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Microsoft Teams Migration Checklist to Ensure Safe Data Transition

Published By Raj Kumar
Anuraag Singh
Approved By Anuraag Singh
Published On October 19th, 2023
Reading Time 6 Minutes Reading

Every successful data migration project needs proper planning & roadmap and Teams migration is no exception. Refer to this complete guide that describes the entire Microsoft Teams migration checklist and orderly execute the migration process.

Being a collaborative platform, Microsoft Teams fulfills the ability to share documents and allows to communicate with the team members in real time. Thus, gives an extra edge to the organizations and also helps in shaping the way of working.

However, when a company decides to merge with or acquire another company, restructure the existing Teams, or simply want to upgrade the subscription plan, migrating Teams content becomes a critical step for the organization.

Frankly speaking, migrating Teams from one tenant to another, can be challenging if not carried out properly. So, it’s better to have a strategy ready for the whole process beforehand.

Let’s know the elements that your checklist should include to deliver an effective migration.

4 Crucial Stages of Teams Migration Checklist That You Should Consider

A big project like Teams migration can be tricky, so to make it simpler it’s better to break it into small stages. As a result, it is going to be easy to manage, organize, and keep an eye on small details. Let’s divide the whole process into four phases- Planning, Maintaining the Pre-migration checklist, Identifying the right approach, and Execution.

Stage 1 -Planning That Systematizes The Entire Team Migration Process

Behind every successful mission, there’s 90% planning and 10% execution. Almost half of your task will be done if you have a proper plan.

So, the 1st stage of Teams migration is planning. Gather your IT personnel, conduct meetings, and draw the blueprint for the Teams migration project. Take one step at a time and make decisions based on various factors.

a) Determine whether you want to migrate Teams data in one shot or in batches:

Analyze the scope of migration, and risks involved in the migration, and decide according to that. For instance, you can choose a single-event migration. Through this, you will be able to migrate data quickly and reduce the time taken for the migration.

On the other hand, you can gradually migrate Teams data. In this case, it’s going to take more time to complete the task. So, make up your mind according to the need of your organization.

b) Figure out how, when, and where you want to move your data:

Inform the staff about the migration, and have clear communication on how the migration is going to impact their work. In addition, set a date for the migration and decide the destination of the data to be migrated.

Stage 2 – Maintaining Pre-migration Checklist for Executing Teams Migration Without Any Data Loss

The pre-migration checklist includes the following points.

a) Put together the existing Microsoft Teams data so you know what you’re handling:

To start off the newly migrated Teams environment on the right foot, it’s always better to first know the current environment and identify the existing content. Whether there are duplicate Teams data that are not up-to-date or no longer required, channels, Teams that can be archived or deleted, etc. Make sure you recognize these.

b) Clear up your environment:

Once you know what data you are dealing with, it’s time to get rid of the content that is invalid or is of no use. In this way, you will save both storage space and time during the migration.

c) Make a list of tasks to be done based on priority:

Prepare a checklist of the accounts that you need to migrate first, map them with the destination, and move them accordingly. Secondly, update the Active Directory and match the UPN of both the source and destination environment.

[Note: Make sure you stick to your prepared list throughout the process to execute an error-free process.]

d) Set a limit on the Teams usage during the migration:

While Teams migration is going on, each aspect such as users, channel permissions, group names, etc needs to be taken care of. But, Teams usage during the migration may result in data alteration.

Moreover, migration of custom settings and permissions requires a non-altered environment. Hence, it’s better to prevent users from using or updating Teams during the migration process.

Above all, ensuring Teams usage is put on hold during the migration is a critical part of the pre-migration checklist because it would buy some free time for the migrator to carry out the process without any technical glitches.

e) Allocate Enough Time for The Migration:

Big projects like Teams migration need sufficient time to complete. Since many users use Teams continuously, syncing the data might take a long time.

Also, when it comes to migrating Teams’ data of large size (in TBs), it only makes sense that it’s gonna take an ample amount of time. So, as per your project size, it’s better to prepare yourself for a long-hour migration process and include it on your pre-migration checklist.

f) Verify Your Existing Environment:

It’s important to be aware of your environment and ensure it meets the prerequisites including the dependencies between Microsoft services and Teams.

Stage 3 – Identifying The Right Approach to Executing Teams Migration Could Save The Day

To make the migration process a success, determining the right approach for Teams migration is equally important as planning. Now, the question arises, how can you decide which method is the right one? Let’s see!

First of all, for your information, the API limitations, storage allocation in Teams, etc, make the migration process challenging. Thus, doing it manually could be an exhausting task.

So, to bring the Teams migration into action, it is advisable to take the help of professional software like SysTools Microsoft Teams Migration Tool. Besides, utilizing an automated tool will only lessen the burden and you can also migrate multiple Teams in one go.

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Stage 4 – Executing Microsoft Teams Data Migration Plan

Now, it’s time to execute the process. With your plans and the pre-migration checklist to guide you, ensure that all the permissions are applied to allow for successful data migration. After confirming that your Teams environment is ready, you can start migrating Teams data to its desired destination using the automated method.

[Note: While executing the process, monitor whether the channels, groups, teams, etc are successfully being migrated to the destination or not. And, if any issue arises then simultaneously try to resolve the same.]

Also Read: Office 365 Backup Best Practices– Complete Guide to Follow in 2023

Final Words

Who wouldn’t desire to accomplish a seamless Microsoft Teams migration without any technical pitfalls? Every one of us! Yet, not everyone possesses the know-how of a well-defined approach to achieving this. Hence, we’ve crafted this comprehensive guide elucidating the checklist for data migration in Teams. This guide aims to provide users with a holistic understanding and a step-by-step Teams migration checklist and plan to carry out a productive migration.

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