How to Migrate from SharePoint 2019 to SharePoint Online?

Migrating from SharePoint 2019 to SharePoint Online can seem daunting due to the differences between an on-premises solution and a cloud-based service. However, with the right approach and careful planning, this migration can be done smoothly, with minimal disruption to business operations.

SharePoint Online, a cloud-based version, offers numerous advantages over SharePoint 2019, including enhanced accessibility, scalability, and cost-efficiency. Additionally, it reduces the need for heavy infrastructure, making it a more attractive option for businesses looking to improve productivity and efficiency. This guide will walk you through migrating SharePoint 2019 to SharePoint Online, outlining the steps and best practices to ensure a successful transition.

Before diving into the process, it’s crucial to understand that this migration is not a one-size-fits-all solution. The steps outlined in this guide provide a flexible framework that can be adapted to your organization’s unique needs, size, and the complexity of your SharePoint environment. For more complex scenarios, it’s always advisable to consult SharePoint migration services experts—and you can also download our SharePoint Online Migration Checklist (free PDF) to streamline your planning.

Benefits of Migrating to SharePoint Online

Before we get into the migration process, let’s explore the key benefits of moving from SharePoint 2019 to SharePoint Online:

• Accessibility: SharePoint Online is cloud-based, so your teams can access files from anywhere, promoting remote work and collaboration.
• Scalability: SharePoint Online can scale with your business needs without requiring costly hardware upgrades.
• Cost-Efficiency: A subscription model eliminates large upfront infrastructure costs and allows you to pay only for what you use.
• Security & Compliance: SharePoint Online is continuously updated with the latest security features, helping your business comply with regulatory standards.

How to Migrate from SharePoint 2019 to SharePoint Online?

Step 1: Assess the Current SharePoint 2019 Environment

The first and most critical step in the migration process is assessing your current SharePoint 2019 environment. This will help you understand the scope of the migration, identify potential challenges, and create a migration plan tailored to your business needs.

Key Aspects to Assess:

• Customizations: Determine if any custom web parts, workflows, or templates are used. Since customizations may not easily migrate to SharePoint Online, it’s crucial to inventory them beforehand.
• Content Inventory: Review the size and structure of your content database, including lists, libraries, and site collections. The larger the content, the more time-consuming the migration will be.
• Users & Permissions: Understand the number of users, their permissions, and any specific security requirements. Make sure these permissions will transfer seamlessly to SharePoint Online.
• Third-Party Integrations: Identify third-party tools or integrations currently connected to SharePoint 2019. These may need to be reconfigured or replaced in the online version.

By thoroughly assessing your environment, you can better prepare for potential issues during the migration process, such as downtime or data loss. This comprehensive approach instills confidence in the success of your migration.

Step 2: Plan the Migration

Once you’ve completed the assessment, it’s time to create a detailed migration plan. This involves defining the migration scope, choosing a strategy, and allocating resources effectively.

Key Considerations:

• Migration Scope: Define what content, users, and customizations will be migrated. Not all content may be relevant for migration; consider archiving outdated or unnecessary data.
• Migration Strategy: Choose between different migration strategies, such as hybrid, staged, or cut-over. For large-scale migrations, a staged migration is often preferable, allowing you to move in phases and test along the way.
• Timeline: Create a realistic timeline that outlines the start date, end date, and key milestones. Consider possible downtime or periods of limited access.
• Resource Allocation: Identify the resources needed, including IT staff, hardware, software, and any third-party tools required to assist with the migration.
• Backup & Recovery: Create a backup and recovery plan to safeguard your data during the transition.

Step 3: Prepare the SharePoint Online Environment

After planning, the next step is to set up and configure your SharePoint Online environment. This ensures that when content is migrated, it is imported into a well-organized and fully functional structure.

Preparation Steps:

• Create a Site Collection: Create a new SharePoint Online site collection. Ensure that it’s structured according to your organization’s needs and that all necessary settings are in place.
• Configure Settings: You can adjust language, time zone, and themes to match your company’s preferences.
• Assign User Permissions: Set user permissions based on their roles. Aligning these permissions with those used in your SharePoint 2019 environment is essential to ensure a smooth transition for users.

Step 4: Migrate the Content

Now that your environment is ready, you can begin migrating content from SharePoint 2019 to SharePoint Online. Several tools are available, but Microsoft’s SharePoint Migration Tool (SPMT) is often recommended for this process.

Migration Process:

• Export Content: Use the SPMT or a third-party tool to export content from your SharePoint 2019 environment.
• Convert the Data: If necessary, convert the data into a format compatible with SharePoint Online.
• Import Content: Import the content into SharePoint Online using the same tool to ensure smooth transfer.

During this step, monitor the process closely, especially for large migrations, as unexpected issues such as file size limits or connectivity problems can occur.

Step 5: Test and Validate the Migration

Once the migration is complete, testing and validating the transferred content is critical to ensure everything works as expected. This step ensures that your data has been accurately migrated and your users can interact with the new system without issues.

Testing Checklist:

• Content Validation: Verify that all content, such as documents, lists, and libraries, has migrated successfully.
• Customization Checks: Test any custom web parts or workflows to ensure they function correctly in SharePoint Online.
• User Access: Confirm that users have the correct permissions and can access their content without issue.
• Third-Party Integrations: Test third-party integrations to ensure they work seamlessly in the new environment.

Conclusion

Migrating from SharePoint 2019 to SharePoint Online is a significant undertaking. However, with careful planning and execution, it can bring substantial benefits to your business, including improved accessibility, scalability, and cost-efficiency. If you need more internal resources or expertise to carry out this migration, NGenious Solutions is here to help. Keep these benefits in mind as you embark on this journey.

Need help migrating SharePoint 2019 to SharePoint Online? Schedule a free consultation with our SharePoint experts today! Whether you need advice on planning the migration, assistance with the technical aspects, or a complete end-to-end solution, our team is ready to help you achieve a successful transition.

FAQs

1. How to migrate SharePoint 2019 to SharePoint Online?

Migrate by assessing your current environment, planning what to move, configuring your SharePoint Online environment, and using tools like the SharePoint Migration Tool or third-party solutions, migrate content in phases, test everything, and validate permissions to ensure a smooth transition.

2. What is the difference between SharePoint 2019 and SharePoint Online?

SharePoint 2019 runs on-premises and requires servers, manual updates, and infrastructure. SharePoint Online is cloud-based, automatically updated, scalable, more secure, and accessible anywhere via Microsoft 365. It reduces maintenance and offers more modern features compared to SharePoint 2019.

3. Is SharePoint 2019 still supported?

SharePoint 2019 is supported under Microsoft’s lifecycle policy, with mainstream and extended support timelines. However, it receives fewer new features than SharePoint Online and will eventually reach end of support as Microsoft continues shifting to cloud services.

4. What is replacing SharePoint 2019?

Microsoft is not releasing another on-premises version. SharePoint Online, part of Microsoft 365, is the long-term direction. It replaces on-premises workloads with cloud features, continuous updates, improved security, and modern collaboration capabilities.

5. How to move data from old SharePoint to new SharePoint?

Inventory your current data, clean unnecessary content, prepare the new SharePoint environment, and migrate using SPMT or third-party tools. Move data in stages, verify permissions, and test sites to ensure everything works properly after migration.

6. Is SharePoint Migration Tool free?

Microsoft’s SharePoint Migration Tool (SPMT) is free and supports migrating files, site content, and basic structures from SharePoint Server and file shares to SharePoint Online and OneDrive.

7. What are the limitations of SPMT?

SPMT has limits on large lists, complex customizations, workflows, InfoPath forms, and third-party integrations. It may struggle with heavily customized sites, large volumes, or unsupported features, often requiring third-party tools for advanced or high-complexity migrations.

8. Why migrate to SharePoint Online?

SharePoint Online offers better accessibility, automatic updates, improved security, scalability, lower infrastructure costs, and seamless integration with Microsoft 365. It provides modern collaboration features that help organizations work faster and reduce long-term operational overhead.