Converting a classic SharePoint site to a modern SharePoint site in Office 365 (Microsoft 365)

Converting a classic SharePoint site to a modern SharePoint site in Office 365 (Microsoft 365)

Converting a classic SharePoint site to a modern SharePoint site in Office 365 (Microsoft 365) is an important step for organizations looking to modernize their SharePoint environment and take advantage of the newer features like better responsiveness, modern web parts, improved user experience, and integration with other Microsoft 365 services.

Although you can’t directly "convert" a classic site to a modern site, you can achieve the modern experience by creating a modern site that replicates the classic site’s functionality, structure, and content, while also using modern web parts and features.

Here’s a detailed step-by-step guide on how to approach this migration and transition:

Step 1: Assess and Plan for the Conversion

Before making any changes, it’s important to assess your existing classic SharePoint site to understand its structure, content, customizations, and how it will be transitioned to the modern experience.

1.1 Conduct a Site Inventory

  • Review the site’s content, document libraries, lists, pages, web parts, permissions, and customizations.
  • Identify which areas need to be modernized and which will require updates to ensure compatibility with modern features.

1.2 Define the Goals for Migration

  • Identify what modern features you want to take advantage of (e.g., communication sites, modern document libraries, modern lists).
  • Plan the overall migration process, including how to handle customizations (e.g., custom scripts or web parts).

Step 2: Prepare for the Migration

Once you've assessed the site, you need to prepare for the migration to a modern SharePoint site.

2.1 Backup the Classic Site (Optional)

  • Backup Content: It’s always a good idea to backup your classic site’s data before starting the conversion process. You can use SharePoint Online Backup or third-party solutions.

2.2 Review Permissions

  • Review permissions and access levels on the classic site to ensure that the users will continue to have the right level of access to the modern site.

2.3 Check for Compatibility

  • Ensure that the custom features (custom web parts, scripts, etc.) are compatible with modern SharePoint. If there are incompatibilities, you may need to redesign or replace certain features.

Step 3: Create a Modern SharePoint Site

The next step is to create the modern SharePoint site. This typically involves creating a new modern site collection (Communication or Team Site).

3.1 Create a New Modern Site Collection

  1. Go to the SharePoint Admin Center in Office 365.
  2. In the left-hand menu, click on Sites > Active Sites.
  3. Click the + Create button.
  4. Choose the Modern Site Type:
    • Team Site: For collaboration, document sharing, and team-related tasks.
    • Communication Site: For broadcasting information to a wider audience.
  5. Provide a Site Name, URL, and choose the Privacy setting.
  6. Assign a Site Owner and click Finish.

The modern site collection will be created. Once created, the new site will feature a modern interface with modern lists, libraries, and web parts.

Step 4: Move Content from Classic Site to Modern Site

Now that you have a modern site, the next step is to move the content from the classic site to the modern site.

4.1 Move Documents and Files

  • Document Libraries: You can use the Move to or Copy to options from the classic document libraries to transfer documents to the modern document libraries in the new modern site.
    • Navigate to the classic document library.
    • Select files or folders you want to move.
    • Choose Move to (or Copy to) from the toolbar.
    • Select the modern document library as the destination.

4.2 Move Lists and Data

  • Lists: You can create new modern lists in the modern site and manually migrate data from the classic list.
    • In the modern site, click on Site contents > New > List.
    • Create a new list with similar columns and structure as the classic list.
    • Manually copy or export/import data between the old and new list (use Quick Edit, Excel Export/Import, or PowerShell for bulk moves).

4.3 Move Web Parts and Pages

  • Classic Site Pages: Classic SharePoint site pages (Web Part pages, wiki pages, etc.) cannot be directly converted to modern pages. You will need to manually recreate the pages on the modern site.
    • For each classic page, create a new modern page in the modern site.
    • Add modern web parts (e.g., text, images, documents, and news) that replicate the functionality of the classic page.
    • Recreate any custom web parts using modern web parts or replace them with equivalent modern components.

Step 5: Update Site Navigation and Design

Modern SharePoint sites have different navigation and design options compared to classic sites.

5.1 Configure Modern Navigation

  • In the modern site, configure the navigation bar to match the structure of the old site.
    • Go to Site Settings > Navigation to update the navigation links.
    • Use Mega menus, Hub site navigation, and other modern navigation features available in SharePoint Online.

5.2 Redesign the Site Layout

  • Use modern web parts (like the Hero web part, Quick Links, News, and Document Libraries) to create a fresh layout for your modern site.
  • Ensure that the design aligns with your organization’s branding and user experience goals.

Step 6: Migrate Permissions and Access

Permissions on the classic site need to be replicated on the modern site to ensure that the correct users have access.

6.1 Recreate Permissions Structure

  • Go to Site Settings in the modern site.
  • Click on Site Permissions to configure the access levels for users or groups.
  • If necessary, you can copy permissions from the classic site manually by using SharePoint groups or Active Directory groups.

6.2 Check External Sharing and Security Settings

  • Review the external sharing settings on the modern site to ensure they match the settings on the classic site (if external sharing is required).
    • Go to the SharePoint Admin Center > Sharing settings to configure external sharing.

Step 7: Test and Validate the Modern Site

Once the content, design, navigation, and permissions have been set up, you should thoroughly test the modern site to ensure everything works correctly.

  1. Check Content: Ensure all documents, lists, and pages are correctly migrated and accessible.
  2. Test Permissions: Confirm that the appropriate users have access to the right parts of the site.
  3. Check Performance: Test the site’s performance to make sure it is functioning correctly and users are not experiencing any issues.
  4. Validate Web Parts: Ensure that all modern web parts (such as document libraries, news, and calendar) are working as expected.

Step 8: Decommission the Classic Site (Optional)

After you’ve verified the modern site works as intended, you can decommission the classic SharePoint site if it’s no longer needed.

  1. Go to the SharePoint Admin Center > Active Sites.
  2. Select the classic site you wish to decommission.
  3. Click Delete to remove the old site.

Note: Deleting the old site is optional. You may want to keep the classic site accessible for a period of time as a backup or reference during the transition.

Step 9: Train Users on the Modern Site

To ensure smooth adoption of the modern SharePoint site, provide training and documentation to end users.

  • Educate users about the modern SharePoint features (e.g., new navigation, improved document management, etc.).
  • Provide support for any questions or issues users encounter when using the new site.

Conclusion

Converting a classic SharePoint site to a modern site involves creating a new modern site, migrating content, redesigning pages, and updating permissions. The modern SharePoint experience offers enhanced features, better integration with Microsoft 365 tools, and a more responsive user interface. By following the steps outlined above, you can effectively transition your classic SharePoint site to the modern experience while preserving functionality, security, and user experience.

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