Migrate File Server to SharePoint Online – Top 3 Methods

Ready to migrate file server to SharePoint Online but unsure which method to use? Don’t worry! I’m here to guide you through the complete file server to SharePoint Online migration in minutes. As a SharePoint migration expert, I will explain to you multiple proven solutions so you can choose the best one for your needs. Without further ado, let’s start! 

Table of Contents

• Pre-Migration Checklist
• How to Move File Server to SharePoint Online
  • Method 1. Microsoft Migration Manager
  • Method 2. OneDrive Sync
  • Method 3. PowerShell + PnP PowerShell or Scripts
• Post-Migration Steps
• SharePoint vs File Server: A Quick Comparison
• Author’s Verdict
• People Also Ask

Pre-Migration Checklist

This migration becomes complicated if you don’t follow the steps correctly. Therefore, let’s follow this SharePoint Online migration checklist to get the expected results from this transition: 

• Folder paths are under 400 characters
• No special characters in file/folder names
• Duplicate or redundant content is removed
• File size is under 250 GB
• Backup SharePoint 365 to local storage

How to Migrate File Server to SharePoint Online – Step by Step

As per our experience and expertise, we’ve successfully guided over 50 enterprises through their file server to SharePoint Online migration using three practical methods. Each completed the transition without disruption. Here’s the proof:

In the following sections, we will explore all three proven solutions step-by-step, i.e.

Method 1. Microsoft Migration Manager

Microsoft’s Migration Manager allows you to migrate file shares into SharePoint Online using lightweight agents and centralized management. Here’s how:

• Open Microsoft 365 Admin Center > Migration Manager.
• Download & install the agent on the file server.
• Add file share locations to the migration dashboard.
• Map destinations to SharePoint sites/libraries.
• Run a pre-scan to address errors.
• Execute migration.

See, this is the most straightforward and cost-effective solution. Still, we have two more solution let’s take a look on them!

Method 2. Migrate File Server to SharePoint Online Via OneDrive Sync

According to Microsoft’s OneDrive sync guide, you can sync SharePoint libraries with your local file system for easy drag-and-drop migration. This is not the direct solution, but it still works for many of the companies, so go through the steps given below:

Steps:

• Sync the target SharePoint document library with the OneDrive client.
• Copy/paste files from the local file server location to the synced folder.
• Allow sync to complete.
• Remove old file server content after validation. This step is necessary.

These instructions are so easy to follow. Additionally, this technique is free, so give it a chance. If it doesn’t deliver the results you’re looking for, then don’t worry, you have two more options to opt for. 

Method 3. File Server to SharePoint Online Migration Using PowerShell + PnP PowerShell or Scripts

First thing is, most of the users don’t even know what PowerShell is. We recommend that those users don’t try this method, as there is a chance of data loss during the migration. Don’t worry, if you’re not comfortable with scripting, then you can opt for any of above mentioned method to migrate file server to SharePoint Online. They’re beginner-friendly and just as effective. 

For technical users, this approach is best among all of them, as it offers automation.

Prerequisites:

• Required SharePoint Online Permissions
• File server full access
• Destination SharePoint Document Library URL
• PowerShell 7+ (recommended)
• PnP PowerShell module installed or update SharePoint Online management shell

Run the commands given below to proceed with the file server to SharePoint Online migration:

Install-Module PnP.PowerShell -Scope CurrentUser
Import-Module PnP.PowerShell
Connect-PnPOnline -Url "https://macktenant.sharepoint.com/sites/macksite" -Interactive
# Local file server folder
$sourcePath = "C:\CompanyFiles"  
# SharePoint library name
$targetLibrary = "Shared Documents"  
Get-ChildItem -Path $sourcePath -Recurse | ForEach-Object {
    if (-not $_.PSIsContainer) {
        $filePath = $_.FullName
        $relativePath = $filePath.Substring($sourcePath.Length + 1)
        $folderPath = Split-Path $relativePath -Parent
        $destinationFolder = "/$targetLibrary/$folderPath"
        # Ensure the folder exists
        Ensure-PnPFolder -SiteRelativePath $destinationFolder
        # Upload the file
        Add-PnPFile -Path $filePath -Folder $destinationFolder
    }
}
Get-PnPFolderItem -FolderSiteRelativeUrl "Shared Documents"

Now, we have three practical solutions to migrate file server to SharePoint Online efficiently. But this procedure will not end until you validate the post-migration steps described in the next section. 

Post-Migration Steps

After migration, validate:

• All content, permissions, and folder structures
• Test file access, sharing, and versioning
• Train users on using SharePoint Online
• Set Retention Policy in SharePoint Online, DLP, and backups

Real-World Example: Manufacturing Firm Migration

A mid-sized manufacturing firm moved 2 TB of data from a legacy Windows Server to SharePoint Online. Using my guide, they performed staged migrations. They reduced data volume by 30% through pre-migration cleanup and successfully migrated their data within a week.

SharePoint vs File Server: A Quick Comparison

Here’s a clear comparison table outlining the key differences between SharePoint Online and a traditional File Server:

Feature	SharePoint Online	File Server
Storage Location	Cloud-based	On-premises physical server
Accessibility	Accessible from anywhere with internet	Accessible only within a local network
Collaboration	Real-time co-authoring, version control & workflows	Basic file sharing, no real-time collaboration
Security	Built-in Microsoft security, encryption	Depending on the on-prem security setup
Backup & Disaster Recovery	Automatic cloud backups	Manual backups
Cost Model	Subscription-based (OPEX)	Capital expenditure (CAPEX) for hardware and licenses

As noted in Microsoft’s SharePoint introduction, the SharePoint platform supports version control and anywhere access features that file servers lack.

Author’s Verdict

Migrating a file server to SharePoint Online is an essential task, as every organization needs the best collaborative environment. In this guide, we explored three tried and tested solutions to migrate file server to SharePoint Online in a few clicks. We assure you that you will get the desired results by following the pre- and post-migration checklists. 

Look no further, leverage SharePoint Online today by performing a file server to SharePoint Online migration!