SharePoint has come a long way since its launch in 2001. What started as a simple content-sharing tool has grown into a powerful digital workplace platform used by organisations across the globe. Today, SharePoint Online sits at the centre of collaboration, document management, workflow automation and secure cloud storage for thousands of businesses. It is also a core part of Microsoft 365, giving teams a modern, flexible space to work and communicate from anywhere.
If your business still uses SharePoint Server 2013, 2016 or 2019, now is the right moment to plan your move. Microsoft ended support for SharePoint 2013 in April 2023, and support for SharePoint 2016 and 2019 will officially end on 14 July 2026. Once support ends, there will be no new features, no security patches and no protection against emerging threats – leaving legacy environments exposed and difficult to maintain. This shift is why many organisations have already chosen to migrate SharePoint to SharePoint Online, where updates, security and innovation continue without disruption.
The numbers speak for themselves. SharePoint is used by over 400,000 organisations worldwide, including 80% of Fortune 500 companies, and more than half of all users, around 55% – are now on SharePoint Online. Businesses that previously ran older versions such as SharePoint 2010 or 2013 often describe them as sluggish and incompatible with today’s cloud-first workplace. In contrast, SharePoint Online offers faster performance, stronger security, lower ownership costs and seamless integration with Microsoft 365 apps.
With less than a year left before mainstream support ends for earlier on-premises versions, this is the time for IT teams and business leaders to make their move. Migrating to SharePoint Online ensures continuity, boosts productivity and gives your organisation the freedom to scale and innovate securely. This blog explores why this shift matters, the risks of staying on outdated systems and the clear business benefits of adopting SharePoint Online.
Key Benefits of Migrating to SharePoint Online in 2025
Migrating to SharePoint Online gives your business far more than cloud storage. It replaces ageing servers, cuts operational costs, and unlocks modern tools that improve everyday work. With support ending soon for SharePoint 2016 and 2019, the shift to the cloud has become both a strategic and practical move for most organisations.
Below, we break down the core SharePoint migration benefits:
1. Easier Management of External Users
Sharing content with people outside your organisation is difficult on older on-premise servers. You often need custom web apps, extra authentication steps and ongoing developer support. This only adds cost and effort.
SharePoint Online fixes this with simple, policy-based external sharing. You can allow partners, clients or vendors to access selected libraries or sites with controlled permissions. Microsoft also improved the login experience in 2024, making external access smooth and secure. Businesses now share documents, track work and manage client communication without relying on manual processes.
2. No More Maintenance or Server Upkeep
Running on-premise SharePoint means constant patching, backups and hardware maintenance. It also means higher operational costs. With SharePoint Online, Microsoft manages the servers, updates and backups for you. This reduces downtime and removes the need for expensive infrastructure upgrades.
Many UK companies report saving up to 30–40% of annual IT maintenance costs after moving to SharePoint Online. The shift also frees internal IT teams to focus on strategic projects instead of routine fixes.
3. Scalable Resources That Fit Your Budget
SharePoint Online uses a subscription model, so you only pay for what you need. You can add or remove licences whenever your team changes. Storage also scales in minutes, not months. This flexibility helps organisations manage budgets more effectively, especially during periods of rapid growth or seasonal demand.
If an employee leaves, you can reassign their licence instantly. No wasted spend and no unused resources.
4. A Centralised Hub for Your Entire Organisation
SharePoint Online gives you one central place for documents, intranet sites, policies, team spaces and project information. Everything is easier to find, and leaders get better visibility over tasks and workflows.
Because SharePoint Online is integrated with Microsoft 365, your teams can co-author documents, manage lists, automate workflows and run approvals without switching tools. This centralised structure reduces confusion, speeds up work and improves communication.
5. OneDrive for Business Simplifies File Storage
OneDrive removes the need for risky local storage. Each user gets 1 TB of cloud storage, which syncs with SharePoint Online. Files are accessible on mobile, web or desktop apps and stay protected with built-in encryption and version control.
Teams can share documents securely without relying on network drives. This reduces clutter and prevents lost or inaccessible files.
6. Always Updated and Always Secure
On-premise updates are slow, complex and often costly. SharePoint Online receives continuous improvements. New features roll out automatically, along with security patches and performance upgrades.
You get:
- Zero downtime
- Faster performance
- Automatic feature rollouts
- Stronger security protections
SharePoint Online also includes built-in compliance tools like eDiscovery, retention policies and audit logs, essential for sectors like finance, legal, healthcare and public services.
7. Access Work Anywhere, on Any Device
SharePoint Online keeps your teams productive no matter where they are. Employees can access sites, lists, intranets and files from any device using a browser or the SharePoint mobile app. This supports hybrid work environments and improves collaboration across cities, countries and time zones.
8. Microsoft Teams + SharePoint = Seamless Collaboration
Every Microsoft Teams channel has a SharePoint site behind it. Migrating to SharePoint Online creates a tightly connected digital workplace where chat, meetings and file sharing sit together.
Teams can co-author documents in real time, share updates instantly and manage projects without jumping between tools. You can also display SharePoint pages or lists directly inside Teams.
9. Power Platform Integration for Automation and Reporting
SharePoint Online connects with Power Automate, Power Apps and Power BI.
This gives you the ability to:
- Build no-code apps
- Automate approvals
- Replace old InfoPath forms
- Create dashboards and insights
These features help companies streamline operations and extract more value from their data.
10. Ideal for eCommerce and Public Websites
SharePoint Online can support eCommerce workflows such as product catalogues, vendor portals, customer document areas and secure B2B collaboration. It is also used to host public-facing websites or content portals with strong security and easy content management.
For UK businesses that run eCommerce operations, SharePoint Online can act as a secure bridge between product, customer and partner data – especially when combined with Dynamics 365 or Power BI.
11. Smooth and Supported Migration Path
Microsoft offers migration tools like the SharePoint Migration Tool (SPMT) and guided resources. You can move sites, lists, libraries and metadata without losing structure. A global network of partners, including IDS Logic, can support more complex migrations involving custom workflows or legacy applications.
Key Considerations Before You Migrate SharePoint to SharePoint Online
A move to SharePoint Online is far more than a simple lift-and-shift of documents. It is a chance to redesign how your organisation works, remove outdated structures, and build a modern digital workplace. Careful preparation will prevent disruption later and help you gain the full SharePoint migration benefits available:
1. Review and Clean Your Content First
Before you migrate SharePoint to SharePoint Online, take time to understand what you have today. Many older SharePoint environments contain duplicate files, outdated folders, unused sites, or legacy project libraries. Removing clutter before the move makes the migration faster and reduces storage needs once you move to the cloud.
Recent studies show that over 60% of on-premise SharePoint content is never accessed again after the first year. A clean, streamlined structure leads to a smoother migration and a better experience for your teams.
2. Assess All Custom Solutions and Legacy Components
Older SharePoint systems often rely on custom code, Designer workflows, InfoPath forms, or third-party add-ons. Many of these tools are now deprecated. Before migrating, review each custom component and decide if it must be:
- Rebuilt using Power Apps
- Automated again using Power Automate
- Rewritten using the SharePoint Framework (SPFx)
- Retired completely
This step reduces future technical debt and ensures your business operations continue without interruption.
3. Fix Permissions and Address Security Gaps
Permissions in on-premise SharePoint environments often become complex over time. You may find broken inheritance, unique permissions on single files, and access levels that no longer match job roles.
Before moving to SharePoint Online:
- Identify who has access to what
- Remove outdated permissions
- Align access with Microsoft 365’s simpler security model
This reduces security risks and improves user experience. Many UK businesses report up to a 40% reduction in permission-related support tickets after structuring permissions correctly before migration.
4. Redesign Your Information Architecture
Modern SharePoint does not rely on rigid folder structures or org-chart-style sites. Instead, it uses:
- Hub sites
- Modern site templates
- Metadata tags
- Improved search
- Better navigation
Migration is an ideal time to rethink how your content is organised. A well-planned architecture supports faster search results, better compliance, and improved adoption.
5. Identify Dependencies With Other Systems
Your SharePoint Server may integrate with CRM systems, ERP platforms, HR systems, or line-of-business tools. Check these integrations early. Cloud-based replacements may be available, and some connectors – such as Power Automate premium integrations, offer more flexible options than older on-premise setups.
Key Considerations After You Move to SharePoint Online
Migration is not the finish line. It is the foundation for a modern workplace.
1. Train Your People Early
Users coming from older SharePoint versions will need help adjusting. Training should cover Team integration, co-authoring, sharing rules, and using modern pages. Well-trained users adopt faster and avoid old habits.
2. Replace Old Workflows
Legacy workflows built with SharePoint Designer or third-party tools should be replaced with Power Automate. This ensures long-term support and easier management.
For apps, use Power Apps to rebuild any business processes that require forms or automation.
3. Monitor Usage and Improve Continuously
SharePoint Online includes reports for storage, sharing, usage, permissions, audit logs, and site activity. IT teams can track engagement and identify teams that need help adopting modern tools.
Many organisations run adoption campaigns for the first 90 days to drive better usage across departments.
Conclusion
SharePoint Online is more than an upgrade. With support ending soon for SharePoint Server 2016 and 2019, it has become a critical decision point for many organisations. Moving now helps you reduce risks, avoid security challenges, and adopt a platform that evolves with your business.
SharePoint Online delivers stronger security, better collaboration, and seamless integration with Microsoft 365. It helps businesses work smarter, move faster, and create a workplace where information is easier to find and share.
Whether you manage IT, run operations, or lead a department, the cloud offers a safer and more flexible way forward. Start planning your migration today and strengthen your digital workplace for the future.
Ready to Migrate? IDS Logic Can Help
Migrating to SharePoint Online is a major project, and expert guidance can save time, reduce risk, and improve the final outcome. IDS Logic has supported UK businesses for years with complex SharePoint migrations and Microsoft 365 transformations.
Our team can help you:
- Audit and assess your current SharePoint setup
- Migrate content securely with minimal disruption
- Rebuild legacy workflows using Power Automate
- Replace old apps using Power Apps
- Train teams for better adoption
- Optimise your new SharePoint Online environment
If you want professional guidance, a phased migration plan, or a full end-to-end migration, we are here to help.
Visit our SharePoint services.
Frequently Asked Questions
Q1. How long does it usually take to migrate SharePoint to SharePoint Online?
The timeline depends on the size of your content, the number of sites, and your level of customisation. Smaller organisations can move within a few weeks, while larger enterprises may need several months. The complexity of your workflows and apps also affects timelines. A structured plan avoids delays and ensures a smooth transition.
Q2. Will our existing SharePoint permissions carry over to SharePoint Online?
They can, but many organisations choose to redesign permissions during migration. Older setups often include outdated access rules or broken inheritance. Migrating them without review may cause errors. It is best to simplify and align permissions with the Microsoft 365 security model during the process.
Q3. Can SharePoint Online support our external partners or clients securely?
Yes. SharePoint Online includes built-in external sharing controls with secure authentication. You can invite vendors, partners, or clients and set clear access levels. This is safer and easier than older on-premise models. It also supports conditional access and multi-factor authentication through Microsoft Entra.
Q4. Does SharePoint Online work well for eCommerce or B2B workflows?
Absolutely. Many businesses use SharePoint solutions for eCommerce, especially for product documents, supplier portals, order collaboration, and customer resource hubs. SharePoint eCommerce scenarios work even better when paired with Microsoft Teams and Power Automate.
Q5. What happens to our existing intranet when we migrate to SharePoint Online?
Your current intranet can be rebuilt using modern SharePoint templates. These offer stronger branding, responsive design, better search, and improved navigation. Many organisations treat migration as an opportunity to refresh their SharePoint Online public website or employee intranet.
Q6. Can SharePoint Online reduce our IT operating costs?
Yes. You no longer pay for servers, maintenance, security patches, or hardware upgrades. Many UK organisations report a 25–50% reduction in annual IT costs after shifting to SharePoint Online. You also gain automatic updates and better scalability with no downtime.
