Move Department Files from Microwave (J:) to Microsoft Teams/SharePoint

Overview

This guide is for departments moving files from the Microwave (J:) department drive to Microsoft Teams with SharePoint files. The Bowdoin Service Desk will help you set up or update a Team and move organized files into the right channel Files folders (the Files tab for each channel). The College Archives’ Records Management Program advises on records to transfer or delete.

Why Microsoft 365 Teams? Real‑time co‑authoring, version history, simpler sharing via channels (General, Private, Shared), strong search, anywhere access with sync, and stronger security than the J: drive.

Start by submitting a Department Drive Migration Assistance Request. The Service Desk will contact you to schedule a consultation.

Key Questions

• Help creating a Team? Yes—the Service Desk will assist.
• How do we move files? Choose IT‑led or self‑service via sync.
• What to keep/delete/archive? Keep active work in Teams; personal to OneDrive; delete beyond retention; College Archives per guidance.

Environment

For department heads and team members coordinating the move.

Essentials: Channels, Permissions, and Sync

• Use channels to control access: General (everyone), Private (selected members), Shared (cross‑team/external).
• Don’t set custom permissions on individual items—choose the right channel.
• Sync Teams/SharePoint folders to your computer for easy moving and offline access.

Migration Steps

1. Request support: Submit the Migration Assistance Request.
2. Assign a migration lead.
3. Review how files work and best practices: how files work and best practices and policies.
4. Plan channels and permissions: Review channels and permissions and map content to General/Private/Shared.
5. Triage Microwave (J:) content
   • To Teams: Active operational files.
   • To OneDrive: Personal or individual research files.
   • To Delete: Beyond retention and no archival value (see rules). When in doubt, consult the College Archives.
   • To College Archives: Identified records; keep on J: after other files are moved or deleted.
   Quick deletion rules:

   • Remove duplicates and outdated drafts when a final version exists.
   • Delete superseded versions kept only for reference.
   • Delete transitory files (exports, temp files, working copies) that no longer serve a purpose.
   • Do not delete anything under a legal/records hold or mandated retention.
6. Move files
   • IT‑led: Service Desk moves scoped content on a schedule.
   • Self‑service via sync:
     1. Team channel > Files > Open in SharePoint > Sync.
     2. In File Explorer/Finder, move (cut/paste) files from J: into the synced channel folder; wait for sync to finish.
     Important: Avoid browser drag‑and‑drop; use synced folders.
7. Post‑migration
   • Spot‑check file locations and access.
   • Notify the Service Desk that moves are complete.
   • Submit the Records Transfer Form for College Archives items (still on J:).
   • Department access to the J: drive is removed.
8. Train team members
   • Host a 30–45 minute kickoff covering where files live (General/Private/Shared), how sharing works, and when to use OneDrive vs. Teams.
   • Demo OneDrive sync and version history.
   • Agree on naming, folder depth (~3 levels), and deletion norms; designate two Team owners.

Common practices that keep migrations simple

• One Team per department; keep channels purposeful and few.
• At least two Team owners.
• Shallow folders and short names; avoid special characters.
• Manage access via channels, not file/folder permissions.

Need Help?

Chat with Bowdoin Bot or contact the Bowdoin College Service Desk at (207) 725‑3030.