Efficiently Move Document Library from One Site to Another: Checklist & Solutions

SharePoint serves as a cornerstone for document management in many organizations, facilitating collaboration and information sharing. When the need arises to relocate or consolidate SharePoint sites, transferring document libraries becomes crucial. This article provides a detailed guide on how to move Document Library from one Site to another, offering both manual methods and an automated tool for a streamlined approach.

Understanding SharePoint Document Library Migration

Moving a SharePoint document library involves transferring its contents, metadata, permissions, and configuration settings to another site. Key considerations include:

• Metadata Preservation: Retaining document metadata like author, date created, and custom fields.
• Permissions Management: Ensuring users maintain appropriate access rights after migration.
• Version History: Preserving document versioning for compliance and historical purposes.
• Content Types and Templates: Transferring document library settings, content types, and templates accurately.

Move Document Library from One Site to Another - Considerations

As per our research, some points that need to required to be remembered for this transition:?

1. Data Volume and Network Considerations

When planning a migration, especially for large document libraries, consider the network bandwidth and potential impact on SharePoint performance. It's crucial to schedule migrations during off-peak hours to minimize disruption and ensure smooth data transfer.

2. Custom Workflows and Alerts

If the document library includes custom workflows or alerts, these must be reconfigured or recreated post-migration to ensure continuity in business processes and notifications.

3. Managed Metadata and Term Store

If the document library uses managed metadata or terms from the Term Store, ensure these are migrated or reconfigured in the target site to maintain consistency and classification of documents.

4. External Dependencies

Document libraries may have dependencies on external systems or applications. Verify if any integrations or linked resources need adjustments post-migration to maintain functionality.

Introducing the Expert-Recommended SharePoint Online Migration Solution

For organizations needing a more automated and efficient approach to move Document Library from one Site to another, the SharePoint Migration Tool offers advanced features:

• User-Friendly Interface: Simplifies complex migration tasks with an intuitive dashboard.
• Bulk Migration: Transfers large volumes of data quickly and securely.
• Permissions Mapping: Allows administrators to map and transfer permissions seamlessly.
• Version Control: Maintains document version history for compliance and auditing.
• Content Types and Templates: Supports migration of content types, document templates, and other configurations.
• Metadata Preservation: Efficiently copy files with metadata tags in SharePoint & ensure that content associated with documents is accurately migrated.?

After reading these points, it is proved why this specified utility is highly recommended by the experts. Despite that, one more advantage is provided by this utility i.e. you can try it for free. Once you've downloaded its free demo version, adhere to the steps to copy Document Library from one Site to another.

How to Use this Solution to Move Document Library from One Site to Another?

Step 1. Begin by installing the software on your device.

Step 2. Mark Office 365 as the source and target platform. Proceed to select the specific workloads.

Step 3. Enable the Sites option to activate Document Library and Generic List functionalities. Optionally, apply filters to migrate document libraries between sites selectively.?

Step 4. Access the Source tab and log in with your source Office 365 admin credentials. Validate the provided details and then proceed by clicking Next.

Step 5. Switch to the Destination tab, log in using your destination Office 365 admin credentials, and validate the details provided. Click Next to continue.

Step 6. Navigate to the Resources tab where you can manage users. Utilize options such as Fetch Users, Import Users, or Download Templates to add users to the software.

Step 7. Manage sites from the same Resources tab by selecting Fetch Sites, Import Sites, or Download Templates to include them in your migration plan.

Step 8. Specify the URLs for both the source and destination sites. Validate permissions, and then click Start to move Document Library from one Site to another.

Types of Manual Methods to Copy Document Library from One Site to Another

Here we are going to explore the five preferred manual solutions for this transition & we divided each approach into different sections for better understanding. So, let’s start with….

Solution 1. Via Save As Option

This option's name is “Save as” which sounds so easy, but it is not. This is so lengthy & tedious and requires technicalities to start.

Step 1: Exporting the Document Library

#1 Navigate to the Source Site

• Access the SharePoint site containing the document library you wish to move.
• Go to the document library's settings.

#2 Save as Template

• In the document library settings, choose "Save document library as template" under Permissions and Management.
• Enter a file name, template name, and optional description.
• Select "Include content" to migrate document library items.
• Click OK.

#3 Download the Template

• After creating the template, navigate to Site Settings > List templates.
• Download the template (.stp file) to your local machine.

Step 2: Move the Document Library from One Site to Another by Importing it to the Target Site?

#1 Upload the Template

• Go to the target SharePoint site where you want to migrate the document library.
• Navigate to Site Settings > List templates.
• Upload the template file (.stp) saved from the source site.
• Provide a name and optional description for the imported template.

#2 Create Document Library

• After uploading the template, go to Site Contents.
• Add an app, and select the template you uploaded.
• Fill in the details and create the document library.

#3 Adjust Settings

• Once the library is created, navigate to library settings.
• Configure settings such as permissions, versioning, and metadata columns to match the source library.

#4 Copy Content

• If the template didn’t include content, manually copy files and folders from the source library to the new library.
• Ensure metadata and folder structure are maintained during the copy process.

Solution 2. Use Explorer View to Move the Document Library from One Site to Another

It is the most widely used approach, because of its effectiveness & reliability. Below are the stepwise guidelines of the same:

#1 Access the Source Library in Explorer View:

• Navigate to the source SharePoint site.
• Open the document library you want to move.
• Click on the "Library" tab in the ribbon.
• Click on "Open with Explorer" (in newer versions, this might be "Open in File Explorer").

#2 Copy Files to Local Drive:

In the Explorer window that opens, select and copy all files and folders from the document library.

#3 Paste into Target Library:

• Navigate to the target SharePoint site and open the target document library.
• Paste the copied files and folders from your local drive into the target library.

#4 Adjust Metadata and Settings:

• After copying, ensure that metadata fields (like document properties) are correctly set in the target library.
• Verify and adjust settings such as versioning, permissions, and content types to match those of the source library.

Solution 3. Copy Document Library from one Site to another Via PowerShell

PowerShell can automate this task, but remember it is complex & time-consuming, due to its complications the chances of accidental data loss will be enhanced. So, use this carefully!

#1 To move Document Library from one Site to another, first Sync your SharePoint Online Site

$siteUrl = "https://johntenant.sharepoint.com/sites/johnsite "

$cred = Get-Credential

Connect-PnPOnline -Url $siteUrl -Credentials $cred

#2 Variables

$sourceLibraryName = "SourceLibraryname"

$targetLibraryName = "DestinationLibraryname"

#3 Acquire data from the source library

$items = Get-PnPListItem -List $sourceLibraryName

#4 Move to the target library

for each ($item in $items) {

#5 Duplicate content

Copy-PnPFile -SourceUrl $item["FileRef"] -TargetUrl ("/sites/john/" + $targetLibraryName + "/" + $item["FileLeafRef"]) -OverwriteIfAlreadyExists }

#6 Detach from SharePoint

Disconnect-PnPOnline

Solution 4. Using SharePoint Online Modern Experience

This approach is quite simple than other manual methods, you just have to follow the instructions given below:

• Open the Document Library of the source site> Gear icon usually present at the top-right corner > Site Contents option.
• Navigate to the 3 dots adjacent to the Document Library for copying.
• Now, a dialog box prompts (Copy to) in which you have to enter the SharePoint Online Site URL to store the content to the desired destination.
• Hit on the Document Library in the target Site and press the “Copy” button to move the Document Library from one SharePoint Site to another.

Note: You can’t simultaneously move the Document Library from one Site to another. However, you must repeat the entire task for every file or other content.

Solution 5. Copy Document Library from One Site to Another via Classic Experience

With the help of the “Open with Explorer” option, you can use this solution. Let’s go through the below guidelines:

• Navigate to the source site > Open Document Library > Library tab > Open with Explorer option.
• Now, you have to paste the data that you have copied from the source library in the Windows Explorer window.
• Lastly, monitor those upload files.

Note: This solution needs some technicalities to initiate the transition hassle-free.?

Solution 6. Use Content Migration Tool (SPMT) to Move Document Library from One Site to Another

This in-built SharePoint Content Migration Tool can migrate content from on-premises SharePoint sites, file shares, and other sources to SharePoint Online or OneDrive for Business. Here’s how you can use it:

• Download the SharePoint Migration Tool from the official Microsoft site.
• Choose "Migrate to SharePoint Online" or "Migrate to OneDrive for Business", depending on your destination.
• Sign in with your Office 365 credentials > Add a new migration task.
• Specify the source SharePoint site URL and credentials.
• Specify the destination SharePoint site URL.
• Configure migration settings such as content to migrate, scheduling, and permissions.
• Lastly, start the migration process.

Solution 7. OneDrive Sync Client

In the backend the data of SharePoint is stored in OneDrive, so one more trick will help to move Document Library from one Site to another i.e. OneDrive Sync. Below, are the instructions for it:

1. Navigate to the source SharePoint document library.
2. Click on "Sync" to sync the library to your local computer using OneDrive Sync Client.
3. Open File Explorer and navigate to the synced library on your local computer.
4. Copy the files and folders you want to move.
5. Navigate to the destination SharePoint library using OneDrive Sync Client.
6. Paste the files and folders into the destination library.
7. Wait for synchronization to complete.

Solution 8. Export to Excel and Import:

This method involves exporting the contents of the document library to Excel and then importing them into the destination library.

#1 Exporting to Excel:

1. Open the source SharePoint document library.
2. Click on "Export to Excel" under the Library tab.
3. Save the Excel file to your local computer.

#2 Importing from Excel:

1. Navigate to the destination SharePoint site.
2. Click on the gear icon -> Add an app.
3. Choose "Import Spreadsheet".
4. Follow the prompts to import the Excel file into the destination library.

Solution 9. Manual Upload and Download Option to Move Document Library from One Site to Another

This straightforward method involves downloading files from the source library and then uploading them to the destination library.

#1 Downloading from Source Library:

1. Open the source SharePoint document library.
2. Select files or folders you want to move.
3. Click on "Download" or "Download as zip" (if multiple files) to save them to your local computer.

#2 Uploading to Destination Library:

1. Navigate to the destination SharePoint library.
2. Click on "Upload" and select files or folders from your local computer.
3. Wait for the upload process to complete.

Challenges in Manual Migration

Using manual solutions can make the “move Document Library from one Site to another” task tedious. But how? Let’s understand:

1. Complexity of Configuration

Manual migration involves recreating settings such as metadata columns, content types, views, and permissions. Ensuring consistency and accuracy across these configurations can be time-consuming and prone to errors.

2. Version History and Metadata

Preserving version history and metadata integrity during manual migration requires meticulous planning and execution to avoid data loss or discrepancies.

3. User Training and Support

Users may require training on using the new document library and understanding any changes in access permissions or document management practices post-migration.

Final Say!

Whether opting for a manual method or smart tools, migrating document libraries between SharePoint sites requires careful planning and execution. The manual method provides flexibility for smaller-scale migrations but may require more effort to move Document Library from one Site to another. Despite that, specified smart solutions offer efficiency, scalability, and advanced features. Choose the method that best suits your organization's needs to copy Document Library from one Site to another!

Frequently Asked Questions

Q 1. Are there any limitations to using SharePoint's built-in tools for moving Document Libraries?

Yes, there are some limitations such as size restrictions for moving large Document Libraries, restrictions on moving content types that are not supported in the target site, and potential issues with custom metadata.

Q 2. What happens to metadata when moving a Document Library?

SharePoint's built-in tools attempt to preserve metadata such as created date, modified date, and custom columns during the move process. However, some metadata might need to be adjusted manually after the move. But, the mentioned automated solution maintains the metadata intact throughout the process.

Q 3. Can I preserve version history when moving a Document Library?

SharePoint's built-in tools generally preserve version history when moving documents between Document Libraries within the same site or to another site within the same SharePoint environment. However, moving to a different environment or using certain tools may impact version history.

Q 4. What are the steps to move Document Library from one Site to another with native SharePoint Tools?

Typically, the steps involve preparing the target site, initiating the move operation (using "Content and Structure" or "Move to"), verifying the move completion, and validating metadata and permissions post-move.

Q 5. What precautions should I take before moving a Document Library?

Before moving, ensure you have backups of critical documents, communicate the migration plan to users, consider any customizations or workflows that may be affected, and plan for downtime if necessary.

Q 6. How do I handle permissions when copying a Document Library?

SharePoint's native tools generally preserve permissions during the move process. However, it's important to review and adjust permissions if the target site has different security requirements.