How to Fearlessly Migrate Teams from One Tenant to Another
Migrating to a new tech stack is an undertaking that few people look forward to with a grin of excitement rather than of a groan of dread. There’s potential for data loss, business can be disrupted, and . the security posture could be compromised.
It can feel like a real Mission Impossible scenario.
A similar apprehension can bubble up when organizations decide to migrate Microsoft Teams from one tenant to another. Obstacles to overcome include the potential for downtime in an always-on world and clearing the inevitable hurdles associated with security and compliance.
The migration process is aptly named, because it’s a real process.
But sometimes the task of migrating Teams data can’t be avoided. Certain situations, which aren’t that uncommon, require companies to move their operational data and systems from the private slice of the Microsoft 365 cloud that they have become comfortable in, to a new slice, where a clean slate awaits.
The potential for things to go wrong is always there. In today’s fast-paced, 24/7 business world where teams work in remote or distributed environments, data and connectivity are vital to making the proverbial cogs move. A Teams migration project can’t impede team communications.
When companies consider a tenant-to-tenant migration, a number of questions come up. That’s when they turn to the Microsoft experts.
5 Common Scenarios That Prompt Tenant-to-Tenant Migration
A number of situations may necessitate a Microsoft Teams migration, and as valuable as data has become, that migration needs to be seamless. Businesses are fluid. Things change and different needs arise.
While a variety of scenarios may prompt a tenant migration, there are five common ones that require companies to move from one tenant to another — and with expert guidance — as smoothly as possible.
- Merger or Acquisition: When organizations merge through an acquisition or partnership, Microsoft Teams data should ideally be centralized into one tenant. Companies may choose to create a new tenant or identify a target tenant to host the combined Microsoft Teams environments to make collaboration and communication easier.
- Rebranding or Business Restructuring: A rebrand or restructuring generally indicates a new direction, or at the very least, a new look and feel. To neatly cut the cord with any previous iterations or outdated company structures, businesses that rebrand or restructure may choose to migrate Microsoft Teams to a new tenant.
- Consolidation: For many of the same reasons that a business would initiate a Microsoft Teams migration in the wake of a merger or acquisition, they may feel similarly compelled when a consolidation is on the menu.
- Geographical Expansion: An extension of an organization’s work environment may also call for a tenant migration for Microsoft Teams, as companies with an expanded geographical reach work to maintain data consistency across an entire enterprise.
- Improving Security and Compliance: Data storage and access are consistently among an organization’s top priorities. Organizations may decide to migrate their Microsoft Teams environment from one tenant to another to comply with certain regulations or implement new security features.
6 Challenges When Migrating Teams from One Tenant to Another
While not easy, a tenant migration for Microsoft Teams is also not impossible. Yes, it presents a number of challenges throughout the migration process. But going into the process with an understanding of the anticipated hurdles like these may make mitigating them a bit easier.
- Data Fragmentation: This is by far the most talked-about challenge likely due to the fact that Microsoft Teams data isn’t housed in a singular location. Planning becomes a paramount exercise.
- Permissions: Keeping access controls and permissions aligned across all the teams involved in a tenant-to-tenant migration can be complicated. Interruptions to user roles during the migration process could create unwanted disruptions, while incorrectly configured access controls could compromise security.
- Data Preservation: Since data loss is a real concern during a tenant-to-tenant migration, preserving data and structural hierarchy within the Microsoft Teams environment is critical to a successful migration.
- Downtime and Disruption: While it's often unclear exactly when downtime might occur, it’s almost certain that it will at some point during a Microsoft Teams tenant migration. The goal is to minimize that downtime to prevent disruptions to business operations.
- Compliance: Yes, regulations related to data security must still be followed even during a tenant-to-tenant migration.
- Third-Party Tools: Different challenges call for different solutions—and in many cases, third-party tools can help. During a tenant migration, it’s especially important to consider these tools when tackling customization-related hurdles.
The Superior Microsoft Teams Migration Services Team
A Microsoft Teams tenant migration often comes with unforeseen complications.
As a global AV and media technology services partner, Diversified enables human connection through technology for leaders looking to enhance and future-ready their experience objectives at scale. We advise, design, integrate, and support seamless AV and media technology solutions.
We know a qualified and experienced partner, one that speaks the language of tenant-to-tenant migration but also specifically the dialect of Microsoft Teams, can be immeasurably helpful. And that’s what we do, having deployed more than 23,000 Microsoft Teams Rooms for industry-leading organizations across the globe.
When leading companies are looking to avoid any trapdoors that could disrupt operations during a Microsoft Teams migration, they turn to Diversified.
Speak with an expert today, and let us handle your Microsoft Teams tenant migration so you can handle your business.
Manual or Automated? You’ve Got 2 Tenant Migration Options
Tenant migration for Microsoft Teams involves several steps, but companies generally have two main paths to choose from: a manual process or an automated solution.
Regardless of the avenue you choose for tenant migration, advanced preparation is key. It’s helpful to understand the volume of data, users and channels that need to be transferred, and ensure vital data is backed up before the migration to mitigate any potential data loss during the process.
Finally, it’s crucial to prepare the destination tenant ahead of the Teams migration. This includes reviewing security and compliance settings, along with verifying user licenses and permissions.
Once that planning and preparation is complete, companies have a decision to make.
Five Steps for Manual Migration
Manual Teams tenant migration can be a slow and labor-intensive process, especially when handling large volumes of data. The risk of data loss increases with the size and complexity of the migration. While it’s a viable option, it’s generally not preferred due to concerns around data integrity and scalability.
Here are the steps involved:
- In the destination tenant, set up the Teams that will be migrated.
- Establish each user in the new tenant and assign permissions to each Team.
- Download the files that are linked to each of the SharePoint sites.
- Upload those files to the target Team in the destination tenant.
- Export the conversations and emails from the Team’s Exchange Mailbox and import them to their new tenant.
Five Steps for Automated Migration
Automated migration of Teams data from one tenant to another does the heavy lifting for you, but it still requires some key steps to ensure everything from user permissions to critical data transfers correctly to the new environment.
While third-party tools vary in their features and workflows, here are a few common steps to understand before getting started:
Download and launch the preferred software being used for the Teams migration.
Be prepared to configure the source and destination tenants ahead of the transfer of Teams content.
Understand you will be asked which users and conversation history to import.
Be prepared to validate permissions for Teams in the new tenant.
Once you’ve completed all the steps in preparation for the migration, you’ll need to give the software the green light to proceed.
Whether you opt for a manual or automated approach, one final step is essential after setting up Teams in the new tenant: validating the migration. It’s critical to confirm that all necessary data has been transferred and to verify its integrity, resolving any issues that may have occurred along the way.
Your 5 Questions About Tenant-to-Tenant Teams Migration Answered
A Microsoft Teams tenant-to-tenant migration isn’t an everyday task. It requires careful planning and precision. Even with a detailed step-by-step guide, some questions may still be unanswered, such as:
- What role do powershell commands play in a tenant-to-tenant migration? Powershell commands are critical during a Microsoft Teams tenant migration, since they allow those managing the migration to automate and streamline certain tasks. When administrators run powershell commands, they can connect tenants and conduct batch migrations.
- What happens to the source tenant after a migration? Honestly? Nothing. A tenant-to-tenant migration simply transfers data and channel conversation history, while the source tenant stays active and otherwise unaltered.
- How long does a tenant -to-tenant migration take? A Microsoft Teams tenant migration is a sizable exercise. Anyone preparing for one should expect it to take anywhere from a few days to even a few months depending on the amount of data.
- Are SharePoint sites also migrated during a tenant-to-tenant migration? Yes. SharePoint sites move to the new tenant along with the other files stored in that source tenant.
- Is chat history lost during a tenant-to-tenant migration? No. During a manual migration, administrators are allowed to export chat history. Third-party tools also allow the transfer of chat history to the new tenant.
A Seamless Transition for a Successful Teams Migration
At Diversified, we understand that Microsoft Teams is a business essential for leading organizations, powering collaboration for an estimated 8 million companies in the U.S. alone. Business relies on it. Users depend on it.
That’s why a tenant-to-tenant migration can’t afford to go sideways. Every disruption means lost time, productivity, and patience.
We specialize in helping leading organizations around the globe migrate their Teams environments smoothly—preserving everything from group chats and user access to Teams structures and their connected SharePoint sites. No loose ends, no surprises
Not only are we dedicated to making the migration a success, but we ensure the new environment is intuitive, complete and ready to support your teams with all the right users, data and permissions in place.
Let’s work together to make sure your Microsoft Teams tenant-to-tenant migration is a seamless transition. Contact an expert today.