- OneDrive and Teams Data Migration Guide

This high-level guide will help you understand some of the prerequisites and suggestions from UCF IT on how you can move your user and shared files to both OneDrive and Teams. We have also provided links from this article to in-depth guides on migrating data using the methods suggested.

Guiding Principle

For a majority of cases you should migrate your individual “user” data files to OneDrive and your shared data files to Teams.

Part I: Guide for migrating your individual user data to OneDrive

What are the recommended prerequisites to ensure a successful migration?

For the best experience, UCF IT recommends a few prerequisites be in place before you start your migration to Microsoft Teams.

· Windows 10 (strongly recommended)

· NET Domain (strongly recommended)

· File redirection for Windows 10 version 1709 or newer (strongly recommended)

· Single Sign-on for One Drive (recommended, but optional)

· The device you are using to perform the migration is on the UCF network for migrations from a UCF file server. Using the UCF VPN to transfer files from a UCF file server will significantly slow down the process. (strongly recommended)

Feel free to contact the UCF IT Support Center if you need assistance confirming if your computer meets these prerequisites.

What tool or process should I use?

1. For most migrations, Use the OneDrive client to migrate data from your local device or from individual networked file locations (also known as personal work files, home folder, etc.).

2. For small moves (1 to a few files), you can use the OneDrive client or OneDrive Online

3. For larger or more complex migrations (a suggestion is a move larger than 20GB), we recommend using the SharePoint migration tool.

Considerations regarding migrating data:

· On average, we have seen transfer speeds 5GB per hour, so larger transfers may take some time.

· There may be times when the connection might hang or fail, and the transfer may need to be restarted. Conditions to consider if error(s) occur:

· Size and number of files being transferred

· Speed & quality of network connection

· Time of day (During peak hours you may see slower transfer speeds)

Part II: Migrating shared data to Teams

What are the required prerequisites to ensure a successful migration?

· A Microsoft Team must be created before you can migrate to Teams.

· Submit a request to create a team.

· In most cases, the Team Owner(s) should be assigned to coordinate and perform the migration to avoid file conflicts and other file transfer issues.

What are the recommended prerequisites to ensure a successful migration?

First, we recommend you learn as much as possible about what Teams can do for you! Visit https://it.ucf.edu/teams/ and review these KB articles to help familiarize yourself with Microsoft Teams.

For the best experience, UCF IT recommends a few prerequisites be in place before you start your migration to Microsoft Teams.

· Schedule the migration when you can remove access from the old file location to prevent team members from saving new data to the old location. (strongly recommended)

· Windows 10 (strongly recommended)

· NET Domain (strongly recommended)

· File redirection for Windows 10 version 1709 or newer (strongly recommended)

· The device you are using to perform the migration is on the UCF network for migrations from a UCF file server. Using the UCF VPN to transfer files from a UCF server will significantly slow down the process. (strongly recommended)

· Single Sign-on for OneDrive and Teams (recommended, but optional)

· Laying out of a file structure that works best for how your team (unit, college, division, department) operates. Think about which files can be available to everyone, which files should only be viewed by some members of your team, and a logical way to organize files to be productive. (strongly recommended)

Feel free to contact the UCF IT Support Center if you need assistance removing access to the old file location or confirming if your computer meets these prerequisites.

Do you have any suggestions on how to layout the structure of our Team for the best success?

Certainly! Here are some guidelines that we have found to be helpful as units build out their Team structure.

Determine “Sponsor(s)” for your unit, college, division or area for team creation (1-2 individuals). These individuals will help make sure the Teams in your area are working together. We recommend that:
- Sponsors are added as owner of every team created within the division, unit, college or area
- All internal Teams requests go through your sponsor.
For an initial structure, we require that UCFTeam go in front. From there, identify your unit (this is college or division-level in most cases, but not always), then department or area. Here's an example
- Ucfteam-[College of Sciences]-ALL (This would include everyone from your main unit, including all your departments)
  - UCFTeam-[College of Sciences]-Sociology (This would include everyone from the Sociology department in the College of Sciences).
  - UCFTeam-[College of Sciences]-Physics
  - and so on.
- NOTE: The naming convention with the "UCFTeam-" prefix is required when creating a team. After creation, the display name for the team can be changed by a Team owner (e.g. Changing UCFTeam-CollegeOfSciences-ALL to "College of Sciences - All"), but the back end file structure will still keep the original team name to avoid file loss and corruption.
How do we create a channel that is only accessible to a few individuals within the Team (department)? By default, all channels created are public and accessible by every member of the Team. Create private channels within the Team, then add only those from the main team to that channel that you determine should see and work with this data.
What about cross-department collaboration? Our answer here is to create private (only some can see) or public channels (all in the team can see) based on sensitivity under the main *ALL team.