How to move network drives to sharepoint without sync conflicts

Summary

This guide helps you troubleshoot and resolve: How to move network drives to sharepoint without sync conflicts. Follow the steps below to fix the issue.

Common Causes

Many Australian small businesses still rely on traditional network drives and local NAS devices for file storage. While these systems served well in a single-office environment, they often create friction for hybrid teams through slow VPN connections, version conflicts, and limited remote accessibility. Moving your data from mapped network drives—such as Z:\—to SharePoint Online and OneDrive provides a stable, cloud-based repository that supports real-time collaboration, version history recovery, and reduces the risk of data loss from hardware failure.

Phase 1: Planning Your Migration

Before moving any data, it is important to map your existing network structure to SharePoint. SharePoint uses a flat site architecture with libraries rather than deep, nested drive folders.

Audit Your Existing Data

1. Open your mapped network drive (e.g., Z:\) in File Explorer.
2. Identify which folders are actively used and which contain obsolete or redundant data.
3. Note the current permission levels for different departments or staff members.
4. Determine the total volume of data to be migrated to ensure you have sufficient SharePoint storage.

Design Your SharePoint Structure

• Create a SharePoint site for each major business function (e.g., Finance, HR, Operations).
• Use Document Libraries within those sites to replace individual network folders.
• Avoid creating too many sub-folders; instead, use metadata and columns to categorise files.
• Plan your permission groups based on who needs to view or edit specific libraries.
Tip: Start with a pilot group. Migrate one department first to refine your folder structure and permissions before rolling out to the whole organisation.

Phase 2: Moving Data to SharePoint

There are several ways to move data. For small businesses, the most straightforward method is using the SharePoint web interface or OneDrive sync client.

Upload Files via SharePoint Online

1. Log in to Microsoft 365 and open SharePoint from the app launcher.
2. Navigate to the site and Document Library where you want to store the data.
3. Click the Upload button and select Files or Folder.
4. Select the data from your local network drive or NAS and begin the upload.
5. Monitor the upload progress to ensure all files have transferred successfully.

Using OneDrive for Sync

1. Ensure the OneDrive sync client is installed on your workstation.
2. Sync the target SharePoint Document Library to your computer.
3. Open File Explorer and locate the synced SharePoint folder.
4. Copy files from your network drive (Z:\) and paste them into the synced SharePoint folder.
5. OneDrive will automatically upload the changes to SharePoint Online.
Caution: Avoid moving extremely large batches of data in a single operation. Large migrations can time out or cause sync conflicts. Break the move into smaller chunks by folder or department.

Phase 3: Managing Permissions and Co-Authoring

Once your data is in SharePoint, you must configure access controls to replace the security settings previously managed on your network drive.

Set Library Permissions

1. In SharePoint, navigate to the Document Library.
2. Click the Settings gear icon and select Library settings.
3. Under Permissions and Management, select Permissions for this document library.
4. Click Stop Inheriting Permissions if you need unique access rules for this library.
5. Use Grant Permissions to add specific staff members or security groups.
6. Assign the appropriate role: Read, Edit, or Full Control.

Enabling Seamless Co-Authoring

SharePoint allows multiple users to edit the same Word, Excel, or PowerPoint file simultaneously. To get the best experience:

• Encourage staff to open files in Office for the web or the latest desktop versions of Office.
• Use the AutoSave toggle in the top-left corner of Office apps to ensure changes are saved in real-time.
• Use the Share button in Office apps to send links to colleagues rather than emailing attachments.
• Check Version History in the file menu to restore previous versions if an error occurs.

Troubleshooting Common Issues

File Sync Conflicts

Sync conflicts occur when two people edit the same offline file at the same time. SharePoint will create separate copies to prevent data loss.

• Encourage users to work online where possible to take advantage of co-authoring.
• If using the sync client, ensure OneDrive is fully synced before shutting down the computer.
• Resolve conflicts by comparing the conflict copies and saving the correct version to the SharePoint library.

Slow Upload Speeds

Australian businesses on slower NBN or ADSL connections may experience slow initial uploads.

• Schedule large migrations outside of business hours.
• Use a wired Ethernet connection rather than Wi-Fi for the machine performing the migration.
• Check for background bandwidth usage on the network.

Access Denied Errors

• Verify that the user has been added to the SharePoint site members group.
• Check that library-level permissions are not overriding site permissions.
• Ensure the user is logged in with their organisational Microsoft 365 account, not a personal account.

Migrating from network drives to SharePoint modernises your workplace and removes the limitations of local NAS hardware. By planning your structure, setting clear permissions, and training your team on co-authoring, your business can collaborate in real-time from anywhere in Australia.

If you encounter issues during your migration or need assistance configuring SharePoint permissions, please Open a Ticket.

Still Having Issues?

Need more help? If the issue persists after trying these steps, please open a support ticket and our team will assist you.

💻 Open a Ticket

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