Prepare to migrate from Microwave\DEPT to Microsoft Teams with SharePoint files

Questions

1. Can my department get assistance creating a department team in Microsoft Teams?
2. What is the process for moving files from Microwave to Microsoft Teams SharePoint files?
3. How do I organize files on Microwave to prepare for migration to Microsoft Teams SharePoint files?

Environment

This knowledge base article applies to a department looking to transition from Microwave to Microsoft Teams with SharePoint files. It is relevant for department heads and team members involved in the migration process. 

The Service Desk is available to help your department plan and set up a Microsoft Team for accessing shared files.  As part of this process, files will be moved from Microwave to SharePoint and will be accessible through the Files tab in the Team's channels. To ensure a smooth transfer, the IT Systems group will migrate the data rather than the client. 

Please review the process below and complete the Department Drive Migration Assistance Request to get started.

Resolution

1. Understand the benefits of using Microsoft Teams with SharePoint files.
2. Identify a staff member or group in your department to plan and implement moving from Microwave to Microsoft Teams with SharePoint files.
3. Complete the Department Drive Migration Assistance Request so the Service Desk can assist your department through this project.
4. Review Guidelines for SharePoint, Teams and OneDrive Files to understand the file management recommendations and policies in the Microsoft 365 environment.
5. Plan Your Migration
   • Communicate with your team about the upcoming changes and gather feedback.
   • Assess your current department folder on Microwave (J:\ Drive) and identify the files and folders to be migrated.
     • Identify old files and folders that can be deleted.
     • Identify files that are not used but need to be preserved or files over 7 years old.
     • Does your department folder have video, audio or images?  Do these files need to be readily accessed or should they be stored in other locations?
     • Is there research data or personal files that should be moved to other locations?
   • Plan the Channels in the team and or additional teams your department needs to meet the desired work flow and permissions.
     • Standard Channels - All team members have access to the files in a standard channel.
     • Private Channels - Select members of the team have access to the files in a private channel.  A team can have a maximum of 30 private channels (including deleted channels). 
     • Shared Channels - All team members and invited guests have access to the files in a shared channel.
   • When planning, pay attention to the Folder and File Use Guidelines and File Name and Path Lengths requirements.
6. Prepare Your Department Team
   • Create a new team or use an existing team.
7. Organize Your Files on Microwave to Prepare for Migration: Create the following folder structure in your department folder on Microwave. Move files into the appropriate folders. 
   • "FILE MIGRATION"
     • {team name}
       • "General" (this is the default standard channel in a team)
       • {channel 2 name}
       • {channel 3 name}
       • add name of as many channels as needed 
     • {team 2 name} (if needed)}
       • "General" (this is the default standard channel in a team)
       • {channel 2 name}
       • {channel 3 name}
       • add additional channel names as needed.
     • "OneDrive" (personal files in a department drive can be move to the person's OneDrive)
       • {full name of person 1}
       • {full name of person 2}
       • add additional people as needed.
     • "TO BE DELETED" (for documents to be securely deleted)
8. Migrate files: 
   • Let your Service Desk technician know once the department files are moved to the "FILE MIGRATION" folder and ready to be migrated.
   • A test migration will be run to ensure a successful transfer to the correct locations. No files are transferred at this time.
   • After a successful test is completed the official migration will be scheduled.
9. Verify and Organize Files: After migration, ensure all files are correctly transferred and organized in the correct channels.
   • Check for any missing or corrupted files.
   • Once the migration is complete, the department folder on Microwave will be set as read only for up to two department members for a set period of time to be determined by the team. 
   • Set up metadata and tagging for easier file management.
10. Train Your Team: Provide training and resources to help your team adapt to using SharePoint.
    • Conduct training sessions on how to use SharePoint and Teams.
    • Share guides and tutorials on file management and collaboration.

Additional Help

For further assistance, you can chat with Bowdoin Bot or contact the Bowdoin College Service Desk by phone at (207) 725-3030..