SharePoint On-Premises to Online Migration
In 2026, if you are still using SharePoint On-premises, then you are exposed to issues like material security, compliance, and operational risks. On top of that, Microsoft has announced that SharePoint 2016 and 2019 will reach its end-of-support on July 14, 2026. Therefore, the only option right now is to plan SharePoint On-Premises to Online migration. In this article, we will look at the process and how a certified SharePoint migration consultant like Evolvous can help you out.
The Process of Migrating Data from SharePoint On-Premises to Online
STAGE 1: Discovery & Technical Assessment
Objective: Since this is the first stage of the SharePoint Online migration process, the objective here is to build an inventory of all the data that needs to be migrated, along with the associated metadata, permissions, and folder structure.
Tasks:
Farm-Level Analysis
- Identify the SharePoint version, patch level, and last applied update.
- Document farm topology – WFE, App, Search, SQL.
- Validate the authentication methods.
Content Inventory & Structure Analysis
- List all the web applications, site collections and subsites in SharePoint on premises.
- Identify the content databases and size distribution.
- Find out orphaned sites and unused content (if any).
Scanning Customizations
- Detect all existing customizations and map integration with external systems.
- Analyze custom master pages and page layouts.
Reviewing Automated Workflows
- Identify all the existing SharePoint Designer workflows.
- Classify the workflows based on their importance.
- Security & Permissions Audit
- Extract unique and inherited permissions.
- Identify broken inheritance and excessive access.
- Review service accounts and privilege levels.
What We Deliver?
When working with us as your SharePoint migration consultant, you will get the following at this stage:
- Detailed inventory documentation
- Custom migration roadmap
- Permission reports
STAGE 2: Information Architecture & Security Design
Objective: Here, we will need to design a cloud-native architecture that does not replicate the on-premises architecture but enhance it, according to the capabilities of SP Online.
Tasks:
Information Architecture Redesign
- Map site collections to the hub-based architecture.
- Replace deep folder hierarchies with metadata structures.
- Define file naming protocols and site ownership rules.
Defining Identity & Access Models
- Define role-based access groups.
- Remove direct user permissions, wherever necessary.
Data Protection & Compliance Design
- Define retention and deletion policies.
- Design eDiscovery and audit readiness.
Device & Endpoint Considerations
- Set boundaries for conditional access.
- Reduce risks from unmanaged endpoints.
Discover Microsoft Intune for Endpoint Management
At Evolvous, we often integrate Microsoft Intune with SharePoint Online for better endpoint management, even in remote and BYOD settings.
What We Deliver?
- SharePoint architecture blueprint
- Security and governance framework
- Migration strategy
STAGE 3: Preparation & Pilot Migration
Objective: Now that we have an idea about what needs to be migrated, we will need to test the actual migration process.
Tasks:
Pilot Scope Selection
- We will choose sites with complex permissions, active workflows, and a high level of user dependency.
Choosing the Right Migration Method
- We will decide migration paths for the SharePoint lists and libraries, version history, metadata and permissions
- If required, we will determine the coexistence requirements.
Which Method Do We Use?
Depending on the specific case, we might choose to use any of the following methods:
- SharePoint Migration Tool: The relatively easy to use tool for simple migrations.
- OOTB tools: We might use third-party migration tools to combine both flexibility and controls.
- Custom PowerShell Scripts: This gives the highest level of customization and control and is suitable for large scale migrations.
Pre-migration Checks
- Remove unsupported customizations.
- Normalize permissions.
- Archive redundant content.
Validation & Testing
- Content integrity checks
- Verifying permissions
- Testing the migrated workflows
STAGE 4: Full-Scale SharePoint On-Premises to Online Migration
Objective: At this stage, we are confident of executing the actual migration. In most cases, since we will be moving a significant volume of data, we will be migrating in phases.
Tasks:
Phased Migration
- The data is prepared in batches, based on their importance.
Workflow & Process Modernization
- Replace the legacy workflows with scalable automation
- Rebuild features with modern tools in SharePoint Online.
Security Checks
- Post-migration access testing.
- Verifying audit logs
- Checking the capability of threat detection.
What We Deliver?
- Fully migrated and validated environment.
- Security and compliance sign-off.
STAGE 5: Adoption and Technical Support
Objective: You need strategies to ensure adoption and not just a successful cutover.
Tasks
- Role-based training programs to ensure adoption
- Ongoing technical support and troubleshooting
- Continuous monitoring and optimization.
Get a Detailed SharePoint Migration Roadmap
When you are planning SharePoint On-Premises to Online migration, you need to make sure that the process aligns with your specific processes and needs. Contact our team today and get a detailed roadmap for migration.
What Makes us the Ideal SharePoint Migration Partner?
Here are some of the biggest reasons why need professional SharePoint migration support from Evolvous:
- Experience: We have executed multi-terabyte, complex SharePoint migrations from on-premises versions as well as other third-party platforms like Dropbox, Confluence, iManage, and others.
- Expertise: Evolvous is a certified Microsoft Solutions partner with a deep understanding of SharePoint architecture, identity, security, and compliance.
- Authoritativeness: Our migration strategies are in accordance with Microsoft’s reference architecture and enterprise security models.
- Trustworthiness: To ensure reliability, we focus on validation, rollback ability, and auditability at every stage.
Explore our SharePoint Migration Success Stories
Find out how we have organizations from diverse sectors to migrate data to SharePoint Online, from different platforms.
Frequently Asked Questions
- What is the timeline for SharePoint On-Premises to Online migration?
The time it takes to migrate data from SP on-premises depends on the complexity of the environment, along with the volume of data. We will carefully assess your current infrastructure to give a clear and accurate timeline.
- Will this disrupt our day-to-day operations?
No. If you are working with us, we will take every step to minimize disruptions. We will maintain both the environments during migration, and the data will be migrated in phases. Depending on your usage, we can execute the process outside the peak usage windows.
- Can you give me a cost estimate?
Of course. Get in touch with our dedicated team for SharePoint migration and we will prepare a detailed cost estimate for your project.
Ensure Data Safety and Efficiency with SharePoint On-Premise to SP Online Migration
Reach out to our expert team for SharePoint migration and get the complete support you need to migrate your data to a modern platform, in a safe and efficient way.
