SharePoint Migration Tool Limitations (SPMT): A Complete Guide

SharePoint Migration Tool limitations can sometimes create unexpected obstacles for organizations looking to migrate data to SharePoint Online. Designed by Microsoft, the SharePoint Migration Tool (SPMT) helps businesses transition from on-premises environments or local drives to SharePoint Online, making it a popular choice due to its availability and integration. However, despite its ease of use and compatibility, the tool has certain limitations that may affect the migration process, especially for complex data and large datasets.

This guide will explore the major limitations of the SharePoint Migration Tool, provide insights into common challenges, and suggest best practices and workarounds to help ensure a smooth migration. Let’s dive into each limitation in detail so you can make an informed decision on how best to manage your SharePoint migration project.

#1. Unsupported Data Types and Complex Configurations

One of the most challenging SharePoint Migration Tool limitations involves unsupported data types and complex configurations. While SPMT is built to handle many common file types, it struggles with more complex data, such as custom workflows, advanced permissions, or intricate document libraries. For organizations that rely heavily on customized SharePoint features, this lack of support can lead to partial migrations or even data loss, where some parts of the information simply cannot be transferred through SPMT.

In addition to metadata and permissions, SPMT lacks flexibility in handling custom lists, libraries, and content types that may have been configured for specific business processes. When migrating these configurations, companies often find that custom workflows or SharePoint Designer workflows don’t transfer seamlessly, impacting productivity if not addressed immediately after the migration.

#2. Metadata and File Attribute Issues?

One of the most noticeable SharePoint Migration Tool limitations is its handling of metadata and file attributes, which are often essential for keeping organizational data structured and accurate. During migration, metadata—information about who created or last modified a file, timestamps, and document version histories—can be lost or overwritten. When using SPMT, there’s a risk that certain metadata may default to the administrator’s details, removing valuable historical context and impacting compliance if tracking is required for regulatory purposes.

Additionally, SPMT’s limitations with metadata extend to document versioning. SharePoint libraries often include multiple document versions that track changes over time, but SPMT might not support transferring all versions, particularly for older documents or large data volumes. This can create issues in organizations where version history is vital for auditing or content management purposes.

#3. File and Character Restrictions

Another significant SharePoint Migration Tool limitation is its handling of files with unsupported characters, names, or lengthy paths. SharePoint enforces certain character restrictions—like prohibiting special characters such as “&,” “%,” or “#” in filenames—and limits path lengths to 400 characters. Files or folders that do not comply with these requirements may not migrate successfully, leading to data errors that can halt the migration process.

When SPMT encounters a file with an unsupported character or path length that exceeds the allowed limit, it may skip the file entirely, or in some cases, fail the migration batch. This issue is especially common when migrating from legacy systems, where file naming conventions are less restrictive. The result is an incomplete migration, with missing files that administrators must address manually.

For larger organizations, identifying and modifying thousands of non-compliant files before migration can be incredibly time-consuming. Manual remediation, like renaming files or restructuring folders to meet SharePoint’s limits, is not always feasible, especially in a short timeline. Furthermore, SPMT does not include built-in tools to automatically identify or rename problematic files, leaving this task to administrators.

#4. Performance and Scalability Constraints?

One of the more pressing SharePoint Migration Tool limitations is its performance and scalability, especially for organizations migrating extensive data sets. Because SPMT relies on local infrastructure for data transfer, it can put a significant load on your network, potentially slowing down other critical business processes. For larger migrations, this can lead to extended transfer times, as the tool’s performance is limited by your on-premises resources and bandwidth. Without the ability to leverage cloud-based scaling, SPMT may not be ideal for high-volume data migration projects.

Scalability is a crucial factor for organizations moving large amounts of data or migrating across multiple sites. While SPMT can handle smaller migrations reasonably well, it struggles with large-scale projects due to a lack of advanced load balancing or distributed migration capabilities. This can be particularly problematic for enterprises with vast document libraries or extensive records, as the tool may require significant downtime to complete large migrations, creating delays in data accessibility.

#5. Error Handling Limitations and Retries?

One critical SharePoint Migration Tool limitation is its limited error handling and retry capabilities. During any data migration, errors can arise from network issues, file compatibility problems, or permissions inconsistencies. While more advanced migration tools have built-in features to automatically retry failed data transfers, SPMT lacks this functionality. Instead, when a migration batch encounters an error, administrators must manually identify and reattempt the failed files or documents, which can significantly slow down the migration process.

For large migrations, this manual approach to error handling is not only time-consuming but also increases the likelihood of data gaps if errors are overlooked or left unresolved. Moreover, SPMT's error logging can sometimes be minimal, making it difficult for IT teams to diagnose and address issues efficiently. For instance, common issues such as network disruptions or permission mismatches can halt progress, and without automatic retry features, the process often requires active monitoring and manual intervention.

#6. Scheduling and Automation Limitations?

Another SharePoint Migration Tool limitation is the lack of scheduling and automation features. When migrating large volumes of data, it’s crucial to run migrations during low-traffic hours to minimize disruptions to daily business operations. Unfortunately, SPMT does not allow you to schedule migrations or automate tasks. This means that every migration must be initiated manually, and the timing must be carefully coordinated to avoid overloading your network or affecting critical systems.

This limitation can be particularly challenging for organizations with global teams or those needing to migrate data across multiple sites or regions. Without scheduling, migrations may need to be conducted during regular business hours, potentially causing network slowdowns or other performance issues that impact productivity.

#7. Reporting and Pre-Migration Analysis Limitations?

One significant SharePoint Migration Tool limitation is the tool's basic reporting and pre-migration analysis features. While SPMT does provide some error logging, it lacks comprehensive pre-migration analysis capabilities, making it harder to assess the health and readiness of the data being migrated. In many cases, businesses need to identify potential issues before the migration process begins, such as files that may fail due to size, path length, or unsupported file types. Unfortunately, SPMT does not offer the detailed pre-scan or reporting functions necessary to provide a full view of what’s in your source environment.

Without pre-migration analysis, teams may face unexpected delays or disruptions during the migration, as they won’t have a clear understanding of potential roadblocks before starting. Similarly, post-migration reporting is fairly basic in SPMT, offering limited insights into the migration status or errors that occurred. This lack of visibility can create challenges when it comes to tracking the migration's progress or diagnosing issues after the migration is complete.

#8. Limitations to Perform SharePoint Cloud-to-Cloud Migration

In the continuity of the SharePoint Migration Tool limitations, let’s discuss one more that is lacking the feature of SharePoint Online to SharePoint Online migration. It does not support the Online tenant-to-tenant migration, due to which most of the organizations are not able to use it. There are many scenarios where there is a need to migrate the SharePoint Online to another SharePoint account.?

For instance, if Organization A merges with Organization B. In this situation, the first organization's data will be migrated to the second one. It is because of several reasons such as centralized management, cost reduction, reducing IT department burden, etc. But don’t fret, you can use the SysTools SharePoint Migration Software to achieve this task seamlessly.?

It incorporates several advanced features that simplify the migration process. In addition, its quick and simple steps complete the process without a hitch.?

Conclusion

In conclusion, while the SharePoint Migration Tool offers a basic, no-cost solution for transferring data from on-premises environments to SharePoint Online, it is not without its limitations. Issues with metadata handling, unsupported file types, file path restrictions, lack of automation, and performance limitations are just a few of the challenges businesses might face. For organizations with complex data, custom configurations, or large-scale migrations, these SharePoint migration tool limitations can result in inefficiencies, potential data loss, and additional manual intervention.

FAQ Section

Q1. What are the key SharePoint Migration Tool limitations?

A - The SharePoint Migration Tool (SPMT) has several limitations, including its inability to handle complex metadata, file naming restrictions, and user permissions. Additionally, it lacks features for automation, error retries, and detailed reporting. For large-scale or hybrid migrations, SPMT’s performance and scalability can also be insufficient, leading to longer migration times and potential disruptions.

Q2. Can SPMT handle migrations of large volumes of data?

A - SPMT can migrate data in bulk, but for very large datasets, performance can become a concern. The tool may struggle with scalability, especially when migrating extensive document libraries or files with complex structures.?

Q3. Does the SharePoint Migration Tool preserve metadata?

A - SPMT has limited capabilities when it comes to migrating metadata. It may not fully preserve custom metadata, version history, or user permissions. As a result, organizations with complex data governance or compliance requirements may need to use more robust tools to ensure metadata is accurately migrated.

Q4. Is it possible to automate migrations with SPMT?

A - SPMT lacks automation features, meaning that migrations must be initiated manually. For organizations with large or complex migration projects, this can be time-consuming.?

Q5. What file types and sizes does SPMT support?

A - SPMT has restrictions on certain file types and sizes, particularly files with unsupported characters or path lengths exceeding SharePoint's limits. Files that do not meet these requirements may not migrate correctly, potentially requiring manual adjustments.

Q6. How does SPMT handle errors during migration?

A - SPMT has limited error-handling capabilities. It does not automatically retry failed migrations or provide detailed reporting on errors, making it difficult to track issues in real time.?

Q7. Is there a limit to the number of files that can be migrated using SPMT?

A - While SPMT can migrate multiple files, performance may degrade as the volume increases. For extremely large file sets, you may experience longer migration times or failed migrations.?