How to Inventory Files and Folders Before SharePoint Migration
Question details
Administrators need to generate a CSV inventory of file and folder paths, sizes, and item counts prior to executing a SharePoint Online migration.
- Product
- Microsoft 365
- Device & OS
- not provided
- Scenario
- Planning and discovering file shares to migrate them efficiently to SharePoint Online.
- Observed behavior
- Requires an accurate list and size metrics of all files and folders to facilitate a smooth migration process without hitting storage or path limits.
Ensure you have global administrator or SharePoint administrator privileges in your Microsoft 365 tenant before attempting to run migration discovery tools.
Request and Use Migration Discovery Preview in Microsoft 365 Admin Center
Microsoft offers native migration discovery previews to help administrators generate the necessary file and folder CSV inventory directly from the admin center.
By utilizing the built-in Microsoft 365 migration features, administrators can seamlessly scan their current file shares and export a comprehensive CSV report. Since some of these features are currently in preview, you must request access for your tenant.
Open your web browser and navigate to the official Microsoft migration discovery request form at https://aka.ms/MigrationDiscoveryPreview.
Fill out the required details on the form, including your tenant ID and administrator contact information, to request access to the preview feature.
Once your request is approved, log in to the Microsoft 365 admin center, navigate to the Migration section, and run the discovery tool to generate your CSV file containing paths, sizes, and item counts.
Seek Third-Party Inventory Tools via Microsoft Q&A
If the native preview features do not meet your specific requirements, you can find proven third-party CSV inventory tools recommended by the SharePoint community.
Manage Your Migration CSV Inventories with WPS Office
While planning your SharePoint migration, you will need to open, filter, and analyze large CSV inventory files. WPS Office provides a lightweight, highly compatible spreadsheet editor that makes reviewing massive data files fast and seamless without requiring an expensive subscription.
- 1. Download WPS Office: Visit the official WPS website to download and install WPS Office Free on your administrative workstation.
- 2. Open WPS Spreadsheets: Launch the application and select the Spreadsheets module.
- 3. Analyze Your Migration CSV: Drag and drop the migration CSV file generated from the Microsoft 365 admin center to instantly view, filter, and analyze your file share inventory.
Frequently Asked Questions
Why do I need a CSV inventory before a SharePoint migration?
A CSV inventory provides critical metrics like file sizes, item counts, and file paths. This helps administrators identify potential storage limits, spot invalid characters in file names, and plan the overall migration timeline effectively.
Is the Microsoft 365 Migration Discovery feature generally available?
Currently, some advanced migration discovery features are in preview. Tenant administrators must request access by filling out the official form at https://aka.ms/MigrationDiscoveryPreview before it appears in their admin center.
Can I use third-party tools for SharePoint migration inventory?
Yes, there are many third-party tools available that can deeply analyze file shares and output CSV reports. You can consult the Microsoft Q&A SharePoint migration community to find a tool that fits your specific needs.
What data should the migration inventory CSV contain?
At a minimum, your inventory should include the full source file path, file or folder size, total item count within folders, last modified dates, and ownership details to ensure a comprehensive migration map.
