{"id":275,"date":"2025-12-05T08:51:56","date_gmt":"2025-12-04T22:51:56","guid":{"rendered":"https:\/\/www.evocate.com.au\/blog\/?p=275"},"modified":"2026-01-20T15:22:59","modified_gmt":"2026-01-20T05:22:59","slug":"you-need-to-migrate-off-sharepoint-2016-to-sharepoint-online-heres-your-plan","status":"publish","type":"post","link":"https:\/\/www.evocate.com.au\/blog\/sharepoint\/sharepoint-migration\/you-need-to-migrate-off-sharepoint-2016-to-sharepoint-online-heres-your-plan\/","title":{"rendered":"You need to migrate off SharePoint 2016 to SharePoint Online: here\u2019s your plan"},"content":{"rendered":"SharePoint Server 2016 has reached the end of the road for modern work. Now is the time to move to SharePoint Online to stay secure, compliant, and productive.\n\nIf you\u2019re running on-premises SharePoint, you\u2019re carrying growing security, support, and cost risks. This article outlines a practical path to migrate with confidence.\n\n<img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-282\" src=\"https:\/\/www.evocate.com.au\/blog\/wp-content\/uploads\/2025\/12\/you-need-to-migrate-off-sharepoint-2016-to-sharepoint-online-its-end-of-life.png\" alt=\"Illustrated graphic showing a SharePoint 2016 server icon on the left and a SharePoint Online screen on the right, connected by an arrow, with the headline \u201cMigrate from SharePoint 2016 to SharePoint Online.\u201d\" width=\"1536\" height=\"1024\" srcset=\"https:\/\/www.evocate.com.au\/blog\/wp-content\/uploads\/2025\/12\/you-need-to-migrate-off-sharepoint-2016-to-sharepoint-online-its-end-of-life.png 1536w, https:\/\/www.evocate.com.au\/blog\/wp-content\/uploads\/2025\/12\/you-need-to-migrate-off-sharepoint-2016-to-sharepoint-online-its-end-of-life-300x200.png 300w\" sizes=\"auto, (max-width: 1536px) 100vw, 1536px\" \/>\n\n<h2>Why organisations should move now<\/h2>\nSharePoint 2016 is out of mainstream support and approaching end of extended support. In real terms, that means fewer fixes, rising security exposure, and increasing effort to keep the platform stable. Cloud services like SharePoint Online receive continuous security updates, new features, and tighter integrations across Microsoft 365 (M365).\n<ul>\n \t<li>Reduce risk: Ongoing security patches and built-in resilience.<\/li>\n \t<li>Lower total cost: Retire servers, storage, backups, and upgrade projects.<\/li>\n \t<li>Enable hybrid and remote work: First-class web and mobile experiences.<\/li>\n \t<li>Unlock new capability: Automation, search, Viva connections, and Microsoft Teams integration.<\/li>\n<\/ul>\n<h2>What you gain with SharePoint Online<\/h2>\n<ul>\n \t<li><strong>Security and compliance by design:<\/strong> Conditional Access, multifactor authentication (MFA), and data loss prevention (DLP) via Microsoft Purview.<\/li>\n \t<li><strong>Modern collaboration:<\/strong> Team sites, communication sites, and seamless co-authoring with Office on the web.<\/li>\n \t<li><strong>Automation and insights:<\/strong> Power Automate for workflows and Microsoft Search for better discovery.<\/li>\n \t<li><strong>Integration with Teams:<\/strong> Files, pages, and lists surface directly inside Microsoft Teams.<\/li>\n<\/ul>\n<h2><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-284\" src=\"https:\/\/www.evocate.com.au\/blog\/wp-content\/uploads\/2025\/12\/you-need-to-migrate-off-sharepoint-2016-to-sharepoint-online-its-end-of-life-2.png\" alt=\"Infographic showing a high level overview of migrating from SharePoint 2016 to SharePoint Online. The top left panel shows two laptop icons labeled SharePoint 2016 and SharePoint Online. The top right panel lists four migration steps: assessment, planning, migration, and testing and validation. The bottom left panel compares SharePoint 2016 and SharePoint Online with simple interface illustrations, and the bottom right panel highlights benefits of SharePoint Online including scalability, cost savings, anywhere access, and automatic updates.\" width=\"1024\" height=\"1024\" srcset=\"https:\/\/www.evocate.com.au\/blog\/wp-content\/uploads\/2025\/12\/you-need-to-migrate-off-sharepoint-2016-to-sharepoint-online-its-end-of-life-2.png 1024w, https:\/\/www.evocate.com.au\/blog\/wp-content\/uploads\/2025\/12\/you-need-to-migrate-off-sharepoint-2016-to-sharepoint-online-its-end-of-life-2-300x300.png 300w, https:\/\/www.evocate.com.au\/blog\/wp-content\/uploads\/2025\/12\/you-need-to-migrate-off-sharepoint-2016-to-sharepoint-online-its-end-of-life-2-150x150.png 150w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/h2>\n<h2>Key risks of staying on SharePoint 2016<\/h2>\n<ul>\n \t<li><strong>Security gaps:<\/strong> Lack of new patches and harder antivirus\/EDR coverage.<\/li>\n \t<li><strong>Compatibility issues:<\/strong> Modern browsers and Office apps evolve faster than your server platform.<\/li>\n \t<li><strong>Hidden costs:<\/strong> Hardware refresh, backup, DR, and patching cycles consume budget and staff time.<\/li>\n \t<li><strong>Compliance exposure:<\/strong> Harder to meet Australian privacy and industry obligations without current controls.<\/li>\n<\/ul>\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\">\n  <div class=\"wp-block-embed__wrapper\">\n    <iframe loading=\"lazy\" title=\"Why You Must Migrate from SharePoint 2016 to SharePoint Online #sharepoint\" width=\"1290\" height=\"726\" src=\"https:\/\/www.youtube.com\/embed\/l8ui8DOTWXY?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n  <\/div>\n<\/figure>\n\n\n<h2>A practical migration approach<\/h2>\n<h3>1) Baseline and inventory<\/h3>\nCatalogue site collections, subsites, custom solutions (WSPs), workflows (including SharePoint Designer and InfoPath), content databases, size, and permissions. Identify business-critical areas and any records retention requirements.\n<h3>2) Readiness and design<\/h3>\nDefine your information architecture for the cloud: hub sites, site templates, document libraries, and metadata. Decide how Teams, OneDrive, and SharePoint will work together. Plan security: Azure AD groups, Conditional Access, and sensitivity labels.\n<h3>3) Choose tooling<\/h3>\nUse Microsoft\u2019s SharePoint Migration Tool (SPMT) for standard file and site moves, and consider third-party tools (e.g., ShareGate) for complex permissions, large deltas, or classic customisations. Establish a cutover or phased approach with pilot groups.\n<h3>4) Clean up and modernise<\/h3>\nArchive stale content, remove orphaned users, and decommission unused sites. Replace legacy workflows with Power Automate and review custom web parts that don\u2019t translate to modern sites.\n<h3>5) Migrate, validate, and optimise<\/h3>\nRun test migrations, verify permissions and metadata, then schedule the production move. Communicate freeze windows and provide training. Post-migration, modernise pages, configure search, and enable lifecycle policies.\n<h2>Governance, security, and compliance in the cloud<\/h2>\n<ul>\n \t<li><strong>Access control:<\/strong> Use Azure AD security groups, least-privilege permissions, and review sharing reports.<\/li>\n \t<li><strong>Data protection:<\/strong> Apply sensitivity labels, retention policies, and DLP rules with <a href=\"https:\/\/www.evocate.com.au\/our-services\/MicrosoftPurview\/Melbourne\">Microsoft Purview<\/a>.<\/li>\n \t<li><strong>External sharing:<\/strong> Configure organisation-wide policies and guest access reviews.<\/li>\n \t<li><strong>Backup and recovery:<\/strong> Leverage recycle bins, versioning, and consider third-party backup if your risk profile demands point-in-time recovery by workload.<\/li>\n<\/ul>\n<h2>Licensing and cost considerations<\/h2>\nMost organisations will find needed features within Microsoft 365 Business Premium or Microsoft 365 E3, with E5\/Purview add-ons for advanced compliance. Factor in reduced on-premises infrastructure, maintenance, and backup costs, plus the productivity gains of modern collaboration. If you already licence M365, SharePoint Online may be included\u2014accelerating ROI.\n<h2>Migration timeline guide<\/h2>\n<ul>\n \t<li><strong>2\u20134 weeks:<\/strong> Discovery, design, governance decisions, and pilot.<\/li>\n \t<li><strong>4\u20138 weeks:<\/strong> Iterative migrations by department, training, and change management.<\/li>\n \t<li><strong>1\u20132 weeks:<\/strong> Cutover, validation, and decommission plan.<\/li>\n<\/ul>\nSmaller environments can complete faster; complex customisations, large media libraries, or strict compliance requirements will extend timelines.\n<h2>Common pitfalls to avoid<\/h2>\n<ul>\n \t<li>Migrating everything \u201cas-is\u201d without cleaning up ROT (redundant, outdated, trivial) content.<\/li>\n \t<li>Ignoring permission redesign, leading to oversharing or broken access.<\/li>\n \t<li>Leaving legacy workflows and InfoPath forms unaddressed until after cutover.<\/li>\n \t<li>Skipping change management and training\u2014users need to know what\u2019s changing and why.<\/li>\n<\/ul>\n<h2>How Evocate can help<\/h2>\nEvocate helps Australian companies\u00a0plan and execute smooth, low-risk SharePoint migrations. We combine technical depth with pragmatic change management to keep your business running throughout the move.\n<ul>\n \t<li><a href=\"https:\/\/www.evocate.com.au\/our-services\/SharePoint-Explained\/Melbourne\">SharePoint Online design and migration<\/a>: assessment, information architecture, tooling, and execution.<\/li>\n \t<li><a href=\"https:\/\/www.evocate.com.au\/our-services\/Office365\/Melbourne\">Microsoft 365 enablement<\/a>: Teams, OneDrive, and security baseline.<\/li>\n \t<li><a href=\"https:\/\/www.evocate.com.au\/our-services\/MicrosoftPurview\/Melbourne\">Compliance and governance<\/a>: retention, sensitivity labels, and DLP with Purview.<\/li>\n \t<li><a href=\"https:\/\/www.evocate.com.au\/our-services\/Managed%20Services\/Melbourne\">Managed services<\/a>: monitoring, support, and continual improvement post-migration.<\/li>\n<\/ul>\nReady to start? Reach us via the <a href=\"https:\/\/www.evocate.com.au\/#Contact-Wrapper-section\">contact form<\/a> or email <a href=\"mailto:sales@evocate.com.au\">sales@evocate.com.au<\/a>.\n<h2>FAQ<\/h2>\n<h3><strong>How long does a typical migration take?<\/strong><\/h3>\nMost small environments complete in 6\u201310 weeks, including planning and training. Larger datasets or heavy customisations can extend the timeline. A pilot helps validate estimates.\n<h3><strong>Will our customisations and InfoPath forms work in SharePoint Online?<\/strong><\/h3>\nClassic customisations and InfoPath forms rarely migrate one-to-one. Plan to modernise with SharePoint Framework (SPFx), Power Apps, and Power Automate. Prioritise business-critical solutions first.\n<h3><strong>What about bandwidth and after-hours cutover?<\/strong><\/h3>\nPre-seed data, run incremental (delta) migrations, and schedule final cutover after-hours. Throttle jobs to match available bandwidth and user impact windows.\n<h3><strong>How does SharePoint Online work with Microsoft Teams?<\/strong><\/h3>\nTeams stores files in SharePoint. Use Teams for conversations and meetings, and SharePoint for document management, pages, and lists\u2014designed to work together.\n<h3><strong>Can we keep some content on-premises?<\/strong><\/h3>\nYes. A hybrid approach may suit specific workloads or regulatory needs, but aim to minimise on-premises scope to reduce complexity and cost.\n\nIf you\u2019re weighing timelines or want an assessment of your SharePoint 2016 estate, we\u2019re here to help. Get in touch via the <a href=\"https:\/\/www.evocate.com.au\/#Contact-Wrapper-section\">contact form<\/a> or email <a href=\"mailto:sales@evocate.com.au\">sales@evocate.com.au<\/a>.","protected":false},"excerpt":{"rendered":"<p>SharePoint Server 2016 has reached the end of the road for modern work. Now is the time to move to SharePoint Online to stay secure, compliant, and productive. If you\u2019re running on-premises SharePoint, you\u2019re carrying growing security, support, and cost risks. This article outlines a practical path to migrate with confidence. Why organisations should move [&hellip;]<\/p>\n","protected":false},"author":6,"featured_media":282,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[13,17,21,14,6,65,76],"tags":[48,67,55,66,68,69],"class_list":["post-275","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-agile","category-document-management","category-m365","category-security","category-sharepoint","category-sharepoint-intranet","category-sharepoint-migration","tag-australia","tag-it-strategy","tag-microsoft-365","tag-migration","tag-sharepoint-2016","tag-sharepoint-online"],"blocksy_meta":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.5 (Yoast SEO v27.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>You need to migrate off SharePoint 2016 to SharePoint Online: here\u2019s your plan - Evocate<\/title>\n<meta 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Pty Ltd is an Australian Microsoft Solutions Partner and Managed Service Provider (MSP) specialising in Microsoft 365, Dynamics 365, SharePoint, Power Platform, Microsoft Purview, Microsoft Teams and Microsoft Copilot. We support small businesses, mid-market organisations and enterprise clients to modernise their workplace, strengthen governance, and unlock measurable productivity gains across the Microsoft ecosystem. As a Tier-1 Cloud Solution Provider (CSP), Evocate delivers licensing, migration, implementation and ongoing managed IT services across Australia and APAC. Our expertise includes complex SharePoint migrations, enterprise intranet design and governance, Microsoft 365 security and compliance, Purview data classification and retention frameworks, Dynamics 365 implementations and cross-region tenant migrations, Power BI executive dashboards, and advanced Power Automate integrations. We design, deploy and manage Microsoft Teams environments, including Teams Calling, voice enablement, Direct Routing, Operator Connect and telephony migrations from legacy PBX systems. 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