From File Shares to SharePoint: Migrating the Right Way

If your business still relies on traditional file shares—network drives or mapped folders—you’re not alone. But as teams become more mobile, collaborative, and security-conscious, storing files on a local server or drive can feel like trying to keep up with a race in a go-kart.

That’s where SharePoint Online, part of Microsoft 365, comes in. It’s cloud-based, secure, and built for collaboration. But migrating from file shares to SharePoint isn’t just about dragging and dropping folders into the cloud—it takes planning, structure, and a little strategy.

Here’s how to do it the right way.

Why Move to SharePoint?

Before we dive into the "how," let’s talk about the "why":

• ✅ Access Anywhere – Work from any device, anywhere in the world.

• ✅ Real-Time Collaboration – Multiple people can edit the same document simultaneously.

• ✅ Version Control – Easily track document history and restore previous versions.

• ✅ Security & Compliance – Granular permissions and Microsoft 365 compliance options.

• ✅ Reduced Server Costs – Fewer on-premises servers and backups to maintain.

Common Challenges When Migrating from File Shares

Businesses often run into these issues during a migration:

• ❌ Disorganised folder structures

• ❌ Overlapping permissions or broken access

• ❌ Missing metadata (which makes files harder to search)

• ❌ Fear of change or lack of training for end users

Let’s fix that.

Step-by-Step: The Right Way to Migrate

1. Audit Your Current File Shares

Start by understanding what you have:

• What files are being used?

• What’s outdated or duplicated?

• Who has access to what?

Use this to determine what actually needs to be migrated.

2. Plan Your SharePoint Structure

SharePoint is organised by sites, libraries, and folders. Resist the temptation to mirror your current file shares exactly.

Instead:

• Group files by function, department, or project

• Use metadata tags instead of deep folder trees

• Plan permissions carefully (e.g., HR files vs. shared company files)

3. Clean Before You Move

Remove:

• Obsolete documents

• Duplicates

• Empty folders. This is your digital spring-cleaning moment.

4. Test the Migration

Set up a pilot group. Migrate one department’s files first, and get their feedback. Use this to fix pain points before rolling out to the whole company.

5. Train Your Team

Change is hard without context. Make sure your team understands:

• How to find files in SharePoint

• What changed (and why)

• Basic search, versioning, and collaboration features

6. Monitor, Adjust & Improve

After the full migration, keep an eye on how SharePoint is being used:

• Are people storing files correctly?

• Do permissions need tweaking?

• Are departments making the most of document collaboration?

Bonus: Use OneDrive and Teams Alongside SharePoint

• OneDrive is for personal or draft files.

• Teams integrates SharePoint libraries into your everyday chat and meetings. Together, these tools create a seamless digital workplace.

Need Help With Your Migration?

Migrating to SharePoint is a great move—but only if it’s done right. If you're unsure where to start, or need help auditing, planning, and training your team, we’re here to help.

Let’s make your SharePoint migration simple, secure, and successful. Reach out to us for a no-pressure consultation.