IT Tips & Tricks
Why SharePoint Online Migration Is So Widespread
Is It Time To Bid Farewell to That Beloved (or Not-So-Beloved) File Server?
Published 3 July 2024
Ah, the file server. The trusty (perhaps slightly rusty) workhorse of many an organization, that humming beast sits in the corner (or server room), blinking its reassuring lights, promising (sometimes) to hold all your precious documents, office memes and financial reports. But let’s face it, just like a flip phone from the early 2000s, your on-premises file server might be due for retirement.
Maybe its license is about to expire or maybe it’s proving too painfully expensive to maintain. Enter the cloud-based majesty of SharePoint® Online, ready to revolutionize your document management and collaboration like that first smartphone with its glorious touchscreen and (gasp!) internet access. (Just so that you know, even if you’re considering migrating from another cloud-based platform — not a local file server — everything we state below regarding SharePoint Online still holds true.)
Need a change or a break? Imagine how your old server feels.
More than 200,000 IT managers have stood in your shoes, contemplating what you’re contemplating
right now.
Sure, your file server might seem comfortably familiar. You know its quirks, its creaks and the strange sacrificial offering of a random reboot required now and then to appease the data gods. But if restrictions on co-authoring files or managing versions are proving to be challenges, it’s time to ask yourself whether your server is truly best serving your needs in today’s fast-paced, globally connected world. Or maybe you’re just tired of the time and expense involved in maintaining and upgrading your own on-prem servers. So, what to do?
More than 200,000 IT managers have stood in your shoes, contemplating what you’re contemplating right now. And it seems statistically unlikely that 190 million people around the world have made the wrong choice, right? Let’s take a stroll down a dusty server room hallway and explore why migrating to SharePoint Online might be the best decision you’ll make since ditching that once-cool-turned-annoying flip phone.
The Cloud-Comfort of SharePoint Online: Technical Tidbits
Most organizations, to one degree or another, rely on various Microsoft® programs to perform all manner of critical business functions, such as creating an important document in Word™, relying on Outlook® to send and receive emails, or keeping track of valuable company data in gazillions of linked Excel™ spreadsheets.
If you’re already relying on the suite of tools available in Microsoft 365™, why not simply go all in? There are several reasons to at least consider it.
The Ever-Expanding Waistline:
Remember that time someone panicked because the server was running out of storage space? With SharePoint Online, each licensed user contributes to the overall storage capacity, with an initial allocation of one terabyte plus ten gigabytes per licensed user. SharePoint Online offers near-infinite scalability, so say goodbye to storage woes and hello to a world of worry-free document hoarding (although, since increased storage comes with increased costs, responsible data management is
still encouraged).
Unless we’re talking about your horizontal position on the sofa, “sprawl” is still an ugly word.
With SharePoint Online, you can increase storage as required, and archive data when needed, as outlined below. But remember that unless we’re talking about your horizontal position on the sofa, “sprawl” is still an ugly word.
For organizations that require storage solutions for archived data or prefer to maintain file shares, Azure® provides a low-cost storage facility in Azure Files. This pricing module is highly scalable and dependent on your organization’s requirements. At the end of this article, we have added a bonus tip offering some data about Azure storage.
Autosave Eliminates Potential Data Loss:
SharePoint’s Autosave feature (also available in SharePoint on-prem) ensures that every word, picture or number is instantly and directly saved to SharePoint without needing to “Save As”.
SharePoint Online offers geographically distributed storage, ensuring your data is always accessible, even in the face of unforeseen circumstances such as natural disasters.
This can be especially useful if you want to leave a form unfinished and return to it later, or if you’re making changes to a template or someone else’s document. You can also restore a previous version of your document by browsing version history. This feature is turned on by default and only an issue with your internet connection can cause your data to not save directly.
Some organizations allow unlimited versions of files to be saved while others impose limitations. Be aware that permitting unlimited versions chews up valuable storage space, so if you currently tolerate unlimited versioning, you may want to rethink that practice in favor of something more economical.
Security Nightmares?
Keeping your on-premises server secure requires constant vigilance and technical expertise. SharePoint Online boasts robust built-in security features, including modern multi-layer encryption methods, advanced access controls and compliance certifications, so you can sleep soundly — knowing your data is safe.
These security features include multi-factor logins for users and controlled access from unmanaged devices or network locations. For encryption, SharePoint uses multiple methods.
For files at rest, SharePoint uses Azure Storage Service Encryption (SSE) which uses a 256-bit AES encryption. SharePoint Online applies this encryption automatically to all files. Files in transit use a slightly different encryption: HTTPS (TLS 1.2). This helps protect the data from being intercepted by an unauthorized person when data is sent between the client and the server.
The Patchwork Landscape of Updates:
Keeping your server software up-to-date can be a time-consuming and complex process, requiring an IT admin to manage these tasks. If a server restart is required during business hours, production is halted and access to shared files is lost.
SharePoint Online takes care of automatic updates, ensuring you always have access to your files, the latest features and security patches. No more scrambling to deploy critical updates just before a crucial presentation.
Disaster? More Like Disarray:
Natural disasters, power outages, servers that are stolen or destroyed and even accidental coffee spills (we’ve all been there), all pose a threat to your on-premises server. As a cloud-based solution, SharePoint Online offers geographically distributed storage, ensuring your data is always accessible, even in the face of unforeseen circumstances such as natural disasters.
With SharePoint Online, it’s easier to keep file storage up-to-date and tidy.
Collaboration Redefined: From Siloed Work to a Symphony of Productivity
SharePoint Online is not merely a document repository. It provides options for lists (a collection of information or items), pages to display content like news articles or relevant company information worth promoting, and customizations including branding for organizations for whom that’s important.
Additionally, departments and workspaces (external sites, general shares or restricted workspaces) can be customized with unique pages, folders, links, lists and permissions. But what else does SharePoint Online offer?
Global collaboration is effortless with SharePoint Online.
Sharing is Caring (But Can Be a Nightmare):
Emailing large documents back and forth, version control issues and the eternal struggle of finding the “latest” version are just a few of the collaboration challenges plaguing most on-premises file servers.
SharePoint Online offers seamless document sharing, co-authoring, tracking, version control features and robust search capabilities, resulting in streamlined collaboration and keeping everyone on the same page (literally). External sharing can occur via a simple external repository, set up to share content with specific external users.
The Walls Come Tumbling Down:
Working with remote teams or geographically dispersed colleagues can be tricky with traditional file servers. A VPN is required to access files stored on the on-prem server. VPNs are dependent on guest user licenses and will require technical support assistance setting up and maintaining.
SharePoint Online’s accessibility from any device, anywhere with an internet connection, enables collaboration across borders and time zones. Now you can work on a project with your colleagues in Berlin while you sip your morning kickstarter at your favorite coffee shop in New York — the future is here!
Need to update your sales statistics in an Excel file while at the airport or finalize a presentation during your commute?
Goodbye Information Silos, Hello Knowledge Hub:
Disorganized spreadsheets and documents scattered across multiple folders on the server, or presentations buried in inboxes — these information silos can hinder knowledge sharing and project visibility.
SharePoint Online acts as a central source for all your documents, making information easily discoverable by authorized users by creating departments or specific workspaces or repositories to store the relevant files. Think of it as your company’s very own digital library, with everything neatly categorized and readily accessible.
Amazing Automation:
SharePoint Online doesn’t necessarily offer unique automation features that are entirely unavailable on other platforms. It does, however, excel (excuse the pun!) in a few key areas that make it particularly well-suited for automating workflows within Microsoft’s worldwide ecosystem.
Power Automate® and Power Apps® are two automation app examples, while Microsoft Teams® is valuable for collaboration. Consider that even users with slim-to-nothing under the hood in terms of coding experience can easily build workflows with Power Automate’s user-friendly interface and drag-and-drop functionality.
Ultimately, in terms of collaboration, SharePoint Online’s automation offerings aren’t necessarily radically different than their competitors, but they’ve sure figured out how to make the process a whole lot easier and more accessible.
Mobile Marvels:
Were you one of the “lucky” few who struggled to access documents on your clunky flip phone? SharePoint Online offers mobile apps for various devices, allowing you to access, edit and share documents from anywhere, anytime.
SharePoint Online’s mobile apps mean you can work anytime, on any device, anywhere there’s an internet connection.
It’s perfect for the busy professional who needs to be productive on the move, whether it’s updating your sales statistics in an Excel file while at the airport or finalizing a presentation during your commute. With SharePoint Online you can unleash productivity on the go with the following features:
- Access anywhere, anytime. Collaboration, document management, notifications and alerts. Integration with other apps. Security, task management, improved productivity, personalized experience and the option of offline access.
- SharePoint mobile apps are designed with security features that protect corporate data and ensure compliance with organizational policies. These features include device management, encryption and access controls.
- Users can receive notifications and alerts on their mobile devices for document updates, task assignments, mentions in discussions or any other relevant activities within SharePoint. This feature helps users stay informed and respond promptly.
- Mobile SharePoint enables seamless collaboration among team members. Users can access shared documents, participate in discussions and update tasks or project statuses in real time, encouraging teamwork and efficiency.
- Improved Productivity: Overall, SharePoint mobile enhances productivity by providing easy, immediate access to information, facilitating collaboration and enabling quick decision-making regardless of the user’s location.
The Cost Conundrum: From Server Sprawl to Streamlined Savings
The Hidden Costs of Server Sprawl:
On-premises file servers come with a hidden (in plain sight) price tag. There’s the cost of hardware, software licenses, maintenance, electricity and the dedicated IT staff required to keep it all humming along.
SharePoint Online offers a subscription-based model, eliminating the upfront hardware costs and simplifying your IT budget. Once your files are migrated to SharePoint, keeping a physical local server running 24/7, for the sole purpose of accessing files, will no longer be required.
Disaster Recovery on a Budget:
Implementing a robust disaster recovery plan or program for your on-premises server can be expensive. SharePoint Online’s built-in redundancy and geographically distributed storage offer peace of mind without the hefty price tag. If a disaster were to occur, users — whether local or abroad —would not have their access impacted by virtue of Microsoft’s geographically distributed storage.
Missing data is a frequent migration side-effect that causes downtime, upset end users, grumpy bosses and the kind of all-around disruption we’d all rather live without. So, how can you avoid it?
The Never-Ending Upgrade Cycle:
Technology advances at a breakneck pace, and keeping your on-premises server software up-to-date can be a constant drain on resources. With each upgrade of your file server and the need to migrate data, you additionally run the risk of breaking links. (Ever noticed that Excel files seem to contain vast numbers of links?)
This causes downtime, disruption and a storm of service tickets. Finding and fixing those broken links (even with a search and replace tool) is a long and costly procedure. If you’re planning a migration to SharePoint Online, protecting your linked data before the migration will save you a ton of time and minimize disruption and data loss. The way to achieve this is covered in The Last Word section below.
While a migration to SharePoint will involve handling a number of (admittedly complex) things, once you are through that process, there’s usually no need to repeatedly deal with the above scenario. SharePoint Online takes care of upgrades and new feature rollouts automatically (without disruptions), which means you always have access to the latest functionalities without additional cost or downtime.
Beyond the Technical: Unveiling the Human Benefits
From Server Whisperer to Strategic Thinker:
Migrating to SharePoint Online relieves your IT staff of the mundane (but necessary) tasks of server maintenance such as restoring files on the server, maintaining VPN connections, and updating or restarting the file server. This allows them to focus on more strategic projects that assist with increasing business value.
Imagine your IT team as superheroes, no longer chained to the server room, but out there tackling complex challenges and implementing innovative solutions, such as finding ways to save time and increase productivity.
Empowering the Workforce:
SharePoint Online’s user-friendly interface and intuitive features empower all users, regardless of technical expertise, to manage their documents efficiently. No more relying on IT for simple tasks like restoring a file or folders, or even sharing a document. This translates to a more self-sufficient and productive workforce.
With built-in security and controlled access, no uninvited “guests” can get in.
Controlled Access for Outsiders:
With SharePoint Online, you can create secure shared working spaces (or repositories) or external sharing locations with custom access for internal staff or, if required, to interact with external companies.
Sharing content and communicating about files with external parties has become faster, using features like co-authoring or comments directly in files instead of those long email threads. Access to specific folders or files can be limited to certain users or groups, which means you simply provide the recipient with a link instead of sending long emails with attachments that may be problematic.
Farewell to File Server Frustration:
Let’s face it, dealing with a slow or unresponsive file server can be a major source of frustration — especially when your colleague still has that Excel file open which you’ve been needing to update.
SharePoint Online’s performance and scalability will ensure a smooth and efficient document management experience, boosting employee morale and reducing those dreaded “We need everyone out of the system to restart the server!” moments.
As with most things in life, there’s no one-size-fits-all answer. SharePoint Online might not be the perfect solution for every organization. However, for many businesses struggling with limitations — such as the expiration of Windows Server licensing, costs to purchase physical hardware, and the software and maintenance required to run on-premise file servers — the benefits of cloud-based document management that are available in SharePoint Online are undeniable.
SharePoint Online: The Road to the Future?
Migrating to SharePoint Online does require a well-orchestrated plan and training employees, but it’s a strategic investment in the future of your document and team management. It’s a move towards a more collaborative, secure, scalable and accessible way to work with other Microsoft applications.
While you might miss the comforting hum of your old server (or maybe not!), you’ll certainly appreciate the newfound efficiency and peace of mind that comes with embracing SharePoint Online in the cloud.
Just remember, while the flip phone might be a relic of the past, those embarrassing photos from your teenage years deserve a place in your digital archives — and SharePoint Online is happy to provide a safe haven for those misty memories (with much better security features than your old flip phone ever offered). Mercifully, that means only you will know about that hideous haircut that you thought was so cool back in ninth grade.
Bonus Tip: Features of Azure Archive Storage and Azure File Shares
Per Microsoft Learn, “Azure File Sync is a service that allows you to cache several Azure file shares on an on-premises Windows Server or cloud VM.”
- Overall, these options offer cheaper storage than SharePoint (or almost anywhere else, for that matter.)
- Data at rest is automatically encrypted.
- Offers seamless integration with hot and cool storage tiers.
- Hot file shares offer storage that is optimized for general-purpose file-sharing scenarios such as team shares and Azure File Sync. This comes with a slightly higher price tag than cool storage.
- Cool file shares offer cost-efficient storage optimized for online archive storage scenarios. Azure File Sync may also be a good fit for lower churn workloads.
- Offers fully managed serverless file shares.
- Enables the building of hybrid cloud file shares.
- Comprehensive security and compliance are built in.
The Last Word
If you’re considering a SharePoint Online migration, you probably already know that missing data is a frequent migration side-effect and a pain in the you-know-what. It causes downtime, upset end users, grumpy bosses and the kind of all-around disruption we’d all rather live without. So, how can you avoid it?
One of the most common causes of missing data is the links that are broken when files are moved or renamed, aka a data migration. There are primarily two ways of dealing with this problem.
The most efficient way of preventing this type of disruption is to protect your links before migration using LinkFixer Advanced™. If, however, your migration is complete and you’re already dealing with data loss due to broken links, LinkFixer Advanced can rapidly repair those broken links, instantly restoring the missing data.
Enjoy the difference the right migration tool can make to your life …
Visit LinkTek.com for more information or to access a free trial. To get answers to your questions, talk to a LinkTek Consultant at 727-442-1822. We wish you safe travels on your SharePoint journey.
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