Migrating company files from an on-premise server or Network Attached Storage (NAS) device to Microsoft SharePoint Online removes the burden of physical hardware maintenance and enables your team to collaborate in real time. Whether you operate from a single office in Brisbane or have staff working across multiple Australian locations, moving to the cloud allows multiple users to edit the same document simultaneously, access version history, and eliminate the file sync conflicts common with traditional network shares.

Phase 1: Audit and Planning

1. Inventory your data

  1. Log in to your existing file server or NAS device.
  2. Identify all shared folders and map out the current directory structure.
  3. Identify redundant, obsolete, or trivial (ROT) data that can be archived or deleted before migration to save storage space.
  4. Document current NTFS or share permissions so you can replicate them in SharePoint.

2. Prepare your Microsoft 365 environment

  1. Ensure all users have valid Microsoft 365 licences that include SharePoint Online.
  2. Create a dedicated SharePoint site for your organisation or departmental sites based on your audited folder structure.
  3. Set up SharePoint libraries that mirror your existing top-level folders.

Phase 2: Data Migration

3. Choose your migration method

For small to medium businesses, you can use one of the following methods:

  • Manual Upload: Suitable for very small amounts of data. Drag and drop files directly into SharePoint via a web browser.
  • OneDrive Sync Client: Sync a SharePoint library to your local File Explorer, then copy files from your server into the synced folder.
  • SharePoint Migration Tool (SPMT): A free Microsoft tool designed for migrating file shares and SharePoint Server content to SharePoint Online.

4. Execute the migration

  1. Install the SharePoint Migration Tool on a machine with access to both the source server and the internet.
  2. Sign in using a Global Administrator or SharePoint Administrator account.
  3. Select File Share as the source and SharePoint Online as the destination.
  4. Map your source folders to the corresponding SharePoint document libraries.
  5. Start the migration and monitor the progress via the tool's dashboard.

Migrating large volumes of data can take several days depending on your upload speed. Schedule the migration outside of business hours to avoid impacting staff productivity.

Phase 3: Permissions and Access

5. Configure SharePoint permissions

  1. Navigate to your SharePoint site in the browser.
  2. Click the Settings gear icon and select Site permissions.
  3. Click Grant Access to add users or security groups.
  4. Assign permission levels (e.g., Read, Edit, or Full Control) based on the audit performed in Phase 1.

6. Sync files to local devices

  1. In SharePoint, open the document library you wish to sync.
  2. Click the Sync button in the command bar.
  3. Follow the prompts to open the folder in File Explorer (Windows) or Finder (macOS).

Phase 4: Training and Adoption

7. Train your team

  • Teach staff how to use co-authoring to edit Word, Excel, and PowerPoint files simultaneously.
  • Explain how Version History works so users can recover previous versions of a file if a mistake is made.
  • Demonstrate how to share files via secure links instead of emailing large attachments.
  • Encourage the use of Microsoft Teams for team-based collaboration and OneDrive for personal working files.

Remind staff that SharePoint files are stored in the cloud. While the sync client provides offline access, an internet connection is required to sync changes back to SharePoint.

Troubleshooting Common Issues

File names or characters not supported

SharePoint does not support certain characters in file names (e.g., ", *, :, <, >, ?, /, \\, |). If a file fails to migrate, rename it to remove these characters and try again.

Slow upload speeds

If migration speeds are slow, try migrating data in smaller batches or during off-peak hours. Ensure your business internet connection has sufficient upload bandwidth to handle the data transfer.

Permission errors

If users cannot access a folder after migration, verify that they have been added to the correct SharePoint group and that inheritance is enabled for the document library.

If you host with us, you don't need to do this yourself — just Open a Ticket and our Brisbane team will get it sorted.