How to move network drives to sharepoint

Summary

This guide helps you troubleshoot and resolve: How to move network drives to sharepoint. Follow the steps below to fix the issue.

Common Causes

Moving your business files from a local network drive or NAS (Network Attached Storage) to SharePoint Online allows your team to access documents from any device with an internet connection. Instead of relying on a physical server in the office, your files are stored securely in the Microsoft 365 cloud. This transition enables real-time co-authoring, automatic version history, and removes the need to maintain ageing on-premise hardware.

Planning Your Migration

Before moving data, it is important to audit your current network shares. Identify which folders are actively used, which contain outdated archives, and who requires access to specific directories. SharePoint uses a permission model different from traditional mapped drives, so planning your site structure in advance will prevent access issues for your staff.

Benefits of Moving to SharePoint

• Real-time co-authoring: Multiple staff members can edit the same document simultaneously without creating conflicting copies.
• Version history: Easily restore previous versions of a file if a mistake is made or a document is accidentally deleted.
• Reduced maintenance: No more managing NAS hardware, RAID arrays, or local server backups.
• Remote access: Secure access to files from home, client sites, or while travelling without needing a VPN.

Migration Steps

1. Assess and clean your data: Review your current network drive and remove redundant, obsolete, or trivial (ROT) files. This reduces migration time and storage costs.
2. Create your SharePoint structure: Log in to the Microsoft 365 admin centre and create SharePoint sites that mirror your organisational departments (e.g., Finance, HR, Operations).
3. Set permissions: Assign access rights to SharePoint sites and folders based on user roles. Avoid giving everyone access to everything; use Microsoft 365 groups to manage permissions efficiently.
4. Upload your files: For small amounts of data, use the Upload button in SharePoint. For larger migrations, use the SharePoint Migration Tool provided by Microsoft to move data from your NAS or file server.
5. Map OneDrive for personal files: Encourage staff to move their individual "My Documents" or desktop files to OneDrive for Business, which provides personal cloud storage integrated with SharePoint.
6. Train your team: Show staff how to access SharePoint via a web browser or how to sync libraries to File Explorer using the OneDrive sync client.
7. Retire the network drive: Once you have verified that all data has migrated successfully and staff can access their files, disconnect the mapped network drives and power down the NAS if no longer needed.

Troubleshooting Common Issues

Permission Errors

If users cannot access a folder, check that they are added to the relevant Microsoft 365 group or SharePoint site member list. Remember that SharePoint permissions are inherited from the top level down unless specifically broken.

Sync Conflicts

When using the OneDrive sync client, ensure users are saving files directly to the synced SharePoint folder rather than creating local copies. If a sync conflict occurs, OneDrive will create a separate copy of the file; compare versions and save the correct one back to the library.

Slow Upload Speeds

Large initial migrations can saturate your internet bandwidth. Schedule large uploads outside of business hours or perform the migration in stages to minimise impact on daily operations.

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