How to Migrate SharePoint Files to Another Cloud Service
Question details
Organizations need to understand the complexity and necessary steps for moving files from SharePoint Online to other cloud storage platforms.
- Product
- SharePoint Online
- Device & OS
- not provided
- Scenario
- Migrating organizational data from SharePoint Online to alternative cloud services like Google Drive or Zoho WorkDrive while retaining data integrity.
- Observed behavior
- The migration process requires careful evaluation of file volume, permissions, metadata, sharing links, version history, and workflow dependencies to prevent data loss.
Before initiating a migration, audit your current SharePoint environment to document existing sites, document libraries, active permissions, and necessary metadata. Communicate the planned downtime or switchover schedule to your team.
Plan and Execute a Phased Migration Using Dedicated Tools
The most secure and efficient way to move large volumes of SharePoint data while preserving permissions and versions is by utilizing dedicated migration tools and a phased approach.
Migrating from SharePoint Online is rarely a simple copy-and-paste operation. Because SharePoint utilizes complex site structures, custom metadata, and granular permissions, a structured approach using specialized migration software (like Google Workspace Migrate or third-party solutions) is highly recommended.
A phased rollout allows you to test the waters with non-critical data, ensuring that your destination service correctly maps user permissions and file hierarchies before the entire organization makes the switch.
Review your SharePoint admin center to identify all active sites, document libraries, file types, and permission structures. Note any large files or unsupported formats that might fail during transfer.
Choose a migration tool compatible with both SharePoint and your destination service. Ensure the tool supports transferring metadata, version histories, and mapping user permissions.
Select a small, non-critical SharePoint document library and migrate it to the new service. Review the transferred files to verify that folder structures and permissions were applied correctly.
Once the pilot is successful, schedule the full migration during off-peak hours to minimize disruption. Monitor the migration tool's dashboard for any error logs or failed transfers.
Edit Your Migrated Documents with WPS Office
If your organization is moving away from SharePoint and Microsoft 365 to services like Google Drive or Zoho, you will need a reliable desktop office suite. WPS Office provides a free, lightweight alternative that allows you to open, edit, and save your migrated Word, Excel, and PowerPoint files seamlessly.
- 1. Download and install WPS Office: Get the free WPS Office suite from the official website and run the installer on your computer.
- 2. Access your migrated files: Open WPS Office and navigate to the local sync folder of your new cloud drive (e.g., your Google Drive desktop folder).
- 3. Edit and save seamlessly: Double-click any migrated Word, Excel, or PowerPoint document to start editing with full Microsoft format compatibility.
Frequently Asked Questions
Will my SharePoint file permissions migrate to Google Drive?
Permissions do not always map exactly between SharePoint and other services. You will likely need to use a dedicated migration tool that supports permission mapping, or manually reconfigure access rights in the new service.
Can I keep my document version history during the migration?
Yes, but this requires specialized third-party migration tools. A manual download and upload process will only transfer the latest version of the file, losing previous historical data.
What happens to SharePoint sharing links after migration?
Existing SharePoint sharing links will break once the files are moved and the original site is decommissioned. You will need to generate and distribute new sharing links from your new storage service.
Is there a free tool to migrate SharePoint files?
While some destination services offer their own free migration assistants (like Google Workspace Migrate for Enterprise accounts), complex migrations involving deep metadata and strict permissions usually require paid, specialized software.
