SharePoint Online Tenant-to-Tenant Migration: A Comprehensive Guide!

SharePoint Online is a powerful cloud-based collaboration platform that allows organizations to store, manage, and share content. However, companies frequently undergo organizational changes, such as mergers, acquisitions, or restructures, which can necessitate moving SharePoint Online data from one tenant to another. This process, known as SharePoint Online Tenant-to-Tenant Migration, can be complex, but with the right knowledge and strategy, it can be achieved smoothly.

In this detailed guide, we will cover every aspect of SharePoint Online Tenant-to-Tenant migration. From understanding the concept to the detailed steps involved, this article will provide the necessary knowledge and insights to help you with your migration project. We will also cover best practices, potential challenges, and tips for making the process as seamless as possible.

Also read: Create a Calendar in SharePoint Online

What is SharePoint Online Tenant-to-Tenant Migration?

A tenant in SharePoint Online refers to a dedicated instance of Microsoft 365 that is managed by a specific organization. It includes various services such as SharePoint Online, Teams, Exchange Online, and OneDrive for Business.

In a tenant-to-tenant migration, data, content, and settings are moved from one Microsoft 365 tenant (source) to another (destination). This is usually required when:

• Companies merge or are acquired.

• Organizations restructure or rebrand.

• IT teams need to consolidate resources.

Migration between tenants is a technical challenge as it involves the movement of SharePoint sites, lists, libraries, files, permissions, users, and configurations. Ensuring minimal downtime and maintaining data integrity is key to a successful migration.

Related article: Change SharePoint Site from Private to Public

Why Migrate from One Tenant to Another?

Understanding why a SharePoint Online Tenant-to-Tenant migration is necessary can help frame the migration strategy. Here are some common reasons:

• When two companies merge, the data from both SharePoint Online tenants needs to be integrated into one. This can include migrating sites, libraries, and user accounts from the acquiring company’s tenant to the acquiring company's tenant.

• Sometimes, an organization may undergo restructuring, requiring SharePoint sites to be moved across different business units or tenants.

• If a company owns multiple Microsoft 365 tenants for various reasons (e.g., separate departments or geographical locations), it might choose to consolidate all data into one tenant for simplicity and efficiency.

• Changing the name or identity of a company may require the migration of SharePoint data to a new tenant associated with the new branding.

SharePoint Online Tenant-to-Tenant Migration - Best Solutions!

To migrate SharePoint data from one tenant to another, there are both manual methods and automated methods available, each suited to different scenarios and requirements. The manual methods involve using built-in tools like the SharePoint Online web interface and PowerShell scripts for more granular control, while automated methods simplify and expedite the process. 

Below, we will outline both approaches, providing you with the necessary steps for a seamless migration i.e.

Method 1. Automated Migration Process

While there are several manual solutions available, they are time-consuming and complex. That’s why, experts recommended opting for a specialized solution, which can migrate data only with metadata, without data loss. One of the most preferred solutions is the SharePoint Migrator. 

With its intuitive, self-explanatory interface, even those with minimal technical experience can quickly navigate the tool. The migration process is highly efficient, with advanced features such as metadata retention, version history migration, and support for large-scale migrations.

Moreover, it offers a range of customizable options to fit the specific needs of any organization, whether you're migrating a single site or an entire SharePoint environment. The tool reduces the risk of data loss, maintains the integrity of document libraries and permissions, and allows for minimal downtime during the migration process.

Steps to Perform SharePoint Migration Tenant to Tenant Migration

• Install the solution, and select Office 365 for both source & target platforms.

• Select the data categories i.e. Document Library & Lists.

• Provide the required credentials to proceed with the transition.

• Map users, and Validate them.

• Lastly, hit the Start Migrate button.

This is the most simple, and cost-effective solution. Still, for those who need to know about manual solutions, then the following sections are dedicated to the same. 

Method 2. Manual Migration Process

The actual migration process can be broken down into several stages. Let's explore each step in detail:

Option 1: Using SharePoint Online Web Interface (for Small Data Sets)

• Go to the SharePoint Online site in tenant A.

• Navigate to the document libraries and download files to your local machine.

• Go to the corresponding document libraries in tenant B.

• Upload the files manually from your local machine.

• Manually recreate the site collections, subsites, and lists in the destination tenant.

• Ensure the architecture of the new tenant mirrors the original tenant.

• Manually configure permissions for document libraries, lists, and sites by referencing the permissions from the source tenant.

Option 2: Using PowerShell Scripts (for Larger Migrations)

1. Connect to Source and Destination Tenants:

Use PowerShell to connect to both the source (tenant A) and destination (tenant B) SharePoint environments:

Connect-SPOService -url https://tenantA-admin.sharepoint.com

Connect-SPOService -url https://tenantB-admin.sharepoint.com

2. Export Site Collections and Data:

Use PowerShell to export site collections from the source tenant:

Get-SPOSite -Identity "https://tenantA.sharepoint.com/sites/yoursite" | Export-SPOSite -Path "C:\Backup\yoursite.bak"

3. Create Sites in Destination Tenant:

Create new sites or document libraries in the destination tenant using PowerShell:

New-SPOSite -Url "https://tenantB.sharepoint.com/sites/newsite" -Owner "user@tenantB.com" -Template "STS#0" -Title "New Site"

4. Migrate Data Using PowerShell:

Manually copy data between SharePoint Online sites using the Copy-SPOFile cmdlet or through SharePoint Migration Tool (SPMT) for large-scale migrations:
Copy-SPOFile -SourceFile "C:\Backup\yoursite.bak" -DestinationUrl "https://tenantB.sharepoint.com/sites/newsite"

5. Migrate User Permissions:
   

• Manually reassign permissions to the destination tenant:

• List all permissions in the source tenant using PowerShell, and recreate them on the destination site.

• Alternatively, use the "SharePoint Migration Tool" for a more automated approach in larger migrations.

Option 3: Using SharePoint Migration Tool (SPMT)

• Download the SharePoint Migration Tool (SPMT) from Microsoft and install it on a local machine.

• Open SPMT and sign in to both source (tenant A) and destination (tenant B) Microsoft 365 accounts.

• Select the SharePoint sites from tenant A (source tenant) that you wish to migrate.

• Select the corresponding site collection or document library in tenant B (destination tenant) where the data will be moved.

• Initiate the migration by clicking the Migrate button in SPMT. The tool will handle the data transfer, including documents, metadata, and permissions.

Challenges in SharePoint Online Tenant-to-Tenant Migration

While tenant-to-tenant migrations are relatively straightforward with the right tools, several challenges may arise during the process:

• SharePoint Online may have complex site structures or extensive customizations that can be difficult to replicate in the destination tenant.

• Migrations involving large amounts of data can lead to performance issues, extended migration timelines, and increased risks of data loss. Using robust migration tools and strategies is key to overcoming these hurdles.

• Replicating user permissions across tenants can be tricky, particularly when permissions involve groups, roles, or custom settings. Tools with advanced permission migration features can help streamline this.

Bring it All Together!

A SharePoint Online Tenant-to-Tenant Migration is a complex yet necessary process for many organizations. Whether you're merging companies, consolidating tenants, or rebranding, it's crucial to approach the migration with careful planning, the right tools, and clear communication.

By following the steps outlined in this guide, addressing potential challenges, and utilizing best practices, you can achieve a smooth and successful migration. Remember, a well-executed migration not only ensures the integrity of your data but also helps your users transition seamlessly into the new environment, improving their productivity and collaboration capabilities.