Challenges to Office 365 migration and tips for managing them


Microsoft’s business productivity software, Office 365, now allows you to manage your business at the tip of your fingers. This is why more businesses are transitioning from on-premises software to Office 365.

But not everyone is convinced. Here are some problems that may arise during Office migration, and how you can rid of them.

#1 Determining the tenant type

Before migrating to Office 365, you need to plan and have thorough knowledge of your business environment. This will determine the kind of migration you need, whether cutover, staged, or hybrid.

First, have an inventory of all your assets from sites to listed libraries to size of databases. Then use Microsoft migration tools to help you with each stage of your migration. For instance, Exchange Server Deployment Assistant helps you choose the right type of migration for your business. This will also display migration options, depending on your current setting and exchange server version.

It can be pretty straightforward if you’re planning to move all your data from on-premises applications to Office 365, but if you want to retain some aspects of your physical environment, you can opt for hybrid migration.

#2 Difficulty in migrating some areas of your business

Some business aspects are easier to migrate than others. SharePoint Online, for instance, can be quite challenging. An Excel spreadsheet linked to legacy environments that are not SharePoint will not be updated automatically.

There are also differences between the permission models of SharePoint and legacy enterprise content management (ECM) systems, as ECM doesn’t apply user permissions inheritance. Therefore, you must set realistic expectations and provide reports with file source location, file name, or SharePoint Online location because previous versions of SharePoint and file shares aren’t accessible if you’re migrating from a legacy ECM system.

#3 Overcoming bandwidth concerns

Small- and medium- sized businesses (SMBs) usually have limited bandwidth. Data migration requires a lot of bandwidth, depending on the type of technology you use, so it can take a longer migration time if you’re dealing with terabytes of data. To resolve these issues, you can use Fast Transfer Stream (FTS) or a third-party Office 365 migration tool. These tools will bypass mailbox data multiple times before finally moving mail, decreasing your migration time.

#4 Security and compliance requirements

Whether it’s cloud computing, AI, Internet of Things (IoT), or Office 365 migration, cybersecurity issues may put a halt to businesses’ innovation. Some business owners may fear that moving their on-premises data to the cloud can put them at risk.

But rest assured that Microsoft has plenty of countermeasures in place, such as multifactor authentication, data loss prevention (DLP), anti-spam, encryption, and rights and device management, to ensure your data’s safety throughout the migration process.

Microsoft takes security seriously, and your employees can easily access Office 365 Trust Center in case they have security questions about your data.

#5 Problems in unifying your emails

There are certain limitations in terms of email management when you migrate to Office 365. You’ll have to give up your previous email platform, and your email attachments will be limited to only 25MB. Because of this, you must manage your employee expectations to avoid resistance from them. As for the attachments, you can use a file-sharing program for larger file attachments.

#6 Hassles of exporting legal archives

When you archive a message, you remove the file from a mailbox and replace it with a shortcut to it. The archive will also include legally defensible journal reports complete with the message’s content and information about its receiver. But with Office 365, these pieces of information will no longer be available once you archived a message. That’s why it’s recommended to involve your legal department in the archiving process to make sure you keep track of the messages and information you want to keep.

Migrating to Office 365 may not be a walk in the park, but partnering with a managed services provider (MSP) will make it a lot easier. If your Charleston, Goose Creek, and Mount Pleasant business wants a smooth migration for a flat monthly fee, contact Integrated Technology Services today.