What We'll Do
This phase has two parts. First, we move all shared company files (~400GB) from the on-premises file server to SharePoint Online, where they are accessible from any browser or synced to the desktop through OneDrive. Second, we configure OneDrive for Business for each user so their personal files (Desktop, Documents, Pictures) automatically back up to the cloud.
When this phase is complete, no one will need the file server. All company and personal files will live in Microsoft's cloud — backed up, versioned, and accessible from anywhere.
SharePoint Online — Company Files
SharePoint Online replaces the current file server shares. We will create document libraries that mirror the existing folder structure, so the transition feels familiar. Staff will access files the same way they do today — through File Explorer on their desktop — but the files will be stored securely in the cloud instead of on a local server.
For technical details on the migration tool, see: SharePoint Migration Tool (SPMT)
Planned Structure
| Current Location | New Location | Estimated Size |
|---|---|---|
| \\bwfile\company | SharePoint: "Company" library | ~400GB |
| \\bwfile\address | SharePoint: "Address" library | TBD |
| Personal user files | OneDrive for Business (1TB/user) | Varies |
Migration Checklist
- Create SharePoint team site: "Boardwalk Real Estate"
- Create document libraries mirroring current file share structure
- Set SharePoint permissions matching current access controls
- Migrate data using SharePoint Migration Tool (SPMT)
- Validate file integrity (spot-check critical folders)
- Create "Add shortcut to OneDrive" for key libraries (familiar folder view in File Explorer)
OneDrive for Business — Personal Files
Each user gets 1TB of personal cloud storage through OneDrive for Business. By enabling OneDrive Backup (formerly Known Folder Move), each person's Desktop, Documents, and Pictures folders sync to OneDrive. This means their files are continuously backed up to the cloud and accessible from any device.
For details on OneDrive backup, see: Redirect Known Folders to OneDrive
- Each user enables OneDrive backup manually: OneDrive Settings → Sync and backup → Manage backup → turn on Desktop, Documents, Pictures
- Step-by-step instructions provided in the self-service setup guide (Phase 5)
- 1TB per user (more than sufficient for personal files)
In v1.0, Known Folder Move was pushed automatically via Intune. In v2.0, each user enables it manually — a 30-second step in OneDrive settings. The self-service setup guide includes screenshots. We will also create a "Getting Started" page in SharePoint with all setup links in one place.
File migration runs in the background and does not disrupt daily work. At approximately 5GB per hour, the full 400GB transfer takes roughly 3–4 business days. Users continue working with the existing file server during the transfer. Once we have validated that all files copied correctly, we redirect access to SharePoint.
What Changes for Users
- Shared files appear in File Explorer through OneDrive sync — just like a mapped drive
- "Add shortcut to OneDrive" makes key SharePoint libraries appear alongside local folders
- Access from anywhere — files are available from any device with an internet connection
- Version history is automatic — accidental deletions or overwrites can be recovered with a few clicks
QuickBooks company files currently on the H: drive are handled separately in Phase 4. They will not be moved to SharePoint, as QuickBooks requires specific hosting arrangements for multi-user access and data integrity.