An Expert Guide to Migrating to SharePoint Online and Subscription Edition
As organizations continue to rely on collaboration platforms to drive productivity and innovation, the looming end of support for SharePoint Server 2016 and 2019 demands immediate attention. In a recent expert-led webinar, “Countdown to Compliance Preparing for SharePoint Server End of Support in 2026,” leaders from ampiO Solutions shared critical insights, practical strategies, and key considerations for IT teams and business leaders facing this transition. This comprehensive guide distills their expertise into actionable steps to ensure your organization is prepared for the future.
Understanding Microsoft’s Support Lifecycle Changes
Microsoft has revised its product support lifecycle policies, establishing significant distinctions between “legacy” and “fixed” lifecycle models. SharePoint Server 2016 follows the legacy policy, with mainstream support ending five years after release (July 14, 2021) and extended support concluding on July 14, 2026. SharePoint Server 2019, however, is governed by the fixed lifecycle policy—mainstream support ended January 9, 2024, and extended support will also end on July 14, 2026, just two years later.
This change means that both versions will no longer receive critical security updates, bug fixes, technical support, and online content updates after July 2026. The absence of security patches in particular exposes organizations to heightened risks, making proactive planning essential to protect business continuity and sensitive data.
Why Move to SharePoint Online?
Migrating to SharePoint Online offers significant advantages over maintaining on-premises servers. Organizations eliminate the burden of server management and infrastructure maintenance, shifting those responsibilities to Microsoft’s cloud experts. Automatic feature upgrades ensure access to the latest innovations, with new capabilities rolling out seamlessly in the background. Microsoft’s “five-nines” (99.999%) uptime guarantee further enhances reliability, minimizing service disruptions.
SharePoint Online leverages Microsoft 365’s broader security and compliance ecosystem, with Entra ID providing identity management, Microsoft Defender protecting against advanced threats, and Intune enabling secure device access. Compliance and governance are integrated through Microsoft Purview, streamlining regulatory adherence. Additionally, scalability is virtually limitless—Microsoft’s cloud infrastructure adapts to meet growing demand without the headaches of manual load balancing or hardware upgrades.
When to Consider Staying On-Premises
Despite the compelling benefits of cloud migration, specific scenarios may necessitate remaining on-premises—at least for some workloads. Business-critical custom applications developed with managed code (such as custom WSPs) may not be compatible with SharePoint Online, which does not support running compiled server-side code. Refactoring these applications for the cloud, often using Power Platform or Azure services, is complex and requires careful planning
Data sovereignty and residency requirements pose another challenge. Some organizations, especially international firms, are required to retain data within specific geographic boundaries or within their own infrastructure due to legal or regulatory mandates. While Office 365 offers multi-geo capabilities, there are countries where Microsoft does not maintain local data centers, making compliance impossible without on-premises solutions.
Legacy third-party integrations and authentication needs—such as forms-based authentication, which is no longer supported in SharePoint Online—may also require organizations to upgrade to SharePoint Server Subscription Edition instead of migrating fully to the cloud.
Planning Your Migration Path
Successful migration begins with a thorough assessment of your current environment. Catalog all customizations, workflows, and third-party integrations to determine which elements can transition to SharePoint Online and which may need to remain on-premises or be refactored. Evaluate your data storage requirements, as SharePoint Online provides baseline storage quotas (typically 1 TB per tenant + 10 GB per license purchased, with additional storage available at an extra cost).
Migration strategies vary: a “lift-and-shift” approach moves entire sites at once, while a phased migration transitions data and users gradually. Hybrid models, which combine both methods, are the standard for large or complex organizations. Selecting the right migration tool is crucial. Microsoft offers its free SharePoint Migration Tool, but many mature third-party solutions provide advanced capabilities, reporting, and support for more complex environments.
Testing and validation are vital. Conduct user acceptance testing (UAT) to verify that migrated applications and workflows function as expected and analyze migration performance to identify and resolve issues before going live.
Training and Change Management
End-user training is a cornerstone of successful adoption. Begin by creating tailored documentation and guides, leveraging Microsoft’s comprehensive help files for reference and direct links. Offer “train the trainer” sessions to empower internal champions, and schedule power-user and end-user workshops to address new navigation structures, content access, and workflow changes.
During migration, document owners and site administrators must update broken links and adjust permissions as necessary. UAT ensures that forms, workflows, and third-party tools function correctly in the new environment, thereby reducing help desk tickets and providing a seamless transition.
Security Considerations in SharePoint Online
Security remains a top concern when moving to the cloud. Microsoft 365 and Entra ID provide robust, multi-layered protection, including identity management, advanced threat detection, and device compliance. By leveraging these features—Entra ID for authentication, Defender for threat protection, and Intune for device management—organizations can often achieve a higher security posture than traditional on-premises deployments.
Proper configuration is key: enforce multi-factor authentication, monitor access logs, and regularly review security policies to prevent unauthorized access and data breaches.
Hybrid Environments: Living in Both Worlds
For organizations with unique needs, hybrid deployments offer flexibility. Custom applications can continue running on-premises while other departments migrate to SharePoint Online. Hybrid search capabilities unify the user experience, allowing staff to find documents and information seamlessly across both environments. This approach supports gradual adoption and preserves critical legacy functionality during the transition.
Post-Migration Support and Remediation
Transition does not end with migration. Establish a dedicated help desk and remediation playbook to address user questions, resolve missing data issues, and provide ongoing support. Plan for several weeks of post-migration assistance, scaling up as needed for larger organizations. Continuous monitoring and feedback loops help ensure the new environment meets business needs and user expectations.
Conclusion
Migrating from SharePoint Server 2016 and 2019 is a complex but necessary evolution for organizations seeking greater security, scalability, and innovation. By understanding Microsoft’s lifecycle changes, evaluating business requirements, and adhering to expert migration best practices, IT teams can minimize disruptions and unlock the full potential of modern collaboration platforms. Start planning now to ensure a smooth transition—whether moving to SharePoint Online, upgrading to Subscription Edition, or adopting a hybrid approach.
Ready to Future-Proof Your Collaboration Platform?
Don’t wait until your migration journey ends! Contact our SharePoint experts at ampiO Solutions for a personalized consultation and discover how we can make your move to SharePoint Online or Subscription Edition seamless, secure, and perfectly aligned with your business goals. Begin your journey toward modern collaboration and contact us today to position your organization for future success!