How to move files between Office 365, SharePoint and OneDrive

Last year, Microsoft announced that they would allow copying files using Office 365. But now onwards, Microsoft allows users to movie files in Office 365 with full fidelity protections for metadata and version management. Thus it helps in easing up all the process if we look at a bigger picture. Now let us take a look at how this all things come together and make things easier.

Move files between Office 365, SharePoint & OneDrive

If you want to move files across SharePoint this section of the tutorial will be the most helpful for you. The Move to command is really helpful in doing things.

Move files between Office 365, SharePoint and OneDrive

First of all, you have to select your desired file list of files inside of SharePoint.

After selecting it, you have to head over to the Command Bar as shown in the screenshot above.

In that command bar, select Move in order to move the file.

After that, you will see a menu asking you to select the destination like shown in the figure below.

This list of the target will show the targets that are relevant to your work. This is so just because it is powered by Microsoft Graph.

Now, just choose a location to move your file and click on Move Here. This will include your OneDrive locations, Office 365 Locations and more. You can even choose a custom location if your desired target is not displayed.

Relevant Scenarios

These capabilities will be useful to an individual in many scenarios. Because preserving all the minor details like the metadata and version history matters to a lot of people.

Migration:

Times are now changing. Companies are migrating from native server-based systems or the third party services to reliable and better services like Office 365. Many times, not all files are properly migrated to these new locations, and some are left unaffected in older locations. Hence, provisions like this help the user maintain a proper record of files being migrated to these new solutions.

Sharing:

This is useful in the scenarios when you have just completed a new draft of a file, and you wish to share it with your team.

Publishing:

If you want, you can also host it somewhere easily and share it with your audiences. This lets you increase your reach and higher the reach with reliable tools, the better is the user experience.

Modernization:

If you are bringing some older files to a new site project website, you can do it with the conservation of attributes. Also, you can group files according to the type of user group it belongs to.

Multigeo:

Your legacy content will be able to be moved to new sites in new geographies.

Along with this, the team at Microsoft also talked about some FAQs or Frequently Asked Questions. Here are some of them:

Frequently Asked Questions (FAQs)

File copy was rolled out over a year ago – does the new feature change anything with copying files?

For long time followers of the cross-site Copy feature, you may be interested to know that cross-site move is built on the same API that also powers scenarios like migration, publishing and point-in-time restore.  As we roll out Move, we will remove the limit on the size of files and size of packages that you can Move or Copy.

As with Copy, you should be able to move files anywhere within your SharePoint tenants where you have permission to write files including sites located in other geographies.  The notable exception is that you will not be able to move or copy files out of Information Rights Management (IRM) enabled libraries.

How is the new feature different from Copy?

A few things to note that are different about Copy and Move:

  • When files move, they will retain all their original versions from the source while Copy only delivers the final version of a file.
  • When a file is moving, it will still appear in the source directory until its fully moved to the destination and then it will be deleted. The file will remain in the source sites recycle bin after the Move is complete and be subject to the normal recycle schedule unless a user recovers it from the recycle bin

What happens if the target location doesn’t support metadata?

Moving files between libraries or sites preserves metadata by matching column names.  If the destination does not have a matching column, metadata in the source column will be lost.  In this case, you will be informed and prompted to confirm proceeding with the move and deleting the unmatched metadata.  This is unlikely to happen when moving a file from your personal files (which do not currently support metadata) to SharePoint sites, but can happen when moving files between SharePoint libraries or sites with mismatched columns.

Administrators can reduce the incidence of this error by making sure that the columns on team sites are consistent across their team sites.  In cases where that’s not possible, admins can give users guidance about how moves will impact metadata.

How does this work with Retention and Records Management?

If you are using data governance labels to control information policies for retention or records management, the policy labels applied to the source location must exist in the destination location. If the destination does not support policies applied to the file in the source, you will be blocked from moving the file, as doing so would circumvent retention or records management.

Finally, trying to move files already in a Records Center library will leave the source file in place, resulting in two copies of the file.

Can I move a OneNote notebook?

OneNote notebooks contain a grouping of many files.  Moving a OneNote notebook will break the notebook into subsections and is not recommended at this point.

You can read more about it on the official announcement post by Microsoft.

Posted by on , in Category Office with Tags
Ayush has been a Windows enthusiast since the day he got his first PC with Windows 98SE. He is an active Windows Insider since Day 1 and is now a Windows Insider MVP. He has been testing pre-release services on his Windows 10 PC, Lumia, and Android devices.