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Best Practices: Moving Documents and Folders from OneDrive to SharePoint

Relocating data between sites (OneDrive or SharePoint) can be accomplished using either the Move or the Copy command within the Microsoft Tools. Each technique should be explored to ensure data reorganization meets requirements.

Comparing Methods

Technique

Benefits

Drawbacks

Relocate data using the MOVE command
  • Retains document versions
  • No risk of duplication, with two copies of the data (original and new location)
  • An option is available to notify those with access to a document that it has been moved; a new link is provided
  • Runs in cloud so browser or workstation does not need to be online or connected while moving files
  • Cannot move documents larger than 15 GB
  • Move cannot be executed for folders or groups of documents larger than 100 GB
  • Links previously created to the data will break and must be recreated
  • If the option is selected to notify those with access to documents about their new location, an email is sent for every document in a folder, potentially generating hundreds of emails very quickly

 

Relocate data using the COPY command
  • Copy will generally move documents more quickly as only the current version of the document is moved
  • Copying the data to its new location and then deleting it from the original location provides a safety net in the unlikely event there is a disruption or other issue during the data relocation
  • Runs in cloud so browser or workstation does not need to be online or connected while copying files
  • Only the current version of the document is retained
  • Cannot move documents larger than 15 GB
  • Move cannot be executed for folders or groups of documents larger than 100 GB
  • Links previously created to the data will break and must be recreated

 

Preparing to Move or Copy

  • Notify those with access to the data that it will be relocated; consider doing the moves or copies at a time when demand for the documents and folders might be lower.
     
  • Review the documents and folders which will be moved to understand how long the move might take. The total size of the documents or folders being moved as well as the number of document versions (if documents are being MOVED, not COPIED) will impact the time required.
    • Consider deleting unneeded documents or document versions to shorten the time needed.
       
  • Review Microsoft limitations which might impact the success of the moves/copies
  • Consider how to handle security set-up and notification to those who have access to the documents and folders being relocated.

     

Method

Benefits

Drawbacks

Create the folder hierarchy needed in the new location and grant access to folder(s)/library. Move or Copy the documents/folders from the current location to the new hierarchy; security settings will be applied.
  • Managed permissions in one place for all files, simpler permissions.
  • Does not send email with links to documents.
  • Helps clean up permissions
  • Have to set up new permissions prior to moving.
  • Some users may lose permissions

Create the folder hierarchy needed in the new location. Move the data to the new location, selecting “Keep sharing with same people”.
  • Users who have access to the content will retain access to the content in the new location.
  • Users will receive links to the documents in the new location
  • Granular permissions my be applied to new folder making more difficult to manage permissions.
  • All users receive and email with a link to the new folder location
  • Target library may not allow permissions to be migrated over

 

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Details

Article ID: 2053
Created
Fri 12/9/22 3:18 PM
Modified
Wed 2/1/23 8:59 AM

Related Services / Offerings (2)

Microsoft OneDrive
OneDrive offers secure, cloud-based storage that lets you seamlessly collaborate and access files from anywhere in the world, at any time.
Microsoft SharePoint
SharePoint is an online content and document management tool available for students, faculty, and staff to create web sites and manage file libraries.