In case your group remains to be utilizing SharePoint Server 2013, 2016, and even 2019, now could be the time to behave. Microsoft has formally ended assist for SharePoint 2013 as of April 11, 2023, and assist for SharePoint 2016 and 2019 will finish on July 14, 2026. Which means no extra safety updates, no new options, and no official assist from Microsoft if one thing breaks. 

In the meantime, lots of your friends have already made the leap to the cloud. Over 400,000 organizations use SharePoint globally (together with about 80% of Fortune 500 corporations), and a majority of deployments at the moment are on SharePoint On-line as a part of Microsoft 365.  

Let’s speak about why shifting to SharePoint On-line is sensible, what might go fallacious when you don’t, and plan for a profitable migration (particularly in case you have customized options or advanced setups). 

Why transfer to SharePoint On-line? 

Transferring to SharePoint On-line brings a ton of advantages for your online business. Right here’s what you get by switching to the Microsoft 365 cloud model of SharePoint: 

1. Automated updates  

Now you don’t must spend weekends on patching servers or performing tedious upgrades. SharePoint On-line is repeatedly up to date by Microsoft, so that you all the time have the most recent options and safety patches with none effort.  

2. Constructed-in safety and compliance 

MS 365 supplies enterprise-grade safety out of the field, together with encryption at relaxation and in transit, sturdy entry controls, and compliance certifications to satisfy trade rules.  

In SharePoint On-line, Microsoft handles the important safety updates for you. You additionally get superior compliance instruments like eDiscovery, retention insurance policies, and audit logs that may be pricey to implement on premises. 

3. Entry from wherever  

As a result of SharePoint On-line is cloud-based, your groups can work from wherever, on any system, with simply an web connection. Whether or not workers are within the workplace, at house, or on the street, they’ll simply entry paperwork and intranet websites via an internet browser or cell app. This wherever and anytime entry is good for distant and hybrid work, guaranteeing folks keep productive and related wherever they’re. 

3. Energy platform integration 

SharePoint On-line performs properly with Microsoft’s Energy Platform, which implies you possibly can automate duties and construct customized apps extra simply. For instance, a enterprise consumer might create a workflow in Energy Automate to route a doc for approval or construct a easy kind in Energy Apps to switch an previous InfoPath kind, with out writing code. Your SharePoint information also can feed straight into Power BI for wealthy dashboards and stories. These integrations allow you to streamline processes and get extra worth out of your information. 

4. Microsoft Groups integration 

SharePoint On-line and Microsoft Groups are a dynamic duo for collaboration. Each Groups channel has a SharePoint web site behind it for file storage, so while you migrate on-line, you open seamless collaboration by way of Groups. Customers will have the ability to share and co-author Phrase, Excel, or PowerPoint recordsdata in actual time proper inside Groups, with the Information tab pointing to SharePoint within the background. You’ll be able to even floor SharePoint pages or lists as tabs in Groups.  

The top result’s a related digital office that matches how trendy groups truly work, with chat, conferences, and paperwork all woven collectively. 

What occurs when you don’t migrate? 

In case your group continues utilizing SharePoint server, you’ll face some dangers. 

1. Safety vulnerabilities  

With out common Microsoft security and compliance updates, older SharePoint servers develop into more and more susceptible to exploits and malware. Any new safety flaw found after assist ends won’t be mounted on SharePoint 2013/2016/2019. This leaves your content material in danger.  

After Microsoft stopped supporting SharePoint 2013, companies utilizing it turned extra prone to face safety issues. With out updates, it’s dangerous to maintain operating as a result of new points can’t be mounted. 

2. Greater IT prices 

Sustaining growing older on-premises infrastructure can get costly. You must spend extra on holding previous servers alive, powering and cooling them, and presumably paying for assist from third-party distributors if one thing breaks. It’s like holding an previous automobile on the street – the upkeep prices solely go up.  

3. Compatibility points 

Trendy instruments and file codecs might not play properly together with your legacy SharePoint. For instance, the most recent Workplace paperwork or integrations with different cloud companies won’t be absolutely supported on older SharePoint variations. You would possibly encounter bizarre file errors or be unable to make use of newer Workplace 365 options.  

4. Slower collaboration 

In in the present day’s world of distant and hybrid work, an on-prem SharePoint can sluggish your groups down. Legacy SharePoint was usually tied to VPN entry or clunky cell experiences. Staff working from house or completely different workplaces would possibly battle with latency or just not have the ability to simply entry what they want. Collaboration suffers when folks can’t get to the intranet or shared recordsdata on the go. 

5. No new options 

Maybe the most important long-term value of not migrating is missed alternative. Microsoft is regularly rolling out new options and enhancements in Microsoft 365 – from the Energy Platform to Microsoft Viva modules to AI-powered search and the upcoming Copilot AI assistants. None of those improvements will ever come to SharePoint Server 2016 or 2019. You’ll be caught with 2010-era performance whereas opponents (or forward-thinking groups in your individual firm) reap the benefits of trendy tech.  

As an illustration, Microsoft has introduced the retirement of legacy instruments like SharePoint 2013 workflows and InfoPath Varieties by 2026, changing them with cloud-first options. Staying on the previous platform means you gained’t have the ability to use these new options and will even lose important performance when previous companies shut down. 

What to contemplate earlier than you migrate to SharePoint On-line

A migration to SharePoint Online isn’t nearly shifting recordsdata from one place to a different. It’s a possibility to wash up, modernize, and redesign how your groups truly use SharePoint. Taking the time to plan earlier than you begin will save complications later. 

1. Stock your content material 

Begin by determining what you’ve gotten. Which paperwork and websites are nonetheless used every day, and which of them are outdated or duplicates? That is the proper probability to archive previous tasks, delete litter, and ensure solely helpful content material is moved. A lighter, cleaner SharePoint means sooner migration and a greater expertise for customers afterward. 

2. Perceive customized options 

In case you’ve constructed customized net components, workflows, or integrations (particularly with InfoPath, Designer workflows, or third-party add-ons), you’ll want to guage: 

• Can they be rebuilt utilizing Energy Apps or Energy Automate? 
• Do they should be rewritten utilizing SPFx (SharePoint Framework)? 
• Are they nonetheless mandatory? 

3. Plan for Permissions 

Permissions in previous SharePoint programs can get messy over time. Some folders, libraries, and even single recordsdata might have particular entry guidelines. Earlier than shifting to SharePoint On-line, it’s essential to examine who has entry to what. Then, match these settings to Microsoft 365’s easier and extra sharing-friendly mannequin. Cleansing this up will make issues clearer for everybody and cut back safety dangers. 

4. Rethink your data structure 

Ten years in the past, SharePoint websites had been usually constructed to reflect an org chart. That construction won’t make sense anymore. Use the migration to restructure libraries, metadata, and navigation so that they match how your folks work in the present day. Trendy SharePoint helps hub websites, metadata tagging, and higher search, so you possibly can set up content material in a manner that’s simpler to search out and use. 

What to contemplate after migration 

When you’re on SharePoint On-line, the work shouldn’t be over, however the payoff begins. 

1. Practice your customers: Assist folks perceive the brand new setting, particularly in the event that they’re used to older SharePoint variations. Give attention to Groups, doc collaboration, and sharing. 
2. Modernize your workflows: Exchange legacy workflows with Energy Automate flows and rebuild professional apps with Power Apps, no coding required. 
3. Monitor and optimize: Use Microsoft 365’s built-in reporting instruments and audit logs to watch utilization, safety, and adoption. 

Customized options? No downside 

One concern many organizations have is: “We’ve closely custom-made our SharePoint – will all that customized performance be misplaced within the cloud?” The reply is that you would be able to carry your customized options alongside, however you’ll probably rebuild them utilizing trendy approaches.  

The excellent news is that SharePoint On-line provides you the pliability to construct highly effective options, simply with out the previous server-side code mannequin. 

Listed below are a number of methods to deal with frequent customizations in SharePoint On-line: 

• SPFx (SharePoint framework) for client-side customizations 
• Energy platform for kinds and automation 
• Azure gunctions or APIs for backend logic 

Trendy SharePoint provides you the pliability to construct highly effective options with out the constraints of server-side code. 

Prepared to maneuver? 

Migrating to SharePoint On-line is an enormous undertaking, however you don’t need to determine all of it out alone. Over time, we’ve helped companies of all sizes and make this transition efficiently. Whether or not you’re planning a phased migration (web site by web site or division by division) or a full cutover, having specialists by your facet can save your time and assist you keep away from errors. 

At Xavor, we focus on SharePoint and Microsoft 365 migrations and might information you each step of the best way. We’ll work with you to: 

• Assess their present SharePoint setting 
• Migrate content material with minimal downtime 
• Rebuild legacy apps utilizing the Energy Platform 
• Practice customers and optimize adoption 

In case you want full migration help or simply professional recommendation on technique, our crew is right here that will help you succeed. We’ve been working with Microsoft applied sciences for many years and convey that have to make sure your SharePoint On-line journey is easy and future-proof. 

Let’s speak 

The clock is ticking towards the top of assist in 2026. Begin planning now to keep away from disruption later. 

Want a free migration evaluation or need to speak technique? 

Contact us in the present day at [email protected]—we’re glad to assist.