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SharePoint Migration Tool (SPMT): Complete Guide

 

Let’s be honest for a second: moving your company’s data is a lot like moving houses.
 
You start off optimistic. You buy some nice new boxes (or in this case, cloud storage). But then you open that one closet you haven’t looked in for five years, and suddenly you’re staring at a mountain of old files, duplicates, and things you didn’t even know you owned. Panic sets in. How are you going to move all of this safely without breaking anything?
 
If you are transitioning your business data to Microsoft 365, you are going to need a moving van. Enter the SharePoint migration tool.
 
At NetMonkeys, we’ve helped countless businesses, schools, and organizations make this exact move. We know the pitfalls, we know the shortcuts, and we know exactly how to use the tools Microsoft provides to get your data from Point A to Point B without the headache.
In this massive, comprehensive guide, we are going to break down everything you need to know about the microsoft sharepoint migration tool. We’ll cover how to download it, how to use it, what it can’t do, and how to plan a migration so smooth your team won’t even know it happened.
Grab a coffee. Let’s dive in.

Chapter 1: What is the SharePoint Migration Tool (SPMT)?

Before we get into the technical weeds, let’s define what we are talking about in plain English.
The sharepoint migration tool (spmt) is a free piece of software developed by Microsoft. Its sole purpose in life is to take your files, folders, and data from wherever they currently live, and securely copy them over to SharePoint Online, OneDrive, or Microsoft Teams.
Think of it as a digital conveyor belt. You tell it where your old data is, you tell it where in the cloud you want it to go, and it does the heavy lifting of carrying those files across the internet.

Why Does This Matter?

In the old days, moving data meant IT guys staying up until 3:00 AM on a Saturday, manually copying and pasting files from an old server, praying the connection didn’t drop. If a file was corrupted, the whole process might crash.
As a dedicated sharepoint data migration tool, the SPMT handles the complex stuff for you. It checks file types, handles permissions, and provides reports if something goes wrong.
 

Chapter 2: The NetMonkeys Pre-Migration Checklist (Don’t Skip This!)

If there is one thing our years of experience have taught us, it’s this: A successful migration is 80% planning and 20% execution.
If you just download the tool and start firing data into the cloud, you are going to end up with a mess. A fast mess, but a mess nonetheless. Before you even search for a sharepoint migration tool download link, you need to get your house in order.
 

an abstract image of a city made up of lines

 
Here is the exact checklist our experts use when we provide expert Microsoft SharePoint consultancy services in London and across the UK.

1. The Great Data Purge

Do not pay to migrate trash. Over the years, your business has likely accumulated gigabytes of redundant, obsolete, or trivial data (IT folks call this “ROT”).
  • Action Step: Have department heads review their current file shares. Delete old drafts, duplicate folders, and files from 2014 that no one has opened in a decade.

2. Map Your Permissions

When you move a file to SharePoint, who is allowed to see it? The SPMT can carry over permissions from your old servers, but you need to ask yourself: Are those old permissions still accurate?
  • Action Step: Document who needs access to what. Human Resources data needs tight security; marketing assets might need to be visible to the whole company.

3. Design Your New SharePoint Architecture

SharePoint isn’t just a giant digital dumping ground. It is organised into “Sites,” “Libraries,” and “Lists.”

4. Communication is Key

People hate change. If they log in on Monday and their files have moved, they will panic.
  • Action Step: Send clear, simple emails to your team weeks in advance. Let them know what is happening, when it’s happening, and how their daily workflow will improve.

Chapter 3: Getting Started: The SharePoint Migration Tool Download

Okay, you’ve cleaned up your data and planned your new site. Now it’s time to get the tool.

Where to Find It

Because this is a Microsoft product, you want to make sure you are getting it directly from the source.
  1. Navigate to the official Microsoft download center or search within your Microsoft 365 Admin Center.
  2. Look for the sharepoint migration tool download button.
  3. Microsoft offers a few versions (including a Public Preview for testing new features), but for 99% of businesses, the General Availability (GA) release is what you want.
Image: Always ensure you are downloading the SPMT from official Microsoft sources to guarantee security and the latest features.

Installation Steps

Installing the tool is refreshingly simple.
  1. Run the .exe file you downloaded.
  2. Follow the on-screen prompts.
  3. Important Note: You will need to sign in to the tool using your Microsoft 365 Global Admin or SharePoint Admin credentials. The tool needs this high-level access so it can write data into your cloud environment.
NetMonkeys Pro Tip: Install the tool on a machine that has a fast, wired (ethernet) connection to the internet, and sits close to the data you are migrating. Don’t run a massive migration over the office Wi-Fi on an old laptop!

Chapter 4: Handling Different Migration Scenarios

Every business is different. Where is your data coming from? The beauty of the SPMT is its versatility. Let’s look at the most common scenarios we see at NetMonkeys.

Scenario A: Local File Shares to SharePoint

This is the classic scenario. You have an old physical server sitting in a closet buzzing away, and a shared “S: Drive” mapped to everyone’s computer.
  • How it works: The SPMT connects to your local file share, reads the folder structure, and recreates that exact structure inside a SharePoint Document Library.

Scenario B: Box to SharePoint Migration Tool

Many companies started their cloud journey with third-party providers like Box, but later realized that paying for Box and Microsoft 365 (which includes SharePoint) is paying twice for the same thing.
  • How it works: Microsoft has recently beefed up its capabilities here. Using the SPMT (or the Migration Manager in the 365 Admin Center), you can treat it as a box to sharepoint migration tool. You authenticate your Box account, authenticate your Microsoft 365 account, map your users (so John’s Box files go to John’s OneDrive), and let it run.

Scenario C: SharePoint to SharePoint Migration Tool

Wait, why would you migrate from SharePoint to SharePoint?
This happens all the time! Perhaps you are on an older, “on-premises” version of SharePoint (like SharePoint Server 2013 or 2016) and you are finally moving to SharePoint Online in the cloud. Or, maybe your company just acquired another company, and you need to merge their SharePoint “Tenant” into your SharePoint “Tenant.”
  • How it works: When acting as a sharepoint to sharepoint migration tool, the software is incredibly intelligent. It understands the native architecture. It doesn’t just move files; it can move SharePoint lists, web parts, and specific site structures, ensuring that the complex web of links you built in the old system doesn’t break in the new one.

Chapter 5: Step-by-Step: Running Your First Migration Job

Let’s walk through what it actually looks like to use the tool. We always recommend running a “Pilot” migration first—moving a small, non-critical batch of files to test the waters.
Step 1: Open the SPMT and Start a New Job
Click “Start your first migration.”
Step 2: Choose Your Source
The tool will ask: Where is your data? You can select File Share, SharePoint Server, or a JSON/CSV file for bulk migrations. (If you are moving hundreds of different folders to hundreds of different sites, we at NetMonkeys use CSV files to automate the mapping).
Step 3: Choose Your Destination
Where is it going? You will enter the exact URL of the SharePoint site or Microsoft Teams channel where you want the data to land.
Step 4: Configure the Settings (The Secret Sauce)
This is where the magic happens. The tool gives you a settings gear icon. Here you can dictate:
  • Version History: Do you want to bring over every old version of a document, or just the most recent one? (Only bringing the newest version saves massive amounts of time and storage).
  • Date Filters: Tell the tool, “Only migrate files that have been modified in the last 2 years.” (An automatic way to leave junk behind!).
  • User Mapping: Ensuring that “JSmith” on the old server maps to “[email protected]” in the cloud.
Step 5: Click Run and Monitor
Once you hit run, you will see a progress bar. The tool provides real-time analytics.
Image: Keep a close eye on the dashboard. The SPMT provides color-coded reports so you know exactly what has successfully transferred.

Chapter 6: Let’s Be Honest: SharePoint Migration Tool Limitations

At NetMonkeys, we pride ourselves on transparency. To earn your trust, we can’t just tell you the good stuff. We have to talk about the bad stuff, too.
While the SPMT is a fantastic, free utility, it is not a magic wand. There are notable sharepoint migration tool limitations that you must be aware of before you begin. Ignoring these can lead to failed migrations and lost data.

1. It Doesn’t Fix Bad Architecture

If your old file server is a chaotic mess of folders nested 15 layers deep with no logical naming convention, the SPMT will simply recreate that exact same chaotic mess in the cloud. It moves data; it doesn’t organize it.

2. The Dreaded URL Length Limit

SharePoint Online has a strict limit on how long a file’s “path” (the URL) can be (currently around 400 characters). If you have folders inside folders inside folders, the file path becomes incredibly long.
Example: Company/Departments/HR/2019/Benefits/Healthcare/Forms/Signups/JohnSmith_Application_Final_V2.pdf
If that path exceeds the limit, the SPMT will fail to migrate the file. You have to shorten file names and flatten your folder structures before you migrate.

3. Blocked File Types and Characters

You cannot use certain special characters in SharePoint file names (like ~ " # % & * : < > ? / \ { | }). The SPMT will flag these and refuse to move them until you rename them.

4. Limited Third-Party Support

While Microsoft is improving, if you are trying to migrate highly complex data from Google Workspace, Dropbox, or a heavily customized legacy intranet, the native SPMT might struggle. In these cases, we often step in using premium third-party enterprise tools (like ShareGate or AvePoint) to get the job done.

5. It Requires Technical Babysitting

Migrations rarely go 100% smoothly on the first try. Files get locked, network connections hiccup, and errors occur. You need someone who knows how to read the complex error logs the SPMT spits out, figure out why a file failed, and fix it.
If reading these limitations makes your heart beat a little faster, don’t worry. This is exactly why businesses hire consultants. You don’t have to do this alone.

Chapter 7: Industry Spotlight – Migrating Data for the Education Sector

While businesses have their challenges, migrating data for educational institutions is a completely different ballgame.
Schools, colleges, and trusts have unique data profiles. You aren’t just moving financial spreadsheets; you are moving sensitive student records, safeguarding documents, vast libraries of teaching resources, and alumni data. Security, compliance, and minimizing downtime are critical.
Furthermore, schools operate on strict academic calendars. A migration cannot disrupt term time. You have the summer holidays, half-terms, or weekends to get massive amounts of data moved seamlessly.
If you are an educational institution looking at the SPMT, you need a highly tailored approach. We have built specific frameworks to handle this. We highly recommend exploring our tailored SharePoint solutions designed for schools to see how we manage permissions, student privacy, and bulk migrations in an educational setting.
 

Chapter 8: Post-Migration: You Moved the Data, Now What?

Congratulations! The progress bar hit 100%, and the sharepoint migration tool says your job is complete. You pop a bottle of champagne, right?
Not quite.
Moving the data is only Phase 1. Phase 2 is ensuring your team actually uses the new system effectively.

Step 1: The Quality Assurance (QA) Check

Do not turn off your old server yet!
  • Spot-check critical files.
  • Have department heads log into SharePoint and verify they can see what they are supposed to see.
  • Test the search functionality to ensure files are indexed properly.

Step 2: User Adoption and Training

SharePoint works differently than a traditional file server. Your team needs to learn how to sync files using OneDrive, how to co-author documents simultaneously, and how to share links securely instead of emailing bulky attachments. Provide training sessions, cheat sheets, and an open channel for IT support.

Step 3: Unleashing the Power of Your Data

Once your data is cleanly organized in SharePoint and Microsoft 365, a whole new world of possibilities opens up.
Because your data is now structured in the cloud, you can finally start analyzing it effectively. You can connect SharePoint lists and libraries to powerful analytics tools to generate real-time business intelligence.
If you want to take your newly organized data to the next level, you should look into integrating advanced Power BI dashboards. Power BI can pull data directly from your new SharePoint environment to create stunning, interactive reports that help your leadership team make informed decisions.

Chapter 9: Troubleshooting Common SPMT Errors (The Geeky Stuff)

To truly master the sharepoint migration tool, you need to know what to do when things go wrong. Here is a rapid-fire troubleshooting guide for the most common errors we see in the logs.
  • Error: 0x02010009 (File Not Found): The tool tried to move a file, but the file was deleted or moved by a user while the migration was running. Ensure users are locked out of the source data during the final “cutover” migration.
  • Error: 0x02010022 (Access Denied): The account you are using to run the SPMT does not have permission to read the file on your old server. Check your local server admin rights.
  • Error: 0x0207000B (Path Too Long): We covered this in the limitations section. You must shorten the folder names or file names on the source before trying again.
  • Error: Throttling: Microsoft 365 limits how fast you can upload data to protect their servers. If you are uploading terabytes of data too quickly, Microsoft will “throttle” (slow down) your migration. The SPMT handles this automatically by pausing and retrying, but it means your migration will take longer than expected. Plan for extra time!

 

Chapter 10: Frequently Asked Questions (FAQ)

To round out this guide, let’s answer the most common questions our clients ask us during our initial consultancy meetings.
Q: How much does the SharePoint Migration Tool cost?
A: The SPMT itself is 100% free from Microsoft. You are only paying for the Microsoft 365 licensing you already hold, and the time/labor required to plan and execute the migration.
Q: How long does a migration take?
A: How long is a piece of string? A 500GB migration of simple files might take a weekend. A 10TB migration of complex, heavily permissioned data from multiple sources could take months of planning and weeks of execution. The speed depends on your internet bandwidth, Microsoft’s throttling, and the complexity of your data.
Q: Will migrating disrupt my employees’ work?
A: It shouldn’t, if planned correctly. At NetMonkeys, we usually do an “Initial Sync” during the week (which copies the bulk of the data in the background). Then, over a weekend, we do a final “Delta Sync” (which only copies the files that changed during the week). On Monday morning, everyone logs into the new system seamlessly.
Q: Can I use the SPMT on a Mac?
A: No. The standard Microsoft SharePoint Migration Tool requires a Windows operating system to install and run.
Q: Is it safe to migrate highly sensitive data?
A: Yes. The SPMT encrypts data in transit. However, the true security comes from how you configure your SharePoint environment (using Multi-Factor Authentication, conditional access policies, and data loss prevention).

Final Thoughts: Should You Do It Yourself?

 

We’ve just given you a comprehensive overview of the sharepoint migration tool. You know how to download it, how to plan for it, and what limitations to watch out for.
The question is: Should your internal team handle this alone?
If you are a small business with a single folder of basic Word documents and 5 employees, absolutely. You can handle this!
 
But, if you are a medium-to-large enterprise, an educational institution, or a business dealing with sensitive compliance data, migrating is a high-stakes game. One mistake mapping permissions can accidentally expose HR payroll data to the entire company. A botched folder structure can result in hundreds of lost files and days of company-wide downtime.
Your IT team’s time is valuable. Do you really want them spending weeks babysitting error logs and renaming files with special characters?
That’s where NetMonkeys comes in.
We take the stress, the risk, and the late-night weekends out of the equation. We handle the heavy lifting so your team can focus on what they do best: running your business.
 
If you are ready to make the move, or if you just want to have a friendly, human conversation about what a migration would look like for your specific business, reach out to us today. Explore our comprehensive SharePoint services to see exactly how we can help transform your digital workspace from a chaotic file server into a sleek, modern, cloud-based powerhouse.
Let’s get moving.
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