Monday, March 21, 2016

SharePoint

Manual Migration Methods – O365

Select the Solution
·       Files are hosted in SharePoint 2010 site, need to copy into O365. 4
·       Shared Drive. 4
·       Local Drive / system.. 4

 Migration Methods. 5
·       SharePoint-2010 hosted. 5
·       Shared drive hosted. 6
·       Locally hosted / local system.. 6

 Migration Process and Prerequisite. 7
·       Explorer view - SharePoint 2010 hosted. 7
·       Download and Upload - SharePoint 2010 hosted. 8
·       Take library as template with content - SharePoint 2010 hosted. 8
·       Take library as template without content - SharePoint 2010 hosted. 8
·       Send to - SharePoint 2010 hosted. 8
·       Multiple Upload - Shared drive. 8
·       Explorer view - Shared drive. 8
·       Single Upload - Local files. 8
·       Multiple Upload - Local files. 8
·       Explorer view - Local Files. 8

 Appendices. 9
Send to is not working between SharePoint 2010 and O365 SharePoint, requested Microsoft to resolve



Overview

This document helps the SharePoint users to upload the documents to the O365 online SharePoint. The uploading document could be hosted in SharePoint 2010 or Share drive or documents which kept on local machine.
This document mainly helps the end user to select the appropriate method while they are uploading documents to the O365 SharePoint manually.
It gives a set of solution to choose when the user needs to upload files to upload into O365 SharePoint online.

Select the Solution

Select the solution based on the documents hosted environment

·     Files are hosted in SharePoint 2010 site, need to copy into O365

The files which are staying in the SharePoint 2010 environment, which needs to be moved to O365 library. Below are the possible ways of migrating them manually

·         Shared Drive

Shared drive holds the documents to be hosted in O365, we have the 2 possible ways to upload them onto the SharePoint online, the metadata values are updating in SP based on the files metadata values tagged.

·         Local Drive / system

Either the files which are recently created or the files which are downloaded from the SharePoint and kept in on the local drive. The metadata values are updating while uploading back to SharePoint based on the metadata available with the files and type of file.

 Migration Methods

Below are some possible methods to upload files into O365 manually, based on the environment the files hosted, the file type, number of files, speed.

·         SharePoint-2010 hosted


Files hosted Environment
Possible Manual Migration Methods
When it is best?
Speed
Keeps Metadata
Comments
Office Files
non-Office files
Files which are hosted on SharePoint
Explorer View
 The files count are more than 300.
Normal
Yes
No

Non office files needs to updated with proper metadata once uploading to destination SP
Download and Upload
When the files counts are less than 50 and all the files are tagged with metadata properly, if destination lib and source lib has structure then metadata updates, else only files will be copied. Most of the files are MS office files
Very slow
Yes
No
Take library as template with content
Including content the library size must be less than 50 MB
Very fast
Yes
Have a provision of increasing the limitation of size
Take library as template without content
 The files count is more than 200, and total size of the library exceeds the template limitation.
When the list / library needs to be created in the destination and source library has a more than 25 columns
Fast
Yes
No
Files must be uploaded manually using any of the manual migration methods
Send to
 The files count are less than 20, if same structure then it updates metadata
Slow
Yes
Yes



·         Shared drive hosted         


Files hosted Environment
Possible Manual Migration Methods
When it is best?
Speed
Keeps Metadata
Comments
Office Files
non-Office files
Shared Drive
Multiple Upload
downloaded from SharePoint with the metadata values


Yes
No

Explorer view


Yes
No

Multiple Upload
Fresh items(without metadata values) which are going to be hosted in SP 1st time


No
if it is 1st time without having metadata, we must add metadata manually
Explorer view




·         Locally hosted / local system



Files hosted Environment
Possible Manual Migration Methods
When it is best?
Speed
Keeps Metadata
Comments
Office Files
non-Office files
Local Drive / system
Multiple Upload
downloaded from SharePoint with the metadata values


Yes
No

Explorer view



Multiple Upload
Fresh items(without metadata values) which are going to be hosted in SP 1st time


No
if it is 1st time without having metadata, we must add metadata manually
Explorer view






Migration Process and Prerequisite


·         Common Check lists for the items needs to be migrated manually.
The files intended to be migrated needs to be followed below.
·         The files must be checked in
·         At least once a files must have a checked in.
·         There must not be running instance of WF
·         To maintain a metadata values the destination library must follow the same structure as the source library.
·         There shouldn’t be a folder structure in source library, if so please update the folder structure with the metadata and remove folders.

·         Explorer view - SharePoint 2010 hosted


Below are the set of perquisite needs to be done / check before migrating the content in Explorer view.

Migrating the documents in Explorer view

Please follow the below steps to migrate the document in Explorer view.

1.    Open the source library in browser.
2.    Click on the library tab in ‘Library tools’ area in the ribbon.
3.    Click on the icon called open in Explorer view, in connect and export area.









4.    Repeat the steps 1-3 to open the destination library in explorer.
5.    Once the both library opened in explorer, copy paste the content.
6.    If the file type is MS office then the metadata are copied onto to destination library and non-office files needs to be updated by metadata properly, else the files won’t be checked in only if the columns are mandatory else the files are checked in without metadata.

·         Download and Upload - SharePoint 2010 hosted


Below are the steps to migrate the content with the Downloading and re-uploading back to the SharePoint library.

How to Download the Items to the local system, later we in this document it is mentioned how to upload to SharePoint bulk.

1.    Download the files one after the other manually.
·         Open the library in browser.
·        
Click on down arrow on the item, then Send to then download a copy, you can find the same option in Document tab in the Ribbon section.

·         Please confirm if it asks for saving the location.



2.    Copy paste the items in explorer view.
·         To Copy from SharePoint library to our Local system please follow the steps that are mentioned in Migrating the documents in Explorer view ( 1-3 steps)
·        
Once the items opened in explorer view, copy and paste them in your local folder.

How to upload back to SharePoint.

·         Open the SharePoint library in the browser.
·         Click on ‘Add Document’/’Upload Document’
·         Please select an upload bulk option if there are more than one document.
·         If the files were tagged properly, same structure as source and MS office files then the metadata in the destination library will be updated automatically, else we have to mention them manually.

·         Take library as template with content  - SharePoint 2010 hosted


Please follow the below steps to take library or list as template and recreate in destination site.

To check the size of the list / library please follow the below steps.

1.    Go to the ‘Site Actions’ menu in the left corner of the page.
2.    Click on the Site settings option in the drop down.
3.    Under the ‘Site Collection Administration’ click on ‘Storage Metrics’ and please find the size of list on the page.
4.    You can find the above option once you click on ‘Top level site settings’ page, ignore if you are in top level settings page.
5.    If the size of the list / Library is less than 50 MB then we can take the library as template with content and we can recreate it.

Here are below steps to recreate the Library: 

1.    Open the Document Libraries you want to recreate, to do so go to top left menu click on “Site Actions” and select “View All Site Content” from drop down.
2.    Click on Library tab on top, It will open you ribbon.






3.    Click on Library settings from ribbon.






4.    Click on ‘Save document library as template’.






5.    Give the name for file, Template and Description and click OK.












Step5: You should tick the checkbox for ‘Include Content’.

6.    Upon clicking ‘OK’ template successfully been saved to ‘List Template Gallery’ and click ‘OK’. 







7.    Go to the ‘Site Actions’ menu in the left corner of the page.
8.    Click on the Site settings option in the drop down.
9.    Under the ‘Galleries’ section click on ‘List Templates’.






10.  Select your document Library name which you have mentioned in step5.
11.  Then click on ‘Document’ tab and Select option as ‘Download as a copy’ from ribbon.






12.  Save document locally on your machine and make a note of path.



13.  Now go to your ‘Destination’ site. Go to the ‘Site Actions’ menu in the left corner of the page. Click on the ‘Site Settings’ option in the drop down.
14.  Under the ‘Galleries’ section click on ‘List Templates’. Before doing that make sure you must have Site Collection Admin Access.









15.  Upon clicking ‘List Templates’, here you need to upload your file that you have already saved in step12.








16.  Once you upload your document here then click ‘OK’.










17.  Now, you can give appropriate name for the List Template and click ‘Save’.









18.  Go to the ‘Site Actions’ menu in the left corner of the page. Click on the ‘View all Site Content’ option in the drop down.
19.  Now click on “Create” and recreate your library.



20.  Now you will see a pop Window like below and search for your ‘Document Library’ name and click on ‘Create’.

 













21.  When document gets created included contents will be added directly. You have successfully done with recreation of Document library.



 

 Take library as template without content - SharePoint 2010 hosted

 

1.    Same steps you need to follow, only one step you need to edit is Step-5.
2.    Just unchecked the Include Content Checkbox.














3.    Once the library is recreated with the template, the structure will be there at destination, move the files from the source either one of the methods as explained in this document. 













·         Send to - SharePoint 2010 hosted

·         Multiple Upload - Shared drive

·         Explorer view - Shared drive

·         Single Upload - Local files


1.    On your site, click Site Actions, then View All Site Content and Select any list and library where in you want to upload the document.
2.    Upon clicking on to Document tab it will open a ribbon where in you need to click on Upload Document for single file.











3.    Upon clicking “Upload Document” it will open you a prompt window like below. Browse your file from your machine and click “OK”.
 










4.    Upon clicking ‘OK’, you have to provide Name and title for the document that you are uploading.













5.    Click on ‘Save’ and you have done with task.

·         Multiple Upload - Local files

­­
1.    On your site, click Site Actions, then View All Site Content and Select any list and library where in you want to upload the document.
2.    Upon clicking on to Document tab it will open a ribbon where in you need to click on ‘Upload Multiple Documents’ to upload multiple files at a time.












3.    Upon clicking ‘Upload Multiple Documents’ you will see below screen. Wherein you find two option one is ‘Drag Drop files’ and second one ‘Browse for files instead’.














4.    After Clicking on “Ok” wait for few second for processing.
5.    You will see the status of each file and below screen should be appeared and Click on “Done”. And you have done with uploading multiple files.  





















·         Explorer view - Local Files


1.    On your site, click Site Actions, then View All Site Content and Select any list and library where in you want to upload the document.
2.     Click the Library tab on the ribbon, and then click the Open with Explorer icon in the Connect & Export group. 




3.    Upon clicking on ‘Open with Explorer’ opens the Windows Explorer window, select the files you want to move or copy.
4.    To select multiple contiguous files, press and hold the SHIFT key, and then drag the mouse pointer through the set of files you want. To select multiple discontinuous files, Press and hold the CTRL key, and then click the files you want.
5.    Do one of the following:
·         Move: Right-click one of the selected files, and then click Cut on the shortcut menu.
·         Copy: Right-click one of the selected files, and then click Copy on the shortcut menu.
6.    In the Windows Explorer window, right-click in a blank area, and then click Paste on the shortcut menu.

NOTE: If the destination library contains folders, then those folders are visible, and you can open those folders and paste the files into a specific folder.








7.    Optionally, close the Windows Explorer window.
8.    Refresh your browser window (Press F5) to see the files in the library.

Appendices

Appendix 1: Send to is not working between SharePoint 2010 and O365 SharePoint, requested Microsoft to resolve

What was the issue?
Tried sending file from SP2010 to Office 365 SP (vice versa as well) with “send to / copy to another location”, I am getting an error saying “Unable to reach destination server”.
RESOLUTION:
This issue is not solved completely. Configure Send to Connections requires the same build of SharePoint. The mixture is not possible. MSFT does not support content migration.  It's confirmed we will support migration at some point in the future, likely when the PowerShell commands are released for new API https://technet.microsoft.com/en-us/library/mt203923.aspx after the Public Preview Program. 

Solution

Using one of these 3rd party tools for their migration - ShareGate, Metalogix, MetaVis, AvePoint, and the customer needs to open a support ticket with the 3rd party.  The PG has been working with each of these vendors through back channels using the latest Microsoft Migration API.  PG has provided each of these vendors detailed information and worked with them with their migration products.  Meaning, these vendors have information our PG hasn't released internally.  As of this time, 7/1/2015, the PG has informed us that only AvePoint's migration tool isn't using the new Migration API, but their product will be released (expected) in 7/2015 that uses the new API.


Each of these 4 vendors have the best information for migration scenarios and how to configure their tools to migrate content to SPO.  Here is some general information that PG has shared regarding these 3rd party tools, our current Migration API, and migration capabilities.


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