Workstream 01
Separate personal and organisation-owned content
My Drive content commonly maps to an individual’s OneDrive. Shared Drives typically warrant an organisational SharePoint owner, a site or library structure and a deliberate approach to access. Do not let an arbitrary migration account become the long-term owner of everything.
Before the move, assign owners to each Drive, record external shares and decide whether old Google group structures will be recreated, mapped to Microsoft groups or retired. Keep an explicit list of items whose access cannot be translated automatically.
| Inventory field | Why it matters | What to validate |
|---|---|---|
| Drive type and business owner | Determines OneDrive versus SharePoint design | Owner can approve future access |
| Google group and user permissions | Sharing models differ | Correct Microsoft principals receive access |
| Native Docs/Sheets/Slides | Conversion may alter behaviour | Important formula, comments and links tested |
| External collaborators | Guest identities and policies differ | Outside partners can reach only approved content |
| Failed/unsupported items | Tool status can conceal item errors | Exception list resolved or accepted |
Workstream 02
Scan first, then build the destination
Use Migration Manager's scan reports to identify size, file-type, path and permission problems before scheduling copying. Group content by the business team that uses it, rather than using alphabetic folder names as the sole plan for the new SharePoint estate.
For a large or complex estate, choose representative pilots: a heavily shared repository, a library with long paths, a finance spreadsheet and one external collaboration folder. Compare actual permissions and file usability in the target.
Workstream 03
Treat document conversion as an acceptance risk
An exported Google Sheet is not guaranteed to behave identically in Excel. A formula, embedded chart, comment thread or reference to another document may need user review. The same applies to Docs and Slides where a stakeholder expects consistent formatting.
The responsible team should approve a sample of business-critical files before the general migration is declared safe. Any unsupported or partially converted items need an agreed owner and remediation route.
What to capture before the decision
- Run source scan and download both summary and detailed reports
- Agree target SharePoint sites and business owners
- Approve group, link and external-sharing mappings
- Test critical Google-native document conversions
- Reconcile failed items, item counts and representative workflows
Workstream 04
What a credible fixed scope includes
A useful proposal distinguishes source discovery, site architecture, migration job execution, manual permissions work, conversion tests and aftercare. Ask who is responsible for repairing broken external links and whether historic versions and metadata are included.
Don't accept a promise that every permission will automatically transfer unchanged. Decide which differences are acceptable and record them in the handover.
Workstream 05
Permission translation is a governance project
A Google Shared Drive can include groups, external collaborators, inherited access and shortcuts that do not correspond neatly to SharePoint's site, Microsoft 365 group and library permissions. Copying bytes without documenting the ownership model can expose confidential files too widely or hide operational files from the people who need them. Decide the target site architecture with department owners before creating the first bulk migration task.
Record source owners, effective access, external recipients and files with exceptional restrictions. At destination, test with the real personas: a team member, a read-only user and an approved external guest. A global administrator's ability to open a file proves little about the end user's permissions. Use the migration scan and exception reports to separate unsupported names, file types, paths, size constraints and permission gaps.
| Source pattern | Destination choice | Acceptance proof |
|---|---|---|
| Shared Drive department archive | SharePoint site with multiple designated owners | Team owner can manage access without relying on one user |
| Personal working area | Owner's OneDrive where appropriate | Owner can open and edit representative files |
| External consultant access | Policy-controlled guest or sharing link | Approved guest can access only the agreed subset |
| Google-native formula document | Converted copy plus sampled original | Critical calculations and references are reconciled |
Workstream 06
What to reconcile after the migration report turns green
Document source-to-target object counts, sampled file hashes where comparable, conversion exceptions, linked documents, metadata and named permissions. A migrated spreadsheet that opens but breaks a business process is a functional failure even if the tool counts it as transferred. Maintain a post-cutover watch list for frequently used shared links and library sync problems.
Build a handover that includes the site inventory, group owners, external-sharing policies, unavailable objects and staff support instructions. Retain source access or compliant archives only for the approved period; the correct retention arrangement depends on the client's policy and legal obligations.
What to capture before the decision
- Representative folders and largest files tested by their actual owners
- Conversion exceptions and unsupported objects signed off
- Guest access and sharing settings verified at tenant and site levels
- Critical document links and automated workflows tested
- Destination site ownership and retirement plan documented
The project ends when departments can safely work with their content—not when the migration dashboard says it is finished.
Source documents and limitations
These references establish current vendor behaviour; they do not verify an individual customer's configuration or imply Microsoft affiliation. Technical claims should be rechecked before execution.