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Hosted SharePoint Server to SharePoint Online Migration
Discover the top reasons to migrate from on-premises SharePoint to SharePoint Online, and how to do it efficiently using tools like Shoviv SharePoint Migrator.
Last edited 64 days ago by Pradeep Katiyar.
Nowadays, businesses of all shapes and sizes are quickly moving from an on-premises setup to the cloud. An example of this is transitioning from a hosted SharePoint Server to SharePoint Online. This transition is not only a buzzword, but a digital transformation initiative that helps businesses remain flexible, collaborative, and secure.
Introduction to SharePoint Migration
Microsoft SharePoint has been a cornerstone for document management, collaboration, and intranet services in enterprises for years. Initially hosted on-premises, SharePoint Server offered full control but demanded significant maintenance, hardware, and cost overheads.
With the evolution of Microsoft 365 and cloud-first strategies, SharePoint Online emerged as a robust alternative, offering scalability, enhanced collaboration, and reduced administrative effort. This article guides you through everything you need to know for a seamless SharePoint migration—and why it matters now more than ever.
Why Organizations Are Moving to SharePoint Online
The push to migrate stems from a combination of strategic, operational, and financial reasons:
Key Differences: Hosted SharePoint vs SharePoint Online
Feature
SharePoint Server (On-Premises)
SharePoint Online (Cloud-Based)
Deployment & Hosting
Hosted and managed by the organization on its own servers.
Hosted and managed by Microsoft in the cloud.
Cost Structure
High upfront cost for server hardware and software licensing (Capital Expenditure - CapEx). Ongoing costs for maintenance, support, and IT staff.
Subscription-based model with predictable monthly or annual fees per user (Operating Expenditure - OpEx).
Maintenance & Updates
The organization's IT team is responsible for all maintenance, patches, and version upgrades.
Microsoft automatically handles all maintenance, security patches, and feature updates.
Security & Compliance
The organization has full control over security configurations and is responsible for meeting compliance standards.
Microsoft provides robust security measures and compliance certifications, but the organization has less direct control over the underlying infrastructure.
Scalability
Scaling requires purchasing and provisioning additional server hardware, which can be a slow and expensive process.
Easily scalable by adjusting the subscription plan to add or remove users and storage as needed.
Customization & Control
Offers deep customization capabilities, allowing for significant changes to the platform's functionality and appearance. Provides complete control over the server environment.
Customization options are more limited compared to the server version to ensure platform stability and security.
Integration
Integration with other systems can be more complex and may require custom development.
Seamlessly integrates with other Microsoft 365 applications like Teams, OneDrive, and Outlook, as well as various third-party services.
Accessibility
Typically accessed within the corporate network, with remote access requiring a VPN or other secure connection.
Accessible from anywhere with an internet connection, facilitating remote work and collaboration.
Feature Availability
New features are released with major version upgrades, which can be infrequent.
Receives the latest features and updates from Microsoft on a regular basis.
IT Resource Requirement
Requires a dedicated IT team with expertise in SharePoint administration, server management, and database administration.
Requires less direct IT involvement for server management, freeing up IT resources for other strategic initiatives.
There are no rows in this table
Accessibility & Remote Work
With SharePoint Online, employees can collaborate from anywhere with just an internet connection. No VPN, no additional setup.
Maintenance & Updates
Microsoft manages updates and patches in SharePoint Online, reducing your IT team's workload and ensuring up-to-date security compliance.
Challenges in Migrating from Hosted SharePoint
While the benefits are clear, migration has its hurdles:
This is where a third-party tool like Shoviv SharePoint Migrator can make all the difference.
Benefits of Migrating to SharePoint Online
Pre-Migration Checklist
Before you begin migrating, consider these must-do tasks:
Step-by-Step Guide to SharePoint Online Migration
Step 1: Planning and Assessment
Define your objectives. Are you migrating everything or just specific sites?
Step 2: Inventory and Audit
Use tools like SharePoint Health Analyzer to understand current configurations.
Step 3: Mapping and Permissions
Plan URL mappings and ensure permissions are retained post-migration.
Step 4: Actual Migration Process
Choose either manual migration, PowerShell scripts, or third-party tools.
Step 5: Validation and Testing
Run test migrations. Validate data integrity, permissions, and workflows.
Why Use a Third-Party Tool for SharePoint Migration?
Manual migration can be tedious, error-prone, and time-consuming. Third-party tools offer:
Shoviv SharePoint Migrator – Your Go-To Solution
Key Features of Shoviv SharePoint Migrator
How Shoviv Simplifies the Migration Process
With its intuitive UI and robust back-end, Shoviv:
Best Practices for SharePoint Online Migration
Common Pitfalls to Avoid During Migration
FAQs About SharePoint Online Migration
1. Is SharePoint Online more secure than hosted SharePoint?
Yes, Microsoft uses enterprise-grade security and compliance in SharePoint Online, including encryption, DLP, and identity protection.
2. Can I retain metadata during migration?
Absolutely. Tools like Shoviv SharePoint Migrator ensure metadata retention during the migration process.
3. What is the downtime during migration?
Minimal to none if you plan properly and use third-party tools that support incremental migration.
4. Do I need coding skills to migrate with Shoviv?
No. Shoviv offers an intuitive GUI that requires no coding knowledge.
5. How long does a typical migration take?
It depends on the size and complexity. However, Shoviv speeds up the process significantly compared to manual methods.
6. What happens to my custom workflows?
They may need to be rebuilt in Power Automate, especially if you are using legacy SharePoint Designer workflows.
Conclusion: Embrace the Future with SharePoint Online
is a strategic investment in your organization’s future. It enhances scalability, collaboration, security, and compliance. With Shoviv SharePoint Migrator, you can execute the transition smoothly, efficiently, and without data loss.
Don’t let outdated infrastructure hold you back. Start planning your migration today and unlock the full potential of Microsoft 365 with SharePoint Online.
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