6 min readStep-by-Step SharePoint Site Migration Checklist for IT Admins

Overview

Migrating SharePoint sites—whether from on-premises to SharePoint Online, between site collections, or across Office 365 tenants – can feel overwhelming without a clear plan. A well-defined migration checklist helps avoid data loss, broken links, permission chaos, and post-migration user resistance.

Here’s your quick one-page SharePoint Online Site Migration Checklist which we would elaborate further in this BLOG as a step-by-step SharePoint Site Migration Checklist to ensure a seamless and successful migration between M365 environments.

Stage	Key Tasks
Assess	Inventory, IA review, Permissions Audit
Clean	Remove ROT, old versions, unused workflows
Plan	Choose strategy & migration tool
Test	Perform Pilot migration and validate results
Migrate	Execute in phases, monitor logs
Validate	Check content, permissions, workflows
Adopt	Train users & communicate changes
Govern	Establish policies and aim continuous improvement

1. Pre-Migration Assessment

Before initiating any Office 365 cross-tenant SharePoint migration, invest time in understanding your current SharePoint environment to ensure that the SharePoint Online migration is well-planned, accurate, and successful — without unexpected failures or unnecessary content being moved.

Use this handy checklist to confirm you’re moving in the right direction.

• Perform full inventory of SharePoint site collections, subsites, lists, libraries, and pages
• Identify custom web parts, scripts, apps, and branding
• Document storage size and version history requirements
• Evaluate Information Architecture (IA): metadata, content types, taxonomy
• Audit permissions, sharing settings, and orphan users
• Identify ROT content (Redundant, Obsolete, Trivial)
• Finalize what to migrate vs archive or redesign

2. Content Cleanup & Optimization

Now that you’ve analysed and categorized your content, clear out what’s not needed to make your migration faster and cleaner.

• Remove unused SharePoint document libraries, lists, and content
• Delete outdated document versions
• Reorganize folder structures into metadata (if needed)
• Retire customizations unsupported in SharePoint Online
• Fix broken links and missing dependencies
• Apply retention labels or archive policies
• Standardize naming conventions and document templates

3. Select Migration Strategy & Tools

Based on environment complexity, choose the right approach:

• Choose Migration Type: Lift & Shift / Rebuild & Modernize / Hybrid
• Select SharePoint online data migration tool that aligns with your requirements and supports all necessary workloads. Apps4.Pro Migration Manager is a strong option, delivering seamless SharePoint Online tenant to tenant migration of all components backed with around-the-clock support.
• Plan timeline and schedule cutover (off-peak hours recommended)
• Define phased migration approach (department-wise)
• Ensure licensing and capacity readiness in destination environment
• Confirm backup and rollback plan availability
• Map permissions, metadata, and workflows for migration
• Plan for governance and site provisioning model post-migration

4. Pre-Migration Testing

Before moving full sites, run pilot migrations.

• Run pilot migration on a representative site
• Validate document counts, metadata, and version history
• Test permissions mapping and external access
• Check navigation, search functionality, and page layouts
• Validate connected experiences: Teams, OneDrive, Power Apps
• Document errors, mitigation steps, and support contacts
• Communicate pilot feedback outcome to stakeholders

5. Execute Migration

• Freeze or control content changes during migration wave
• Migrate in phases with progress tracking dashboards
• Monitor migration reports for errors or throttling alerts
• Maintain real-time communication with impacted users
• Ensure URL paths follow governance standards
• Validate site provisioning and security alignment

6. Post-Migration Validation

• Verify all SharePoint site content migrated successfully (counts & hierarchy match)
• Confirm metadata, permissions, version history preserved
• Validate workflows, Power Automate flows
• Test search indexing, web parts, and navigation links
• Resolve broken images, custom scripts, and anchors
• Confirm Teams/OneDrive linking for modern collaboration
• Capture lessons learned for future waves

7. User Adoption & Change Management

• Provide training on modern SharePoint Online features
• Publish “What’s New / What’s Changed” documentation
• Enable site owners and champion’s network
• Share governance guidelines for permissions and provisioning
• Offer support channels post-go-live
• Track adoption analytics and user feedback

8. Governance & Continuous Improvement

• Define site lifecycle management (create, review, archive, delete)
• Establish periodic content audits and health checks
• Apply compliance, retention, and security policies
• Maintain structured permission model (least-privilege access)
• Standardize templates for future site creation
• Monitor usage to continually improve IA and content

9. Final Thoughts

A SharePoint to SharePoint Migration shouldn’t be a copy-paste exercise—it’s the perfect opportunity to modernize your digital workplace. With the right planning and a detailed SharePoint Migration checklist, you can ensure a streamlined transition with minimal disruption and maximum user value.

Frequently Asked Questions