How to move files from nas to sharepoint

Summary

This guide helps you troubleshoot and resolve: How to move files from nas to sharepoint. Follow the steps below to fix the issue.

Common Causes

Moving your business files from a local Network Attached Storage (NAS) device to SharePoint Online removes the need to maintain ageing on-site hardware and allows your team to access data securely from any location. This guide walks you through planning the migration, setting up permissions, and transitioning your staff to Microsoft Teams and OneDrive for real-time collaboration.

Planning Your Migration

Before moving any data, take time to audit your current NAS structure. Moving unnecessary or outdated files increases migration time and clutters your new cloud environment.

Audit Your NAS Content

1. Log into your NAS administration interface and review all shared folders.
2. Identify files that are no longer required and delete them before migration.
3. Group remaining data into logical categories that reflect how your teams actually work.
4. Document which staff members require access to which folders.

Prepare Your Microsoft 365 Environment

1. Ensure all users have valid Microsoft 365 licences that include SharePoint Online and OneDrive.
2. Create a SharePoint site for your organisation if one does not already exist.
3. Set up document libraries within SharePoint that mirror your planned NAS folder structure.
4. Confirm that OneDrive is installed and synced on all staff workstations.

Moving Files from NAS to SharePoint

There are several ways to transfer your data. For most small businesses, the manual upload method via a web browser is straightforward, while larger volumes may benefit from the SharePoint Migration Tool.

Option 1: Manual Upload via Browser

1. Open a web browser and navigate to your SharePoint site.
2. Go to the document library where you want to store the files.
3. On your computer, open the folder containing the NAS files you have copied locally.
4. Select the files and folders, then drag and drop them into the SharePoint document library window.
5. Alternatively, select Upload from the toolbar and choose Files or Folder.
6. Wait for the upload to complete and verify that all files appear correctly in SharePoint.

Option 2: Using the SharePoint Migration Tool

1. Download and install the SharePoint Migration Tool from Microsoft on a computer connected to your NAS.
2. Open the tool and sign in with your Microsoft 365 administrator account.
3. Select File share as the source and enter the path to your NAS shared folder (for example: \\NAS-Device\\Shared).
4. Select SharePoint Online as the destination and enter your site URL.
5. Map your source folders to the appropriate SharePoint document libraries.
6. Start the migration and monitor progress through the tool’s dashboard.

Setting Permissions and Sharing

SharePoint permissions differ from traditional NAS share permissions. Access is managed through Microsoft 365 groups and SharePoint site membership rather than local Windows accounts.

Configure Document Library Permissions

1. In SharePoint, navigate to the document library containing your migrated files.
2. Select the Settings gear icon and choose Library settings.
3. Under Permissions and Management, select Permissions for this document library.
4. Select Stop Inheriting Permissions if you need unique access rules for this library.
5. Use Grant Permissions to add specific staff members or Microsoft 365 groups.
6. Assign the appropriate permission level (for example, Read, Edit, or Full Control).

Sharing Files with External Partners

• Select the file or folder in SharePoint.
• Select Share from the top toolbar.
• Enter the external email address and choose whether they can Edit or View.
• Optionally set an expiration date or password for the link.

Training Staff for Cloud Collaboration

The biggest advantage of moving to SharePoint is real-time collaboration. Staff can work on the same document simultaneously without creating multiple versions or sync conflicts.

Using Microsoft Teams and OneDrive

1. Install the Microsoft Teams desktop app on all staff computers.
2. Show staff how to access SharePoint files directly from within Teams channels.
3. Train users to open documents in Office Online or the desktop app for co-authoring.
4. Explain how version history works: select a file in SharePoint, choose Version history, and restore previous versions if needed.
5. Encourage staff to save new files directly to SharePoint or Teams rather than local desktops or the old NAS.

Decommissioning the NAS

Once your team is comfortable working in SharePoint and all critical data has been verified, you can retire your local NAS device.

1. Set the NAS to read-only mode for a two-week period to catch any missed files.
2. Ensure backups of your SharePoint data are configured through Microsoft 365 or a third-party backup solution.
3. Remove mapped network drives from staff computers that pointed to the NAS.
4. Power down and disconnect the NAS hardware after confirming no business processes rely on it.

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