From file server to SharePoint and Teams: a migration with a plan and training
A planning firm moves decades of project folders from its file server into a Teams and SharePoint structure. The team works in it from anywhere.
- Client
- Planning firm
- Industry
- Urban planning, Hamburg
- Period
- 2022 to 2025
Starting point
Project files sat on a local file server with a folder structure that had grown over decades. Email lived partly on a local server and partly at a web host. The team wanted to work in Microsoft Teams from anywhere, without losing the structure it knew and without anything going missing in the move.
Solution
A workshop with the management produced the target structure: which projects belong to which team, what becomes a channel and what becomes a library. I put that decision before the migration because SharePoint organises files differently from a file server. Instead of deep folder trees, it uses several libraries with few subfolders. I reconciled the migration scan against the project list. Then 219 migration jobs ran in waves, and I checked each pass and reworked special cases. A half-day Teams training brought everyone on board. Finally the mailboxes moved to Exchange Online and the email archive into a system of its own.
Outcome
Project files now live in a Teams and SharePoint structure that is easy to follow. Email runs entirely in Exchange Online, and the archive is preserved. The team works from anywhere on the same data.
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