Best Practices: Moving Documents and Folders from OneDrive to SharePoint

sharepoint OneDrive move Copy

Relocating data between sites (OneDrive or SharePoint) can be accomplished using either the Move or the Copy command within the Microsoft Tools or Sync using the OneDrive Client. 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
Use OneDrive shortcuts to sync SharePoint Files and Folders Using the OneDrive Client	Syncing allow files to be access from your file explore or Mac Finder. Can work with synced files directly in File Explorer and access files even when offline. Any changes that are made will sync automatically when back online. Can move/copy large amounts of files between OneDrive and SharePoint.	Can use storage space on local workstation. When using the OneDrive website, you can only copy up to 2500 files at one time. For optimum performance, we recommend syncing no more than a total of 300,000 files across your cloud storage. Performance issues can occur if you have more than 300,000 items, even if you are not syncing all items. If you are uploading, downloading, or moving a large number of files at once, you may need to wait an extended period of time before the sync process can complete. The desktop app task bar or menu bar status icon will show “syncing” or "processing changes" during this period.

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
- Individual files larger than 15 GB cannot be moved or copied with the Move or Copy commands (although SharePoint allows upload of files as large as 250 GB). You will have to move these via the OneDrive client.
- Groups of files or folders larger than 100 GB cannot be relocated using the Move or Copy commands. Instead, move a smaller number of documents at a time, or create smaller sub-folders and move those.
- The move command does not allow movement of more than 30,000 documents at a time.
- Click here for more information about Microsoft limitations on moving and copying data https://learn.microsoft.com/en-us/office365/servicedescriptions/sharepoint-online-service-description/sharepoint-online-limits#moving-and-copying-across-sites
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

See here on how to Copy files and folders between OneDrive and SharePoint sites.
See here on how to Add shortcuts to shared folders in OneDrive for work or school

Your feedback on this article is welcome, and we review comments regularly. However, if you have an issue or question requiring immediate attention or want to discuss your feedback on this article, please get in touch with the Northwestern IT Service Desk at 847-491-4357 (1-HELP) or consultant@northwestern.edu.

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Best Practices: Moving Documents and Folders from OneDrive to SharePoint

Comparing Methods

Preparing to Move or Copy

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