Summary: Migrating content to the cloud has become more than just a tech trend — it is now a necessity for many organizations looking to stay agile, secure, and collaborative. As more companies adopt Microsoft 365, they face one important question: how do we move all our files and SharePoint data safely and effectively? That is where the SharePoint Migration Tool, often called SPMT, comes into play.
If you are planning a move from your on-premises SharePoint Server or file shares to SharePoint Online, OneDrive, or Teams, this tool can make the job a whole lot easier. In this guide, we will explore what the SharePoint Migration Tool is, why it matters, how to use it, and best practices to help ensure a successful migration.
The SharePoint Migration Tool is a free solution created by Microsoft to help users move their content to the cloud. It supports migrations from traditional file shares and older versions of SharePoint, including SharePoint Server 2010, 2013, and 2016. The tool is designed to work directly with SharePoint Online, OneDrive for Business, and Microsoft Teams, making it a valuable option for organizations making the leap to Microsoft 365.
SPMT simplifies the process by offering a clean interface, secure data handling, and built-in compatibility with Microsoft cloud services. Whether you are migrating a few gigabytes of files or terabytes of structured SharePoint content, the tool is built to handle it.
There are a lot of tools out there that offer migration services. So what makes Microsoft’s SharePoint Migration Tool stand out? Here are a few good reasons:
Yes, completely free. Microsoft does not charge for this tool, making it an attractive option for small and medium-sized businesses that do not want to spend thousands on third-party migration tools.
Because it is developed and supported by Microsoft, the tool is regularly updated and tightly integrated with Microsoft 365 services. This means fewer compatibility issues and more confidence in long-term support.
SPMT is built to handle large amounts of data securely. Whether you are moving a few files or thousands of documents, the process remains encrypted, and data integrity is maintained throughout the transfer.
You do not need to be a cloud expert to get started. The interface is straightforward, and the process is guided with helpful prompts.
The SharePoint Migration Tool supports several types of content and metadata. Here is what you can bring over:
Files and folders from file shares and network drives
SharePoint Server lists and document libraries
Metadata like file creation dates, modified dates, and author information
Some user permissions, though advanced permissions might need review post-migration
SharePoint sites to some extent (though complex customizations might require more advanced tools)
It is important to note that the tool is not designed for highly customized SharePoint environments. If your SharePoint includes custom workflows, third-party apps, or complex site templates, you might want to consider more specialized tools or services.
While the SharePoint Migration Tool is a powerful and free option for moving content to Microsoft 365, it is not without its limitations. Understanding these boundaries is key to planning a successful migration and knowing when you might need additional tools or support.
If your current SharePoint environment includes custom workflows, web parts, branding, or third-party applications, SPMT may not fully migrate them. It focuses on content, not complex customizations. These types of elements usually need manual rebuilding or the use of more advanced migration tools.
SPMT does not support the migration of SharePoint Designer workflows, even if they are widely used in your environment. If you rely on workflows for automation, you will need to recreate them in Power Automate or consider third-party tools that can preserve and rebuild them.
SPMT works best with document libraries and basic lists, but it struggles with more complex list types such as:
Task lists
Calendar lists
Survey lists
Lists with complex lookup columns or content types
Custom forms (like InfoPath forms) are also not supported.
While SPMT can migrate basic file and folder-level permissions, it does not always maintain complex or customized permission structures. Permission groups, role inheritance, and unique user mappings may not transfer as expected and often require manual reconfiguration after the migration.
SharePoint Online has a limit of 400 characters for file paths. If your source environment has deeply nested folders or long file names, SPMT will either skip these files or fail to upload them. You may need to restructure your content or use a script to shorten names before migration.
SPMT does not support full site or subsite migration from classic SharePoint environments. It is focused on content — documents, files, and basic lists — not the entire site structure. For migrating entire sites, including navigation, themes, and settings, you may need to use PowerShell scripts or third-party solutions.
When your organization decides to move to the cloud, it’s not just about uploading files. It’s about doing it securely, efficiently, and in a way that minimizes disruption. That’s where Microsoft’s SharePoint Migration Tool (SPMT) comes in. Let’s look at the “why” and “how” in a practical, human way.
Here are the most important reasons to choose SPMT:
If you’re already paying for Microsoft 365, you don’t have to pay extra to move your files into it. The SharePoint Migration Tool is completely free and built by Microsoft, which means it’s designed to work natively with SharePoint Online, OneDrive, and Teams. You get direct support, regular updates, and tight integration.
SPMT takes care of the hard part: connecting your old system with the new one. You don’t have to manually upload thousands of files or rebuild structures. The tool automates most of the process, allowing IT admins to focus on verifying and managing, not just moving data.
All migrations using SPMT are encrypted and comply with Microsoft’s cloud security standards. You avoid risky third-party uploads and reduce the chance of data corruption or loss. It also allows you to preserve metadata like created date, modified date, and author information.
SPMT lets you migrate from:
File shares or network drives
SharePoint Server 2010, 2013, and 2016
Basic lists and document libraries
This makes it a good choice whether you’re leaving an old file server or modernizing your SharePoint environment.
If your organization isn’t using a lot of complex workflows or heavy SharePoint customizations, SPMT is probably all you need. It’s especially helpful for small to medium businesses and department-level migrations.
Using SPMT is surprisingly straightforward. You don’t need to be a cloud expert to get started.
Go to the Microsoft download page and get the latest version of the SharePoint Migration Tool.
Install it on a Windows machine (make sure it has access to both the source files and Microsoft 365).
Launch the tool and sign in using your Microsoft 365 admin credentials.
This connects the tool with your SharePoint Online and OneDrive environments.
Choose where your files are coming from. This could be:
A local folder or shared network drive
A legacy SharePoint Server site
You can add multiple sources and run migrations in batches.
Pick the target location in Microsoft 365.
This could be:
A specific SharePoint site and document library
A user’s OneDrive folder
A channel inside Microsoft Teams (which is built on top of SharePoint)
You can:
Keep or overwrite existing files
Preserve metadata (dates, author names)
Filter out files by type or size
Set incremental migrations (only move new or changed files later)
Before migrating everything, test with a small set of files to make sure everything works as expected.
Check if permissions, metadata, and folder structures are being preserved.
Once you’re satisfied, start the full migration.
Monitor the process using the tool’s dashboard and logs.
If any files fail to migrate, you can review error logs for more details.
After the migration, verify:
All expected files arrived
Metadata was preserved correctly
Users have access to what they need
No files were skipped due to path length or naming issues
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