Tenant Migration

Best Storage Options for Legacy Data After SharePoint Tenant Migration

Chanuka Geekiyanage Sep 28, 2026 868 views

Question details

Users need secure and affordable ways to retain, back up, and access remaining files and folders from their original environment after a SharePoint tenant migration.

Best Storage Options After Migrating SharePoint to Another Tenant

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Post-migration data retention and backup
Observed behavior: Files and folders remain in the original SharePoint environment and need to be safely stored before the tenant is decommissioned.

Before you start

Before moving or archiving your remaining data, ensure you have reviewed your organization's retention policies, compliance requirements, and file permissions.

Solution 1Recommended

Manually Download Files and Export Lists to Excel

Ideal for small amounts of critical data, allowing you to secure files locally and save SharePoint lists as Excel spreadsheets.

If you only have a few document libraries or lists left in the original tenant, you can manually extract them without needing complex migration tools. Document libraries can be downloaded as ZIP files, and list data can be exported natively.

Download Document Libraries

Navigate to your original SharePoint document library, select the essential files or folders, and click the 'Download' button in the top command bar to save them to your local drive or an alternative secure cloud storage.

Export Lists to Excel

Open the SharePoint list you want to retain, click on the 'Export' option in the command bar, and select 'Export to Excel' to save the list data as a .iqy or .xlsx file.

File Format and Permissions: Downloading files locally will remove their original SharePoint permissions. Ensure your local storage destination is properly secured.

Solution 2

Use PowerShell or Dedicated Migration Tools for Complete Backups

Best for large-scale retention or full site backups when manual downloading is impractical.

Free Microsoft Office alternative

Manage Exported SharePoint Files with WPS Office

After exporting your legacy SharePoint lists to Excel or downloading Word documents locally, use WPS Office as a free, lightweight, and highly compatible alternative to manage, edit, and organize your files without a Microsoft 365 subscription.

Fully compatible with Microsoft Excel (.xlsx) formats exported from SharePoint listsOpen, edit, and save downloaded Word, Excel, and PowerPoint files nativelyLightweight software that loads large offline document archives quicklyFamiliar user interface makes transitioning from Microsoft Office seamless

microsoft office alternative - wps office

Frequently Asked Questions

Can I keep my old SharePoint tenant active just for storage?

Yes, but it requires maintaining active Microsoft 365 licenses for that tenant, which can be expensive. It is usually more cost-effective to migrate necessary data to your new tenant or download it to secure local storage before decommissioning the old one.

How do I open the .iqy file exported from a SharePoint list?

An .iqy file is a web query file. You can open it using Excel or compatible spreadsheet software like WPS Spreadsheet. Upon opening, you may need to authenticate with your SharePoint credentials to allow the software to pull the list data into the spreadsheet.

Are file versions preserved when I download SharePoint files locally?

No, using the native 'Download' button in SharePoint only downloads the most current version of the file. To preserve file version history, you must use a dedicated migration tool or specific PowerShell scripts.

What should I do if a downloaded SharePoint file name is too long?

Windows has a file path character limit (often 260 characters). If you encounter errors during extraction or downloading, try saving the files to a root directory (e.g., C:\Backup) or shorten the file and folder names in SharePoint before downloading.

Migration & Recovery