As more businesses embrace cloud-first strategies, OneDrive has become an essential part of their digital ecosystem. It’s not just a storage solution—it’s a hub for collaboration, real-time editing, and secure file sharing across teams and external partners.
But when it comes to migration, whether due to mergers, rebranding, tenant consolidation, or user offboarding, things get tricky. Most organizations don’t just need to move files; they need to migrate shared files in OneDrive along with permissions, links, and metadata like version history, timestamps, and folder hierarchy.
In this comprehensive 2025 guide, we break down everything you need to know to ensure a smooth, secure, and complete OneDrive migration, without losing key data or collaboration continuity.
Why Migrating OneDrive Shared Files is Complex
Let’s be clear: migrating files isn’t hard. But migrating them intelligently—while keeping:
Sharing links intact,
Permissions untouched,
Version history preserved,
Folder hierarchy structured,
And metadata maintained…
…is an entirely different challenge.
When users share files in OneDrive, the system creates unique access controls, permissions (read/edit/manage), and sharing URLs. These elements are stored within Microsoft’s security model. During migration, if these links and permissions aren't retained, external users lose access, internal teams lose productivity, and your IT team ends up with chaos.
Common Scenarios That Require OneDrive Migrations
There are several reasons why organizations might need to move OneDrive data across tenants or users:
Mergers and acquisitions: Integrating separate Microsoft 365 tenants.
Rebranding or domain change: Company email/tenant name is updated.
User offboarding: Transferring files from one user to another.
Department restructuring: Consolidating user data.
Tenant-to-tenant migration: Moving users from one tenant to another.
Each scenario demands a secure way to migrate shared files with permissions and metadata intact.
Migration Options: Manual vs. Automated
Manual Method (Download & Upload)
The traditional “download and upload” method works for very small data sets. You manually download files from the source OneDrive account and upload them to the destination.
Cons:
Does not preserve sharing permissions
Loses metadata and timestamps
Doesn’t retain version history
Time-consuming and error-prone
Not scalable for multiple users or large data volumes
Automated Method (Recommended): Use a Professional Tool
When accuracy, scale, and speed matter—professional OneDrive migration tools become essential.
Introducing the Shoviv OneDrive to OneDrive Migration Tool
The Shoviv OneDrive to OneDrive Migration Tool is built to solve all the challenges mentioned above.
What It Can Do:
Migrate files across Microsoft 365 tenants with shared permissions and metadata.
Retain folder structure, timestamps, and version history.
Support large-scale migrations (multiple users at once).
Schedule migrations during off-hours to minimize disruptions.
Apply filters to exclude unnecessary files or folders.
Provide detailed reports and progress logs.
Why It Stands Out:
User-friendly Interface: No complex coding or scripts required.
Secure Authentication: Connects to tenants via OAuth and encrypted sessions.
Selective Migration: Migrate only what you need, when you need it.
Free Trial Available: Migrate items up to 20KB per file to test functionality.
Try it here: Shoviv OneDrive to OneDrive Migration Tool
Step-by-Step: How to Migrate Shared Files in OneDrive with Shoviv
Install and Launch the Tool
Download and run the Shoviv migration software.
Connect to Source and Target Tenants
Authenticate with admin credentials to access user OneDrives.
Select Users or Files to Migrate
Choose individual or batch users for large migrations.
Apply Filters (Optional)
Use filters to include/exclude file types, folders, or modification dates.
Schedule or Run Immediately
Run now or schedule during off-hours.
Track Progress
Real-time status and post-migration logs show success or errors.
Validate Data
Check for integrity, structure, and accessibility on the destination.
Best Practices for OneDrive Shared File Migrations
Pre-migration audit: Know which files are shared, with whom, and at what access level.
Back up data: Keep a secure copy before initiating migration.
Communicate with users: Notify end-users about upcoming changes.
Test with a pilot batch: Migrate a few users before scaling up.
Use incremental migration: Useful for retrying failed or skipped items.
Real-World Example: Tenant Merge Done Right
A growing e-commerce company recently merged two Microsoft 365 tenants with 250 users each. The migration involved over 3TB of shared files across marketing, sales, and operations teams. Using the Shoviv OneDrive migration tool:
All data was moved within 3 days
No external links were broken
Permissions were retained automatically
Users resumed work without missing a beat
Benefits of Efficient OneDrive Migration
An effective OneDrive migration process doesn’t just help IT—it benefits your organization across the board:
Operational Continuity: No disruptions to file access or collaboration
Data Governance: Accurate metadata helps with audits and compliance
User Satisfaction: No broken links or "file not found" headaches
Faster Onboarding: New tenants or users get instant access to old data
Final Thoughts: Don’t Risk It, Migrate the Right Way
Migrations are more than a technical task—they’re a business continuity mission. Don’t let poor planning result in lost data, frustrated users, or compliance issues.
The Shoviv OneDrive to OneDrive Migration Tool gives IT teams everything they need to move fast, move smart, and move without compromise.
Whether you're moving 10GB or 10TB, one user or an entire tenant, this tool ensures your data arrives with its context, structure, and value preserved.
