How to Use SharePoint Migration Tool: A Step-by-Step Guide

 Migrating your data to SharePoint Online is an important step in modernizing your organization’s infrastructure and ensuring better collaboration, security, and productivity. Microsoft offers a free and powerful utility—the SharePoint Migration Tool (SPMT)—to help you move content from on-premises SharePoint sites, network file shares, or local file systems to SharePoint Online and OneDrive.

In this article, we’ll walk you through everything you need to know about how to use SharePoint Migration Tool, including prerequisites, installation, and a step-by-step migration process.

What Is the SharePoint Migration Tool?

The SharePoint Migration Tool (SPMT) is a free tool from Microsoft designed to help users migrate their content from on-premises SharePoint Server sites (2010, 2013), file shares, and local drives to Microsoft 365’s SharePoint Online or OneDrive.

It supports both small-scale and large enterprise migrations with minimal technical effort and ensures your data is securely moved to the cloud.

Prerequisites to Using SharePoint Migration Tool

Before you begin using the tool, make sure the following requirements are in place:

System Requirements:

  • Windows 10, 11, or Windows Server 2016/2019
  • .NET Framework 4.7.2 or later
  • Admin rights on the PC
  • Latest version of Edge/Chrome/IE (for sign-in)

Permissions:

  • Access to the source data location (e.g., file share, on-prem site)
  • Site collection admin permissions on the destination SharePoint site or OneDrive account

Microsoft 365 Account:

You need a valid Microsoft 365 account with SharePoint/OneDrive license enabled.

How to Install SharePoint Migration Tool

  1. Visit the official Microsoft Download Center.
  2. Download the SharePoint Migration Tool installer.
  3. Run the installer and follow the setup wizard.
  4. Once installed, launch the tool and sign in using your Microsoft 365 credentials.

Step-by-Step Guide to Using SharePoint Migration Tool

Step 1: Launch the Tool and Sign In

  • Open the SharePoint Migration Tool.
  • Sign in with your Microsoft 365 (Work or School) account that has admin privileges.

Step 2: Choose Your Migration Source

You’ll be prompted to choose the source of your data:

  • File Share – For migrating files from local drives or shared network folders.
  • On-Premises SharePoint – For migrating from SharePoint Server 2010/2013.

Example: If you are migrating files from a shared network drive, choose “File Share.”

Step 3: Select the Source Folder

  • Click “Choose Folder” and browse to the location where your files are stored.
  • You can also use CSV files for bulk migration jobs.

Step 4: Specify the Destination

Choose where you want to move your data:

  • SharePoint Online site URL
  • OneDrive URL

Paste the URL of the destination site or OneDrive library and click Next.

Step 5: Configure Settings

You’ll now see several migration options:

  • Migrate hidden files
  • Preserve file timestamps
  • Version history
  • User permissions (for on-prem migrations)

Choose according to your project needs and click Next.

Step 6: Start Migration

  • Review your source and destination paths.
  • Click Migrate to begin the process.

The tool will start transferring your content. Progress will be shown in real-time, and a log file will be generated for post-migration analysis.

Bulk Migration Using CSV File

If you're migrating multiple folders or sites, use a CSV file with the following format:

Source,Destination
\\FileServer\HRDocs,https://yourdomain.sharepoint.com/sites/hr/Shared Documents
\\FileServer\Finance,https://yourdomain.sharepoint.com/sites/finance/Shared Documents

  • Save this file as .csv
  • In the SPMT tool, choose “Select from CSV” and upload it.

Monitoring & Logs

After migration:

  • Go to the “Task View” tab to check progress or errors.
  • Logs are saved under:

C:\Users\<YourUserName>\Documents\SPMigration\Logs

Note: These logs are helpful for troubleshooting failed items or verifying successful transfers.

Best Practices for SharePoint Migration

  1. Plan the Information Architecture: Structure your SharePoint site ahead of time.
  2. Test a Pilot Migration: Run a small sample migration to identify issues.
  3. Communicate with Users: Notify stakeholders of changes to file locations.
  4. Check Permissions: Ensure proper access after migration.
  5. Use Incremental Migration: For large data sets, migrate in phases.

Alternative: Use a Professional Migration Tool

While Microsoft’s SPMT is effective for many standard use cases, large-scale migrations or complex scenarios often demand more flexibility, granular control, and advanced reporting capabilities.

The SysTools SharePoint Migration Tool is a powerful, enterprise-grade solution designed to streamline and simplify the process of moving data to SharePoint Online. It offers robust features that go beyond the limitations of Microsoft’s native tool.

Key Features:

  • Migrate SharePoint to SharePoint Online
  • Granular Migration of lists, libraries, and documents
  • Bulk migration using CSV for large-scale deployments
  • Advanced Filters (date range, file type, etc.) to control what gets migrated
  • Preserve Metadata including creation/modification dates, authorship, and version history
  • Delta Migration Support to transfer only new or changed content
  • Live Migration Progress with real-time status and detailed reports
  • Retry Failed Items feature to ensure 100% data integrity

Why Choose SysTools?

  • Designed for IT administrators and enterprise users
  • Handles terabyte-scale migrations efficiently
  • Easy-to-use GUI with no scripting or coding required
  • Dedicated support for pre- and post-migration assistance

Whether you're migrating list, sites, or documents, the software offers speed, and control throughout your migration journey.

Final Words

The SharePoint Migration Tool is a reliable and secure way to migrate your content to Microsoft 365. With careful planning and execution, you can ensure a smooth and successful migration. Whether you're moving from an old file server or a legacy SharePoint platform, SPMT offers a user-friendly and cost-effective solution.

Frequently Asked Questions

Q1. Is the SharePoint Migration Tool free?

Yes, it’s a completely free tool provided by Microsoft.

Q2. Can I migrate permissions?

Yes, but only when migrating from SharePoint Server—not from file shares.

Q3. Does it support incremental migration?

Yes, you can rerun the tool, and it will only copy new or modified files.

Q4. Can I automate migration tasks?

Yes, using PowerShell and CSV files, you can script and schedule migrations.

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