If you’re paying for Microsoft 365 and still running Dropbox, you’re likely doubling up on cost and complexity, without gaining capability.
Consolidating files into OneDrive, SharePoint and Teams improves security, compliance and user experience, and it positions your organisation for AI and Copilot. Here’s how to decide and where to start.
Why organisations should consolidate to Microsoft 365
Reduce cost and tool sprawl
Microsoft 365 already includes enterprise-grade file storage and collaboration. Removing a separate file-sharing subscription cuts licence spend, admin overheads and duplicated support. You also avoid paying twice for features like version history, eDiscovery and external sharing.
Strengthen security with one identity
With Microsoft 365, security is anchored to Microsoft Entra ID (formerly Azure AD), so Conditional Access, multifactor authentication and device compliance policies apply consistently. Add data loss prevention (DLP), sensitivity labels and detailed audit logs to control how data is used and shared.
Meet compliance and data residency needs
Microsoft Purview provides retention, records management and eDiscovery across email, Teams and files. Keeping content inside Microsoft 365 simplifies regulatory reporting and helps meet Australian data residency requirements. Sensitivity labels can automatically classify and protect content across apps.
Learn more about sensitivity labels in Microsoft 365.
Better user experience where work happens
Users co-author Word, Excel and PowerPoint in real time, right inside Teams or the browser. OneDrive offers reliable desktop sync and Files On-Demand. SharePoint gives structured document libraries, metadata and approvals. It’s all connected to the same search, sharing and permissions model.
See the OneDrive and SharePoint overview for a high-level look at capabilities.
Set your data up for Copilot
Microsoft 365 Copilot respects your permissions and surfaces insights from your approved content sources. Consolidating files in OneDrive and SharePoint ensures the right signals, security and context are in place when you’re ready for AI.
Common concerns, straight answers
“Dropbox is simpler and staff like it”
Modern OneDrive and SharePoint are far more intuitive than they used to be. With a clear information architecture, sensible sharing defaults and light training, most teams move quickly and appreciate having files right inside Teams meetings and channels.
“We share files with many external partners”
Microsoft 365 supports secure guest access, time-limited links, domain allow/block lists and approval workflows. You keep visibility over who can access what, without emailing attachments or creating unmanaged copies.
“Migration sounds risky and disruptive”
With the right plan, it doesnt have to be. We use discovery and staging to move high-value areas first, preserve permissions and version history, and communicate changes before cutover. We also archive low-value or redundant content to reduce noise.
“Will storage limits or sync be a problem?”
For most organisations, Microsoft 365 storage allocations are ample, and the OneDrive sync client is proven at scale. When needed, SharePoint can handle very large libraries, and retention policies keep space under control without losing records.
A practical migration path
- Discover and rationalise. Inventory users, shares, folders, permissions and data types. Identify duplicates, ROT (redundant, obsolete, trivial) data and any shadow IT.
- Design the target. Map content to SharePoint sites and Teams, aligning to business units and processes. Define hub sites, document libraries, metadata and sharing boundaries.
- Set the security model. Use Entra ID groups for access, apply sensitivity labels and DLP, and decide external sharing rules by site. Plan Conditional Access for remote and mobile use.
- Pilot and refine. Run a focused pilot with champions. Validate migration tooling, sync, permissions, and change communications. Adjust IA (information architecture) before scaling.
- Migrate in waves. Use Microsoft-native tools (e.g., SharePoint Migration Manager) or approved third-party tools where needed. Preserve timestamps, versions and sharing where appropriate.
- Cut over and decommission. Switch ownership to Microsoft 365, update links and automations, and sunset Dropbox groups and billing. Put redirects and short-term dual access in place if required.
- Optimise and enable Copilot. Finalise lifecycle policies, build templates, and prepare content signals for Copilot. Provide bite-sized training and update your joiner/mover/leaver process.
How Evocate can help
- Assessment and strategy: We benchmark your current environment and build a pragmatic roadmap. See our Microsoft 365 services.
- SharePoint and Teams architecture: We design sites, libraries and Teams channels that reflect how you work. Explore our SharePoint and Teams services.
- Security and compliance: Implement Microsoft Purview retention, sensitivity labels and DLP to protect content without slowing users. Learn about our Purview capability.
- Managed support and optimisation: Ongoing updates, governance and automation improvements via Managed Services.
- Copilot readiness and adoption: Align information architecture and permissions for useful AI outcomes. See our Copilot services.
Ready to reduce spend and risk while improving collaboration? Contact us or email sales@evocate.com.au. You can also follow us on X, Facebook, Instagram and YouTube.
FAQ
Do we have to move everything at once?
No. A phased approach reduces risk. Start with a department or project area, validate the experience, then scale to the rest of the business.
Will users lose their file links and shares?
With careful planning, we preserve structure and provide redirects where possible. We communicate new locations and use site/shortcut mapping to minimise disruption.
How do we control external sharing after the move?
We configure sharing at tenant, site and file levels, align it to your risk appetite, and use approval workflows and domain allow-lists to manage guests.
What about backup and recovery?
Microsoft 365 offers versioning and recycle bins. Many organisations also choose a third-party backup for added resilience. We will recommend an approach that matches your risk profile.
Is this the right step for regulated industries?
Yes, the Microsoft 365 security and compliance stack, including Purview, supports Australian regulatory requirements. Consolidation makes audits and reporting simpler.
If you’re ready to simplify your stack and stop paying twice, let’s talk. Reach us via our contact form or email sales@evocate.com.au.
