migration log so I could track everything. It is highly recommended don’t risk manual errors or incomplete migrations; go for a reliable tool like this to save time, reduce errors, and minimize downtime.

11. Validate the Data After Migration

After the completion of the migration, verify whether the complete data has been migrated or not. This is also a crucial part; many users skip this SharePoint Online migration checklist part, and experience issues in future. So, guarantee all these points now:

Compared the source and target content
Verified permissions and user access
Checked document versions and workflows
Collected user feedback

12. Decommission Source SharePoint Account

Finally, after verifying everything worked, I decommissioned the old environment. This included:

Removing old user access
Archiving backup data
Shutting down unused sites
Informing stakeholders

Decommissioning helped me avoid unnecessary costs and compliance risks.

Final Words

I followed this 12-step SharePoint Online migration checklist, and I hope it helps you too. Despite SharePoint migration best practices, a robust migration solution is essential to move documents from one SharePoint site to another effortlessly. That’s why I have mentioned a reliable automated solution that I have tested myself.

SharePoint Online Migration Checklist [12 Steps for Success]