SharePoint Online Tenant to Tenant Migration — A Transition Guide

SharePoint Online is a digital space where businesses store and work on documents together. Sometimes, these businesses need to move their data from one SharePoint to another, maybe because they’re changing how they organize or because they’re joining another company. This moving process is called migration. But it’s not always easy. In this article, we’ll talk about how to proceed with SharePoint Online Tenant to Tenant migration.

Reasons: SharePoint Online Migration from One Tenant to Another

There are several reasons for initiating the migration, and to know more let’s read the below points:

1. Mergers, acquisitions, or divestitures drive SharePoint migration.
2. Consolidate tenants for volume licensing or reduced administrative overhead.
3. Ensure data meets specific compliance standards or regulations.
4. Scale operations align structure by migrating SharePoint to a new tenant.
5. Utilize better features, tools, and integration capabilities.
6. Migrate to enhance security, compliance controls, and data protection.
7. Compliance with local data residency requirements by relocation.
8. Upgrade to newer SharePoint versions, leveraging advanced features.
9. Improve performance, scalability, and reliability through migration.
10. Streamline management by migrating to cloud-based Office 365 tenant.

Also read: SharePoint On-Premise vs SharePoint Online

Prerequisites to Proceed with SharePoint Online Tenant to Tenant Migration

• Define scope, objectives, and migration schedule with stakeholders.
• Verify adequate permissions, and map access settings between source and target.
• Ensure proper network connectivity for data transfer between environments.
• Verify target tenant settings, user accounts, licenses, and SharePoint configurations.
• Ensure compatibility of site collection settings, customizations, and features.
• Assess data types, sizes, and metadata to be migrated thoroughly.
• Archive or delete outdated, unnecessary data in the source environment.
• Conduct a validation test to identify and resolve issues.
• Implement procedures to ensure data integrity and minimize risks.
• Provide user training and support for new environment usage.
• Verify successful migration, functionality, and data integrity post-migration.

SharePoint Online Tenant to Tenant migration pre-migration steps: In simpler points:

Step 1. Connect to where the information is.

Step 2. Make sure both places trust each other.

Step 3. Double-check that they trust each other.

Step 4. Set up the people and teams beforehand.

Step 5. Get ready to match everyone’s identity.

Step 6. Start moving information between the places.

Step 7. Finish up any remaining tasks after moving everything.

Manual Solution for the SharePoint Online Migration from One Tenant to Another

Step 1. Export site collection from source tenant:

Export-SPOSite -Identity https://source-tenant.sharepoint.com/sites/site-name -Path C:\Backup\site-name.bak -NoFileCompression

Step 2. Import site collection to target tenant to execute the SharePoint Online Tenant to Tenant migration:

Import-SPOSite -Identity https://target-tenant.sharepoint.com/sites/site-name -Path C:\Backup\site-name.bak

Step 3. List and Library Migration (If Needed):

Manually migrate lists and libraries not included in the site collection backup: Download content from source and upload to the new SharePoint Online site.

Step 4. Reconfigure Settings and Customizations:

• Adjust site settings, navigation, and regional settings as needed.
• Redeploy custom scripts, workflows, and branding if applicable.

Step 5. User Permissions and Access:

Reassign user permissions and access groups in the new tenant according to the documented permissions from the old tenant.

Quick Solution to Perform SharePoint Online Tenant to Tenant Migration

Want to execute the SharePoint Online migration from one tenant to another task hassle-free, in quick steps? Here is the solution i.e. SharePoint Migration Tool. With this, one can easily move entire site data from one platform to another simultaneously. Plus, throughout the transition, it maintains the integrity of the data.

Here are the salient functionalities, offered by this solution:

1. Transfer document libraries across SharePoint sites.
2. Effortlessly migrate document sets and folder structures.
3. Selective migration using date-based filters for precision.
4. Accurately map permissions between source and destination users.
5. Delta migration feature transfers only new data for efficiency.
6. Copy files with Metadata Tags in SharePoint effortlessly.

Working Guidelines to Execute SharePoint Online Tenant to Tenant Migration

Step 1. Install and run the utility, and select the source(Office 365) and destination(Office 365) platform.

Step 2. In the workload selection, click on the “Sites” option.

Step 2. Optionally: Select the date filter option to choose the desired data to be transferred.

Step 3. Insert the Admin Credentials for Source and destination platforms. Click on “Validate.”

Step 4. For mapping users, three options are available i.e.

• Fetch Users
• Import Users
• Download Template

Step 5. For mapping sites, one can use these options:

• Fetch Sites
• Import Sites
• Download Template

Step 6. Lastly, to execute the procedure, hit on “Start Migration.”

Post-Migration Tasks

After completing the SharePoint Online Tenant to Tenant migration, focus on post-migration tasks to finalize the transition:

1. User Training and Support: Provide training sessions or documentation to help users familiarize themselves with the new SharePoint environment. Address any questions or issues promptly to minimize disruption.
2. Reconfiguration and Optimization: Review and optimize SharePoint configurations in the new tenant, considering performance, security, and compliance requirements. Adjust settings, permissions, and customizations as needed.
3. Monitoring and Maintenance: Establish monitoring mechanisms to track SharePoint usage, performance metrics, and user feedback post-migration. Implement regular maintenance routines to ensure ongoing stability and performance.
4. Documentation and Knowledge Transfer: Document the new SharePoint environment thoroughly, including updated user guides, administrative procedures, and configuration details. Facilitate knowledge transfer to IT administrators and support teams.

Considerations for SharePoint Online Tenant to Tenant Migration

1. Metadata Preservation

During SharePoint migrations, preserving metadata — such as document properties, tags, and custom fields — is crucial for maintaining data integrity and usability. However, SharePoint Online does not provide native support for preserving all metadata during migration. To overcome this challenge, consider using a specified migration tool that specializes in metadata preservation or develop custom scripts tailored to your metadata schema.

2. Retaining Workflows and Customizations

Many organizations heavily rely on custom workflows and solutions within SharePoint to automate business processes. Migrating these workflows intact to a new tenant requires careful planning and often involves reconfiguring or rebuilding workflows using SharePoint Designer or Power Automate (formerly Microsoft Flow). Evaluate each workflow’s complexity and dependencies early in the planning phase to allocate sufficient time and resources for migration.

3. SharePoint Online Tenant to Tenant Migration Permissions Mapping

Mapping permissions between tenants can be intricate, especially if both tenants have different user identities or organizational structures. SharePoint Online permissions are tied to Azure Active Directory (AAD) accounts, making it essential to synchronize or map identities correctly during migration. Consider leveraging identity mapping tools or scripts to ensure that users retain appropriate access levels without disruption.

4. Managing External Sharing and Guest Access

External sharing settings in SharePoint Online control how users outside the organization access shared content. When migrating between tenants, review and replicate external sharing configurations to ensure seamless collaboration with external partners, vendors, or clients. Coordinate with stakeholders to communicate any changes in sharing policies or procedures post-migration.

5. Compliance and Governance Requirements

Organizations must comply with various regulatory requirements and internal governance policies when migrating SharePoint content. Ensure that data protection measures, retention policies, and compliance controls are consistently applied across both the source and destination tenants. Conduct a thorough audit of content permissions, access logs, and compliance reports to validate adherence to regulatory standards post-migration.

6. Hybrid Environments and Coexistence Strategies for SharePoint Online Tenant to Tenant Migration

In complex organizational structures or during mergers and acquisitions, maintaining hybrid SharePoint environments or coexistence strategies may be necessary during the migration process. Plan for phased migrations or hybrid configurations that allow for interoperability between old and new tenants, ensuring minimal disruption to ongoing operations and user productivity.

7. Performance Optimization and Scalability

Optimizing SharePoint performance in the new tenant involves reviewing and adjusting configurations such as content databases, site collections, and search settings. Consider implementing performance monitoring tools and conducting load testing to identify potential bottlenecks or scalability issues early in the migration process. Fine-tune SharePoint Online settings based on user feedback and usage patterns to optimize performance and enhance user experience post-migration.

8. Training and User Adoption

Successful migration also hinges on effective training and user adoption strategies. Develop comprehensive training materials, conduct user workshops, and provide ongoing support to help users acclimate to the new SharePoint environment. Empower users with knowledge of new features, navigation changes, and collaboration tools available in the updated tenant to maximize productivity and engagement.

Bring it All Together!

Moving SharePoint Online from one account to another can be tricky but doable with careful planning. Using tools provided by Microsoft or other reputable companies will help you to perform SharePoint Online Tenant to Tenant migration with minimal disruption. It’s important to consider things like user permissions and settings to make sure everything works right after the move. Doing a SharePoint Online migration from one tenant to another can open up new ways for people to work together and get things done!