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SharePoint Migration Services for UK Organisations

ThinkShare migrates organisations from on-premise SharePoint, file shares, and other platforms to SharePoint Online, with zero data loss and minimal downtime.

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What does a SharePoint migration involve?

A SharePoint migration moves your documents, sites, lists, metadata, permissions, and workflows from one environment to another. That might mean moving from SharePoint Server 2013 or 2016 to SharePoint Online, consolidating multiple file shares into a single modern intranet, or migrating between Microsoft 365 tenants after a merger or acquisition.
The technical migration itself — copying data from A to B — is only part of the work. The more difficult piece is understanding what you have, deciding what to keep, restructuring content so it works in a modern environment, and making sure your people can find what they need when the migration is complete. Most migrations that go wrong do so because this planning work was skipped or rushed.
ThinkShare treats migration as a structured project with clear phases, not a one-off data copy. We audit your existing environment, map out your information architecture, run pilot migrations to catch problems early, and validate everything before go-live.

Migration scenarios we support

We work across the full range of SharePoint migration paths that UK organisations typically face:
  • On-premise SharePoint to SharePoint Online — the most common scenario, moving from SharePoint Server 2013, 2016, or 2019 to Microsoft 365. We preserve your metadata, version history, and permissions whilst restructuring content to take advantage of modern SharePoint features.
  • Tenant-to-tenant migration — following mergers, acquisitions, or organisational restructures where content needs to move between Microsoft 365 tenants. This involves careful handling of user accounts, permissions, and shared resources.
  • File share to SharePoint Online — consolidating network drives, shared folders, and departmental file stores into SharePoint document libraries with proper metadata, governance, and search capabilities.
  • Lotus Notes to SharePoint Online — migrating from IBM/HCL Notes databases to SharePoint lists and libraries, including the conversion of Notes applications to Power Platform equivalents where appropriate.
  • Google Workspace to SharePoint Online — moving from Google Drive, Docs, and Sites to OneDrive and SharePoint, including permission mapping and content restructuring.
  • Classic SharePoint to modern SharePoint — even if you are already on SharePoint Online, many organisations still have classic sites, classic pages, and legacy web parts that need converting to the modern experience before Copilot and other new features will work properly.

Our migration process

Every ThinkShare migration follows the same four-phase approach, adapted to the size and complexity of the organisation.

Discovery and assessment

We start by understanding what you have. That means auditing your existing SharePoint environment or file shares to establish the volume of content, the site structure, any customisations in use, and the permissions model. We use automated scanning tools alongside manual review to build a complete picture.
The discovery phase also identifies content that is outdated, duplicated, or no longer needed. Most organisations find that 30–50% of their content does not need to migrate at all, which makes the migration faster and cheaper.

Planning and architecture

With the audit complete, we design the target information architecture in SharePoint Online. This includes the hub site structure, document library layout, metadata schema, and permission model. We map every source location to a destination and document the migration rules — what moves, what gets restructured, what gets archived.
For organisations with custom SharePoint solutions (farm solutions, sandbox solutions, custom web parts), we assess each one and provide a remediation plan. Some can be replaced with out-of-the-box SharePoint features, others with Power Platform solutions, and some will need rebuilding as SPFx web parts.

Pilot migration and testing

Before touching your production environment, we run a pilot migration covering a representative sample of your content. This catches issues with metadata mapping, permission inheritance, file path length limits, and content types before they affect the full migration. Your key users validate the pilot environment and provide feedback that we incorporate before proceeding.

Full migration and validation

The full migration runs in scheduled batches, typically over evenings and weekends to minimise disruption. We use ShareGate and native Microsoft migration tools depending on the scenario, with automated validation checks after each batch to confirm data integrity. Post-migration, we check document counts, metadata accuracy, permissions, and search results to confirm everything moved correctly.

Migration tools we use and when

ThinkShare selects the right migration tool for each project based on complexity, source environment, and data volume. Here is how the three main options compare.

Tool Best for Limitations Cost
Microsoft SPMT Straightforward file share and on-premise SharePoint migrations under 100GB Limited reporting, no incremental migration, basic permission mapping Free (included with Microsoft 365)
ShareGate Complex SharePoint Server migrations with granular permissions, metadata preservation, and large data volumes Requires licence, Windows desktop application Licensed per seat (ThinkShare holds enterprise licences)
Custom PowerShell / Graph API Bespoke migrations from non-SharePoint sources, complex transformation logic, API-driven batch processing Requires development effort, longer lead time Included in project scope

During the scoping phase, ThinkShare assesses your environment and recommends the tool — or combination of tools — that delivers the fastest, most reliable result. For Scottish Enterprise, we used ShareGate for the primary content migration and custom scripting for workflow rebuilds. For smaller projects, SPMT often provides everything needed at zero additional cost.

How long does a SharePoint migration take?

Timeline depends on three factors: the volume of data, the number of customisations, and the complexity of your permission model.
As a guide:
  • Small organisations (under 500 users, straightforward content): 4–6 weeks from discovery to go-live
  • Mid-size organisations (500–5,000 users, some customisations): 6–10 weeks
  • Large organisations (5,000+ users, complex environments): 10–16 weeks, sometimes phased across business units
These timelines include discovery, planning, pilot, and full migration. The actual data migration window — when content is physically moving — is typically a fraction of the overall project because the majority of the time is spent on planning and validation.

SharePoint migration checklist

Before starting any migration, ThinkShare works through this checklist with every client to ensure nothing is missed.

  1. Content audit — inventory all sites, libraries, lists, and data volumes in the source environment
  2. Permission mapping — document current permission structures and map them to the target environment
  3. Customisation inventory — catalogue all custom web parts, workflows, event receivers, and InfoPath forms
  4. Information architecture — design the target site structure, navigation, and metadata taxonomy
  5. Migration tool selection — choose SPMT, ShareGate, or custom scripting based on the assessment
  6. Pilot migration — migrate a representative subset and validate content, permissions, and metadata
  7. User acceptance testing — have key stakeholders verify the migrated content before full rollout
  8. Full migration execution — run the production migration with rollback procedures in place
  9. Post-migration validation — verify data integrity, broken links, and permission accuracy
  10. User training and adoption — train staff on the new environment and provide go-live support

Common migration challenges and how we solve them

Permissions complexity. Large organisations often have years of accumulated permissions, broken inheritance, and ad-hoc sharing arrangements. We map the existing permission model, clean it up where needed, and design a simplified structure for the target environment that maintains security without creating an administrative burden.
Custom solutions that won’t move. Farm solutions and sandbox solutions built for on-premise SharePoint do not work in SharePoint Online. We audit every customisation during discovery and provide a clear remediation plan — replacement with native features, rebuild in SPFx, or conversion to Power Platform — before the migration starts.
Content sprawl. It is common for organisations to discover they have far more content than expected, much of it outdated or duplicated. Our discovery phase includes a content health assessment that identifies what should migrate, what should be archived, and what can be safely deleted. This keeps the migration focused and the target environment clean from day one.
User adoption. A technically perfect migration is wasted if people cannot find their content or do not understand the new environment. We provide training sessions for key user groups and work with your internal communications team to make sure people know what is changing, when it is happening, and where to find their content afterwards.

Client results

Scottish Enterprise — Public sector migration with specific requirements around data sovereignty, accessibility standards, and integration with existing government systems.
CalMac Ferries — Migration and intranet delivery for Scotland’s national ferry operator, supporting both office-based and frontline staff across multiple locations.

Frequently asked questions

How long does a SharePoint migration take?

A typical SharePoint migration takes 4–12 weeks depending on the volume of data, number of users, and complexity of customisations. ThinkShare’s structured process — discovery, planning, pilot migration, full migration, and validation — keeps projects on track and reduces risk.

Can we migrate from on-premise SharePoint to SharePoint Online?

Yes. ThinkShare migrates organisations from SharePoint Server 2013, 2016, and 2019 to SharePoint Online, preserving metadata, permissions, and version history. We have completed migrations for organisations across regulated industries including the public sector, legal, and engineering.

What happens to our existing SharePoint customisations during migration?

Custom solutions built on classic SharePoint (farm solutions, sandbox solutions) need to be assessed and rebuilt using modern approaches such as SPFx or Power Platform. ThinkShare audits all customisations during the discovery phase and provides a clear remediation plan before any data moves.

How much does a SharePoint migration cost?

Cost depends on the volume of content, the number of customisations requiring remediation, and the complexity of the migration path. We provide a fixed-price quote after the discovery phase so there are no surprises. Contact us for an initial conversation — there is no charge for the first call.

Will we lose any data during the migration?

No. Our migration process includes automated validation checks after every batch to confirm document counts, metadata integrity, and permission accuracy. We have never lost data on a migration project.

Do we need to shut down our current SharePoint during the migration?

No. We run migrations in parallel, with content syncing from old to new environments. Your teams continue working in the existing environment until the cutover date, at which point we switch to the new environment with minimal downtime — typically a few hours at most.

Efficient Migrations

We utilise advanced migration tools and frameworks to efficiently transfer your content, structure, and metadata. Our approach minimises downtime and ensures data integrity throughout the process.

Modernisation

Migration isn’t just about moving data—it’s about improving user experience. We redesign and optimise your intranet structure, making it intuitive, visually engaging, and aligned with your brand.

Integration

Your new SharePoint intranet will seamlessly integrate with Microsoft 365 apps like Copilot, Teams, OneDrive, and Outlook, enabling real-time collaboration and communication across your organisation.

Security & Compliance

We implement robust security measures, including Microsoft Purview compliance tools, multi-factor authentication, and data loss prevention policies, ensuring your migrated environment meets regulatory standards.

Our Process

At ThinkShare, we bring over 15 years of expertise in delivering successful SharePoint migrations and intranet solutions across diverse industries. Our approach is structured, transparent, and designed to minimise disruption while maximising value.

Discovery

The discovery phase is where we listen to your challenges and understand what issues users are facing. 

We begin with comprehensive workshops to understand your current environment, content structure, and business objectives. This includes:

- Auditing existing intranet and legacy systems
- Identifying critical content and user requirements
- Mapping out compliance and security needs

Design

Next, we create a detailed migration roadmap tailored to your organisation. This covers:

- Migration sequencing and timelines
- Risk mitigation strategies
- Governance and permissions planning

We don’t just migrate—we modernise. Our team develops wireframes and prototypes for your new SharePoint intranet, ensuring:

- Alignment with your brand and UX best practices
- Optimised navigation and content architecture
- Integration with Microsoft 365 tools for a unified experience

 

Build

Using industry-leading tools and automation, we execute the migration with precision:

- Content transfer with metadata preservation
- Validation of permissions and security settings
- Customisation of features to meet your business needs

Before launch, we rigorously test your new intranet for:

- Performance and functionality
- Security compliance
- User acceptance

 

Go Live

This is the best part of the process as we then get to release the new solution to your users. They get an opportunity to get hands on with the new system to ensure it works for you business. We remain heavily involved in this process so we can fix any issues which may arise.

We also offer training on the solution to your own internal staff who then become Product Champions and can troubleshoot any issues internally. This means you are empowered to take ownership of your system and ensure a successful roll-out and adoption across your organisation.

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ThinkShare were a delight to work with and supported us every step of the way with great client service and strong technical expertise.

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“Working with ThinkShare on the creation and implementation of Cobalt Connect was a dream. They were sure to keep us accountable, and helped maintain the timeline of the project.

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We’re still a small company but are keen to improve and streamline our internal communications with a platform that engages every team. We’re so pleased with what ThinkShare helped us to create.

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Our team have been working with Microsoft SharePoint since it’s inception and have worked with every version since. No matter your challenges, requirements or support needs our team are experienced and ready to help.