Prepare to Migrate Files from the Department Drive on Microwave to Microsoft Teams with SharePoint

Overview

This guide is for departments transitioning files from the department drive on Microwave (J:) to Microsoft Teams with SharePoint files. The Bowdoin Service Desk will support your team in setting up a Microsoft Team and migrating organized files from microwave to the Files tab in the department Team's channels.

To begin, submit a Department Drive Migration Assistance Request.

Key Questions

1. Can my department get help creating a Microsoft Team?
2. What’s the process for moving files from Microwave to Teams with SharePoint files?
3. How should we organize files before the migration?

Environment

This applies to department heads and team members involved in the migration process. The Service Desk will move files organized on Microwave.  These files will be accessible via the Files tab in each Team’s channels.

Migration Steps

1. Request Migration Support
   Submit the Migration Assistance Request and a Service Desk staff member will contact you.
2. Understand Microsoft 365 Storage
   Review how files work in OneDrive, Teams, and SharePoint.
3. Assign a Migration Lead
   Designate someone in your department to coordinate the migration effort.
4. Review File Management Guidelines
   Read the policies and best practices.
5. Plan Your Migration
   • Inform your team about the transition and gather input.
   • Review the contents of your Microwave folder:
     • Delete unnecessary files.
     • General Data: 3 years max (or longer if required).
     • Financial Data: 7 years.
     • Personnel Data: Employment duration + 1 year.
     • Project/Departmental Data: Until end of use + 3 years.
     • Re-evaluate media files and research/personal data for appropriate storage (OneDrive, Microwave\RESEARCH, etc.).
   • Review channels and permissions in Microsoft Teams.
   • Plan your Team's channels:
     • Standard: All members access.
     • Private: Limited to selected members (max 30).
     • Shared: Includes internal and external collaborators.
   • Follow folder/file naming rules and path length limits.
   • Consider a Can view (Can't make changes) folder or channel to archive files. 
     • This Owner managed read-only folder prevents accidental deletion by Team members.   
     • Review Archiving Specific Folders
6. Organize Files in Microwave
   The Service Desk will schedule organized files on Microwave to be moved to the Files tab in each Team's channels. 
   To organize files, create the following folder structure under FILE MIGRATION in your department folder on Microwave.
   Drag files to be migrated into these folders.

   FILE MIGRATION
   ├── [Team Name]
   │   ├── General
   │   ├── [Channel 2]
   │   └── [Channel 3]
   ├── [Team 2 Name] (if needed)
   │   ├── General
   │   └── [Additional Channels]
   ├── OneDrive
   │   ├── [Full Name 1]
   │   └── [Full Name 2]
   └── TO BE DELETED
       

7. Create or Confirm Your Microsoft Team
   Coordinate with the Service Desk to set up or update a Team so it has channels that match the organized files on Microwave.
8. Initiate File Migration
   • Notify the Service Desk when your Team and organized files are ready.
   • A test migration will verify success (no files are moved yet).
   • Upon approval, the final migration will be scheduled.
9. Post-Migration Review
   • Ensure all files transferred correctly.
   • Microwave folder will be read-only for two users for a limited time.
   • Set up metadata and tags for efficient organization.
10. Train Your Team
    • Attend Service Desk led Teams files training sessions.
    • Access tutorials and guides to support collaboration.

Need Help?

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