One101 double the trouble double the fun_ migrating to one_drive and sharepoint online
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Craig Jahnke presented on migrating to OneDrive and SharePoint Online. He provided an overview of OneDrive and SharePoint Online, outlining key differences. He discussed the migration process and tools that can be used, including manual migration, PowerShell, the SharePoint Migration Tool, and third party tools. He covered specifics on migrating file shares to OneDrive, OneDrive to OneDrive, and SharePoint on-premises to SharePoint Online. The presentation emphasized planning, cleaning data, and using multiple tools and accounts to complete migrations.
One101 double the trouble double the fun_ migrating to one_drive and sharepoint online
- 1. ONE101 – Double the Trouble Double the Fun Migrating to OneDrive and SharePoint Online By Craig Jahnke
- 2. About me • Craig Jahnke – Technical Architect – Concurrency • Worked in IT over 15 years, SharePoint past 10 yrs • M.S. in Information Systems • Organize SPS Chicago and Cloud Saturday Chicago • Next Event Spring, 2019 – SPSEvents.org • Chicago PowerApps and Flow User Group – Dec 13th • www.craigjahnke.com • @TechJahnke on Twitter
- 3. Agenda • Overview of OneDrive and SharePoint Online • Migration Process and Assessment • OneDrive Migrations • SharePoint Migrations • Confirming the Migration • Questions
- 5. Double the Trouble – Double the Fun
- 7. OneDrive for Business and SharePoint Online • OneDrive connects you to all your files • Store and protect your files • Share them with others • Get to them from anywhere • SharePoint is used share documents with larger groups or teams • OneDrive users are their own collection administer • SharePoint a select group administers each site collection
- 8. Why OneDrive? With OneDrive, you can: • Access and edit your files from all your devices • Share inside or outside your organization • Work together in real-time on Office documents1 • Quickly find the files that matter to you • Keep your files protected and backed up 1Co-authors mustbeusing Office365,Office2016,Office2019,orthe latest mobileapps With OneDrive for Business, so you can share and collaborate on all your files from anywhere.
- 9. Access the file you want Search for files across Office 365 See recently used files sorted by date See files that have been shared with you or shared by you. Select to filter by when modified, file type, or who shared file See files from SharePoint sites and Teams
- 10. SharePoint Online • Modern Released in 2016 • Go forward platform • New Architecture • Responsive • Easy to use • Easy to add content
- 13. Microsoft Teams Quick Start Guide
- 14. Microsoft Teams use case examples FastTrack Productivity Library
- 16. There is a life cycle to managing Office 365
- 17. Types of Migrations • File Share to OneDrive for Business • OneDrive to OneDrive • Box/Dropbox to OneDrive • SharePoint On-premises to SharePoint Online • SharePoint Online to SharePoint Online • 3rd Party to SharePoint Online
- 18. Migration Effort Each migration has unique needs
- 20. Content Analysis Analysis What do I have? What to leave behind Mitigation Plan Migration Plan
- 21. Data Collection
- 22. SharePoint Migration Assessment Tool • Separate Executables for SharePoint 2010 and 2013 • Needs to be downloaded to a server on the farm • User needs to be a Farm Admin with Full Control access to all services and web applications • Looks for known issues • Identity Mapping allows you to see all the user and groups that have access to your SharePoint environment
- 23. 3rd Party Migration Tools
- 24. Inventory Tool - Sharegate
- 25. Inventory Tool - AvePoint
- 26. Demo
- 27. Know your data Where is you data? How much data? What kind of data? Is the data relevant?
- 28. ROT Data Redundant Outdated Trivial Data kept longer than is required moves from being assets to liabilities!
- 29. Effects of ROT Data Hurts you every day Hard to find the really important documents in your organization Makes it easy to misplace sensitive data Loss of productivity, reputation and increased exposure to litigation. Gums up search engines and their indexes. Is what gets left behind and gets in the way of others.
- 30. Options for Migration Manual PowerShell SharePoint Migration Tool 3rd Party Tools
- 31. Manual Migration • Move content from file shares or SharePoint On- Premises • Documents • Download then Upload • OneDrive for Business Sync Client • Export lists to Excel and import into destination list • Advantages • Free* • Fast if little content • Disadvantages • Takes time* • Version history and metadata can be lost
- 32. PowerShell* Migration • Microsoft created migration APIs • Migrate lists, libraries, and file shares • Map users to new identities • Advantages • Free • Fast • Disadvantages • List and Libraries need to be pre-created • List need to have all content types and columns pre- created
- 33. SharePoint Migration Tool • Migrate lists or files to either SharePoint or OneDrive in Office 365 • Designed to be used for migrations ranging from the smallest set of files to a large scale enterprise migration • Advantages • Easy to use • Allows for scripting of jobs • Allows for migration of all lists and libraries • Disadvantage • Only supports SharePoint Server 2013 and File Shares
- 34. 3rd Party Tools • Better Analysis and Reporting tools • Allow for easier mapping of content • Migrates site collections, sites, lists and libraries • Migrate some workflows • Migrates version history and metadata • Price based on amount of content or number of users • Can be expensive • Each tool has their owns strengths and weaknesses
- 35. Migration Strategy Leverage the information you collected to plan your migration Leave Behind • Don’t brining what you don’t need anymore • Look for content that • hasn’t been modified • for awhile Migrate • All things that can be migrated to a new location without a lot of rework Rebuild • • Items that are no • longer supported or • to take advantage of • new features
- 36. Assessment – Create a Plan • Leverage Data from legacy system • Gather Requirements for the new system • Meet with stakeholders • Meet with IT • Meet with End Users • Prepare a Gap Analysis • Create Functional and Technical Specs • Begin Build
- 37. Migration Strategy Tips • Prioritize your data • Take what you need • Involve End Users • UXUI • Security • Governance • Pick a good tool • Allow for Time
- 38. Migrating to OneDrive for Business
- 39. Provisioning OneDrive for User • To migrate to OneDrive, the user’s OneDrive must be provisioned • OneDrive is not provisioned until employee access it for the 1st time
- 40. Tip PowerShell is your friend • Updating Permissions • Provisioning • Scripting jobs • Reporting
- 41. OneDrive Provisioned OneDrive can be provisioned through PowerShell 1. Download the latest SharePoint Online Management Shell. 2. Download and install the SharePoint Online Client Components SDK. 3. Connect to SharePoint Online as a global admin or SharePoint admin in Office 365.
- 42. Add User as Admin • By default, each user is added as the primary administrator for their OneDrive for Business. • To insert files we need to add an admin to each OneDrive for Business account. 1. Accessing User in Office 365 Admin Portal 2. Through User Profile Services in SharePoint Admin Center 3. PowerShell 4. 3rd Party tool – like Sharegate, AvePoint, or Metalogix
- 43. Demo
- 44. OneDrive to OneDrive • Acquisitions and Divestitures • Straight Forward • Data should be relatively clean • Microsoft Throttles data coming out and coming in • Tip • Multiple service accounts • Multiple instances of migration tool • Run migrations during off hours
- 45. File Shares to OneDrive • Move personal folders – H: • Takes time • large amounts of data • Lots of files • Nested folders increases time • Often contains ROT data • Tips • Clean first • Exclude file type
- 46. Bulk Migration • Create a mapping file called OD_User_Mapping . It should have only 3 columns: Name, Source, and OneDriveURL the employees that need to be migrated. • Create folder on the server c:OneDriveMigration and put the .csv there. • Run PowerShell Script
- 47. Demo
- 48. Box/Dropbox to OneDrive • Assessment needed • Data should be relatively clean • Similar product • 3rd Party provider may throttle data • Microsoft Throttles data • Will require a tool • Tip • Multiple service accounts • Multiple instances of migration tool • Run migrations during off hours
- 49. Map Known Folders There are two primary advantages of moving or redirecting Windows known folders (Desktop, Documents, Pictures, Screenshots, and Camera Roll) to OneDrive for Business for the users in your domain: • Your users can continue using the folders they're familiar with. They don't have to change their daily work habits to save files to OneDrive. • Saving files to OneDrive backs up your users' data in the cloud and gives them access to their files from any device.
- 50. Redirect and Move Known Folders to OneDrive Windows known folders (Desktop, Documents, Pictures, Screenshots, and Camera Roll) Users can continue using the folders they're familiar with. They don't have to change their daily work habits to save files to OneDrive. Saving files to OneDrive backs up your users' data in the cloud and gives them access to their files from any device.
- 51. Known folder move limitation • Need to know how to implement group policies • https://docs.microsoft.com/en-us/onedrive/use-group- policy • OneNote notebooks wont get moved, needed to be moved manually • Move a OneNote notebook to OneDrive
- 52. Tips for OneDrive Migrations • Seems easy, but takes time • Run multiple jobs with multiple accounts • Seed data and do cutover • Take only what you need • Nested folder increase time • Stagger rollout to groups over time • Communication is important to user adoption • Let them know what is coming early and often
- 54. SharePoint On-Premises to Office 365 • While OneDrive is straight forward, SharePoint is more complex • Sites and Site Collections • Pages • Libraries • Lists • Metadata • Workflows • Custom Solutions
- 55. SharePoint On-Premises to Office 365 • Lift and Shift not recommended • Restructure and Rebuild • Information Architecture • Governance • Publishing Sites vs Microsoft Teams • SharePoint Migration Tool only works for SP 2013 • Tips • Plan ahead • Clean up first • Don’t take your problems with you
- 56. Where should content go in Office 365? • Documents, Lists, Pages SharePoint • Videos Stream • Custom Forms PowerApps • Workflows Microsoft Flow • CollaborationTeamwork Microsoft Teams • Tasks Planner, Project Online, To Do • Custom Solutions SP Framework, OfficeDevPnP • https://developer.microsoft.com/en-us/office
- 57. SharePoint Online to SharePoint Online • Divestitures or Mergers • Typically part of a larger project • Can be a lift and shift • Restructure if going to modern • Can’t use SharePoint Migration Tool • Tips • Verify users names are the same • Create mapping file if needed
- 58. 3rd Party to SharePoint Online • Example: IBM Notes to SharePoint Online • Mostly about moving content • Rebuild in new environment • Change Management is huge • Build a more modern experience • Tips • Planning is key • Slow and steady wins the race
- 59. Demo
- 60. Confirming the Migration • View the migration logs • Run inventory reports on the new environment • Have users verify their information got moved • Test navigation and permission • Test Functionality • Tips • Things will break, have a plan to remediate issues • Not everything will port over exactly as it was in old environment • Pre and Post Inventory reports won’t often match exactly
- 61. SharePoint Migration Tips • SharePoint migrations can take months or years • Plan! Plan! Plan! • Chose your tools wisely • Consider a Hybrid Topology • Provides better integration • Hybrid Search • Hybrid Profiles • Hybrid Taxonomy • Users hate change, good communication and training helps
- 62. Questions?
- 64. Thank You • Resources • https://docs.microsoft.com • https://support.office.com/en-us/article/should-i-save-my-documents-to-onedrive- for-business-or-a-team-site-d18d21a0-1f9f-4f6c-ac45-d52afa0a4a2e • https://www.microsoft.com/en-us/microsoft-365/success/ • https://www.Sharegate.com • https://www.avepoint.com • https://docs.microsoft.com/en-us/onedrive/ • https://docs.microsoft.com/en-us/sharepointmigration/overview-of-the-sharepoint- migration-assessment-tool • https://docs.microsoft.com/en-us/sharepointmigration/introducing-the-sharepoint- migration-tool • Vlad Catrinescu - https://absolute-sharepoint.com/ • Drew Madelung - http://drewmadelung.com/