Hi all,
I want to share my experiences from migrating multiple customers from Windows Server File Server to SharePoint Online.
1. SharePoint Migration Tool (SPMT)
Use the SharePoint Migration Tool to perform the migration. This tool will also perform some important pre-migration checks.
https://learn.microsoft.com/en-us/sharepointmigration/introducing-the-sharepoint-migration-tool
Also don't forget to check the remaining disk space on your C-drive. If needed, change the "SharePoint Migration Tool working folder" to another drive with sufficient space. Make sure that your working folder has a minimum of 150 GB of free space!
https://learn.microsoft.com/en-us/sharepointmigration/mm-settings
2. Licensing
To access SharePoint, users in your organization need to be assigned a license that includes SharePoint.
https://learn.microsoft.com/en-us/office365/servicedescriptions/sharepoint-online-service-descriptio...
3. Guests limitations
Because guests do not have a license in the organization, they are limited to basic collaboration tasks.
https://learn.microsoft.com/en-us/sharepoint/external-sharing-overview#what-happens-when-users-share
4. SharePoint backup
- SharePoint is a sync- and not a backup solution. SharePoint has a soft-delete feature (recycle bin), but backups have to be executed by third-party products such as Veeam Backup for Microsoft 365. Always check that the product can backup all components, such as SharePoint list.
- Transfer backups to a storage location outside of the Microsoft 365 ecosystem. For example, to an AWS S3 bucket (cf. the 3-2-1 backup rule).
5. File and folder limitations
- Although SharePoint can store 30 million documents per library, for optimum performance it is recommend syncing no more than 300,000 files across all document libraries. Performance issues can occur if you have 300,000 items or more across all libraries that you are syncing, even if you are not syncing all items within the libraries
- Special characters are not supported.
- Excel Online does not support Macros. Users will have to open the files in the Excel Desktop app.
- There is a MAX_PATH limit of 256 characters.
- Do not store *.DWG and other design data on SharePoint.
https://support.microsoft.com/en-gb/office/restrictions-and-limitations-in-onedrive-and-sharepoint-6...
Migration Manager agents can perform scans and looks for issues to correct before migrating your content: https://learn.microsoft.com/en-us/sharepointmigration/mm-get-started
6. Architecture
Consider creating multiple Teamsites and do not blindly migrate the existing Windows Server File Server folder structure. Also, permissions should be managed as much as possible at the Microsoft 365 group level.
7. Disable shortcuts to OneDrive
Set-SPOTenant -DisableAddShortCutsToOneDrive $True
https://learn.microsoft.com/en-us/powershell/module/sharepoint-online/set-spotenant?view=sharepoint-...
8. Enable audit logs in the compliance portal
https://learn.microsoft.com/en-us/microsoft-365/compliance/audit-log-search
9. Define the organization-level external sharing
- Select a more restrictive level such as "New and existing guests"
- Configure the "Guest access to a site or OneDrive will expire automatically after x many days"
https://learn.microsoft.com/en-us/sharepoint/turn-external-sharing-on-or-off
10. Collaboration
For collaboration (multiple people editing the same file): please always use the online apps (portal.office.com) or MS Teams.
I advise against using Microsoft 365 Desktop apps and the OneDrive Sync app because
- End-users will not always remediate local sync-issues immediately which will eventually turn out into a versioning- and backuphell. I know Microsoft provides the "OneDrive sync health dashboard" but not all customers will deploy this feature or keep track of the overal OneDrive health.
- Accidental (mass) deletion can't be prevented
11. Limiting the number of versions
Buying extra SharePoint storage is expensive! Limiting the number of versions is generally a good practice. It means you can conserve space on the server and reduce clutter for users. But, if your organization is required to save all versions for legal or other reasons, don’t apply any limits.
Please feel free to add your experiences to this discussion or ask questions!
