In this article, I’ll explore the top six benefits of migrating to SharePoint Online and why it’s a smart move for companies looking to stay ahead in the modern work environment. I’ll also touch on the importance of SharePoint migration tools.
Whether you’re running a legacy SharePoint on-premises system or using other potentially outdated collaboration tools, migrating to SharePoint Online can unlock lots of great advantages for your organization. Let’s get into it.
1. Cost Efficiency and Simplified Maintenance
One of the primary reasons organizations move to SharePoint Online is the cost savings. On-premises systems require significant investments in server hardware, human resources, software licenses and regular maintenance. By migrating to SharePoint Online, you eliminate the need for expensive infrastructure, as Microsoft takes care of server maintenance, updates and security patches.
Additionally, with SharePoint Online, your business moves from a capital expenditure model (for on-prem hardware) to a subscription-based model, allowing you to scale your costs more effectively. Microsoft 365 pricing plans are flexible, enabling companies to choose a plan that fits their needs without worrying about unforeseen hardware or maintenance expenses. In a nutshell, greater budgetary predictability.
2. Improved Accessibility and Remote Work Flexibility
Since SharePoint Online is cloud-based, your team can access important files, collaborate on documents and stay connected from anywhere in the world. This means that work can continue uninterrupted, whether employees work from home, on the go or even in a different country.
With built-in integration with Microsoft Teams, SharePoint Online offers real-time collaboration, enabling better communication and improving productivity among dispersed teams.
3. Enhanced Security and Compliance
Data security is a top priority and SharePoint Online is equipped with advanced security features to protect sensitive information. Microsoft offers multiple layers of security protocols, including encryption, identity protection and threat detection, ensuring that your data remains secure in SharePoint Online. While on-premises deployments offer greater customization, they also place the full burden of security management on the customer (your organization and you). Plus, with the on-prem end-of-life (EOL) set for 2026, transitioning to SharePoint Online makes the most sense.
Additionally, SharePoint Online makes it easier for you to maintain compliance with numerous regulatory standards like GDPR (General Data Protection Regulation), HIPAA (Health Insurance Portability and Accountability Act) and ISO (International Organization for Standardization).
In terms of compliance, SharePoint Online is backed by a host of Microsoft tools and capabilities sufficient to warrant a separate article on the topic. In a nutshell, however, while the compliance responsibility is shared between the customer and Microsoft, as a SharePoint Online account holder, you’ll have access to various tools (such as the Compliance Manager) that Microsoft provides to make GDPR, HIPAA and ISO compliance significantly easier for organizations.
In SharePoint on-prem, the organization is 100% responsible for handling everything relating to compliance. From security controls, infrastructure management, data governance and compliance requirements, every bit of it is squarely on the organization’s shoulders. However, since the announcement of on-prem’s EOL next year, easier compliance is just another benefit that makes SharePoint Online worth considering. Organizations in highly regulated industries — such as finance or healthcare — can trust that their data is safeguarded while adhering to strict compliance requirements.
4. Automatic Updates and Innovation
With SharePoint on-premises, organizations must manage software updates manually, which can lead to version inconsistencies, missed features and decreasing support from Microsoft, particularly in light of the 2026 EOL for SharePoint Server 2016 and 2019. Migrating to SharePoint Online ensures that your organization always has access to the latest features and improvements. Microsoft continually rolls out updates, new tools and enhanced functionality, ensuring that your platform remains cutting-edge.
This automatic updating system eliminates downtime for your IT team and keeps your organization running smoothly with the latest technology.
5. Scalability and Flexibility
Whether your organization is growing or needs to downsize, SharePoint Online offers unmatched scalability. You can easily increase or decrease your storage capacity, user count, and subscription features without the hassle of purchasing new servers or reconfiguring your infrastructure.
The flexibility of SharePoint Online ensures that your organization can adapt to changing needs, whether it’s a rapid expansion or adjusting for seasonal fluctuations.
6. Streamlined Collaboration and Integration
SharePoint Online integrates seamlessly with other Microsoft 365 tools, including OneDrive, Outlook and Teams, allowing employees to collaborate more efficiently. While SharePoint on-prem allows for a hybrid environment with access to a selection of cloud-based features, on-prem’s imminent EOL means that things are going to have to change either way With SharePoint Online, even globally dispersed teams can co-author documents in real-time, track changes and comment directly in files, creating a more cohesive and collaborative cloud-based environment.
Furthermore, the online platform more easily integrates with a greater variety of third-party applications and services, further enhancing productivity. This integration simplifies workflows and ensures that your team has all the tools they need within a single ecosystem. SharePoint on-prem takes a bit more effort on the organization’s part to achieve third-party integrations, but since it’s currently facing EOL, that’s likely a moot point at this stage.
Why You Need a SharePoint Migration Tool Migrating to SharePoint Online may seem daunting, but with the right SharePoint migration tool (or the services of a professional migration consultant), the process can be much less worrisome and the results less likely to land you in deep hot water.
I do not recommend attempting a SharePoint migration without being adequately armed in terms of tools. SharePoint migration tools are, frankly, essential for a SharePoint migration. They automate the complex process of transferring large amounts of data to SharePoint Online, helping to minimize the risk of data loss, ensure accuracy, and streamline the migration process by handling tasks like file mapping, content filtering and user mapping. Attempting this manually would be unprofitably time-consuming and error-prone.
Migration tools simplify the transfer of data, documents and settings from your existing systems to SharePoint Online, minimizing downtime and ensuring that your business operations continue without disruption. (A migration consultant, on the other hand, can simply eliminate all of the stress that typically surrounds a SharePoint migration. Your choice.)
Final Thoughts
Migrating to SharePoint Online offers some amazing benefits, from cost savings and enhanced security to improved collaboration and scalability. For businesses aiming to stay competitive in today’s modern work environment, making the switch to SharePoint Online is a strategic move. Not only does it streamline day-to-day operations, but it also securely positions your organization for future growth and innovation. If you’re considering this transition, be sure to explore the best SharePoint migration tools available to ensure a smooth and efficient migration process. Whether your focus is on security, collaboration or cost efficiency, SharePoint Online can help your business thrive.
Best of luck!
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