SharePoint to SharePoint Migration Interview Questions

SharePoint migration is the process of moving content, data, configurations, and applications from an older version of SharePoint or other platforms to a newer version of SharePoint or the cloud-based SharePoint Online. It is a critical undertaking for organizations seeking to improve collaboration, efficiency, and data accessibility while taking advantage of the latest features and security enhancements.

Question 1: What is SharePoint migration, and why is it essential for organizations
Answer: Importance of SharePoint Migration for Organizations:

Enhanced Collaboration: SharePoint's modern versions offer improved collaboration tools, enabling teams to work seamlessly together on documents and projects.
Advanced Features: Migration allows organizations to leverage new features like co-authoring, content approval workflows, and mobile accessibility.
Security and Compliance: Upgrading to the latest SharePoint version ensures access to robust security features and compliance standards.
Cloud Benefits: Migrating to SharePoint Online offers scalability, automatic updates, and reduced infrastructure management overhead.
Integration: SharePoint integration with Microsoft 365 and other tools enhances productivity and streamlines business processes.

Question 2: What are the different methods available for SharePoint migration?
Answer: Different Methods for SharePoint Migration:

Manual Migration: Copying and pasting content manually, suitable for smaller data sets.
PowerShell Scripts: Automating migration tasks using PowerShell for more extensive content moves.
Third-Party Migration Tools: Utilizing specialized migration tools that handle complex migrations, metadata, and permissions.

Question 3: How do you plan a successful SharePoint migration project?
Answer: Planning a Successful SharePoint Migration Project:

Assess Current Environment: Evaluate the existing SharePoint environment, content, customizations, and user needs.
Define Objectives: Set clear migration goals, timelines, and success metrics.
Formulate a Strategy: Choose the migration method, tools, and resources required for the project.
Test and Verify: Conduct a pilot migration to identify potential issues and validate the process.

Question 4: What are the key challenges you may encounter during SharePoint migration, and how do you address them?

Answer: 
Data Loss: Regular backups and proper validation can minimize data loss risks.
Permission Mapping: Mapping user permissions accurately to avoid security issues.
Custom Solutions: Ensure compatibility and functionality of custom solutions in the new environment.

Question 5: How do you handle data security and compliance concerns during migration?
Answer:

• Use encryption during data transit.
• Implement access controls and permissions.
• Comply with industry-specific regulations (e.g., GDPR, HIPAA).

Question 6: Can you explain the difference between "classic" and "modern" SharePoint sites and their impact on migration?
Answer: Classic vs. Modern SharePoint Sites and Migration Impact:

Classic Sites: Older, traditional SharePoint sites built on earlier versions.
Modern Sites: Sleeker, responsive, and feature-rich SharePoint Online sites.

Question 7: What are some common best practices for migrating custom solutions and third-party applications?
Answer: Migrating Custom Solutions and Third-Party Applications:

• Update or rebuild custom solutions to fit the new SharePoint version.
• Validate third-party application compatibility with the target environment.

Question 8: How do you perform content mapping and transformation during migration?
Answer: Content Mapping and Transformation:

• Analyze content structure and create mapping rules.
• Convert content types, metadata, and file formats as required.

Question 9: How do you ensure minimal downtime and disruption for end-users during migration?
Answer: Ensuring Minimal Downtime for End-Users:

• Conduct migration during off-peak hours.
• Communicate effectively with users regarding scheduled downtime and potential disruptions.

Question 10: What tools or PowerShell scripts do you use to assist with SharePoint migration tasks?
Answer: Tools and PowerShell Scripts for SharePoint Migration:

• ShareGate, Metalogix, and AvePoint are popular third-party migration tools.
• PowerShell scripts for automating migration tasks and validating data integrity.

Question 11: How do you validate the success of a SharePoint migration?
Answer: Validating the Success of SharePoint Migration:

• Conduct comprehensive testing of all migrated content and functionality.
• Gather user feedback and address any identified issues.

Question 12: What post-migration activities do you perform to ensure a smooth transition for users?
Answer: Post-Migration Activities:

• Provide training to users on new features and changes.
• Offer ongoing support for users during the transition period.

Question 13: Can you share any lessons learned from past SharePoint migration projects?
Answer: Lessons Learned from Past SharePoint Migration Projects:

• Thoroughly test the migration process before full implementation.
• Communicate with stakeholders at every stage to manage expectations.

Question 14: How do you educate and train end-users on the changes after migration?
Answer: Educating and Training End-Users:

• Conduct training sessions and provide documentation for users.
• Offer online tutorials and FAQs to address common questions.

Here is scenario based Questions and Answers

Scenario 1: Preparing for SharePoint Migration

You've been assigned to lead a SharePoint migration project for your organization. What are the key factors you would consider during the planning phase to ensure a successful migration?

Answer: During the planning phase, I would focus on the following key factors:
Comprehensive Assessment: Conducting a thorough assessment of the existing SharePoint environment, including site structure, customizations, and third-party solutions, to understand the complexity of the migration.
Stakeholder Engagement: Engaging with all relevant stakeholders, such as end-users, business owners, and IT teams, to gather requirements and understand their expectations from the migration.
Migration Strategy: Formulating a clear migration strategy that outlines the migration approach, data mapping, scheduling, and rollback plans in case of any issues.
Data Cleanup and Governance: Ensuring data integrity by identifying and resolving duplicate or outdated content. Implementing proper governance policies for the new SharePoint environment to maintain data quality.
Test Migrations: Performing test migrations with a subset of data to validate the migration process and identify potential challenges.
Communication Plan: Developing a communication plan to keep all stakeholders informed about the migration timeline, progress, and any necessary actions they need to take.

Scenario 2: Handling Custom Solutions During Migration

Your organization relies on several custom solutions and web parts in the existing SharePoint environment. How would you approach migrating these custom solutions to the new SharePoint environment?

Answer: Migrating custom solutions requires a systematic approach to ensure their seamless integration into the new environment. I would follow these steps:
Compatibility Check: Determine if the custom solutions are compatible with the target SharePoint version. If not, explore alternatives or updates that would make them compatible.
Code Review: Conduct a thorough code review to identify any deprecated APIs or practices that need to be updated for the new SharePoint version.
Test Environment: Set up a test environment to validate the functionality of custom solutions in the target SharePoint environment before the actual migration.
Rebuilding if Necessary: If custom solutions are not compatible, consider rebuilding them using modern SharePoint development frameworks, such as SharePoint Framework (SPFx) or Power Apps.
Data Migration: Migrate data associated with custom solutions and validate the data integrity after migration.
User Training: Provide training to end-users and stakeholders on the usage and benefits of the custom solutions in the new SharePoint environment.

Scenario 3: Handling Post-Migration Issues

After the SharePoint migration, some end-users have reported missing documents and broken links. How would you troubleshoot and address these post-migration issues?

Answer: To address post-migration issues, I would follow these steps:
Issue Identification: Analyze the reported issues to identify patterns or commonalities, such as affected sites or document libraries.
Data Validation: Verify the integrity of the migrated data, ensuring that all documents and links have been migrated successfully.
Version History: Check the version history of missing documents to see if they were correctly migrated and if any versions got lost during migration.
Broken Links: Investigate broken links to understand if they are caused by changes in site structure or if there are any underlying permission issues.
Rollback Plan: If necessary, have a rollback plan in place to revert to the previous SharePoint environment while resolving the issues.
Communication: Keep end-users informed about the progress of issue resolution and provide guidance on any actions they might need to take.

Scenario 4: Dealing with Third-Party Integrations

Your organization uses several third-party integrations with SharePoint, such as CRM systems and business intelligence tools. How would you handle these integrations during the migration process?

Answer: Handling third-party integrations requires a strategic approach to ensure seamless continuity. I would approach it as follows:
Vendor Communication: Contact the third-party vendors to inquire about the compatibility of their solutions with the target SharePoint version and any necessary migration steps.
Backup and Testing: Take backups of data associated with third-party integrations and perform testing in a separate environment to verify the integrations' compatibility with the new SharePoint environment.
Update or Reconfigure: Work with the vendors to update or reconfigure the integrations, if needed, to ensure they function correctly in the target environment.
Data Validation: After migration, validate the data flow and functionality of each integration to ensure smooth operation.
End-User Training: Provide training to end-users on any changes to the third-party integrations and their impact on their daily workflows.

Scenario 5: Mitigating Risks and Downtime

The organization has expressed concerns about potential risks and downtime during the migration. How would you mitigate these risks and ensure minimal disruption to business operations?

Answer: Minimizing risks and downtime is crucial during a SharePoint migration. To achieve this, I would employ the following strategies:
Risk Assessment: Conduct a detailed risk assessment to identify potential challenges and develop mitigation plans for each identified risk.
Pilot Migration: Perform a pilot migration with a small subset of data and validate the process to identify and resolve issues proactively.
Backup and Rollback: Have a robust data backup plan in place to allow for rollback in case of any critical issues during migration.
Non-Peak Timing: Schedule the migration during non-peak business hours to minimize the impact on end-users and reduce downtime.
Communication: Keep all stakeholders informed about the migration schedule, potential impact, and post-migration support options.
Testing and Validation: Thoroughly test the migrated environment to ensure all data, customizations, and integrations function as expected.

Scenario 6: Ensuring Data Security and Compliance

How do you address data security and compliance concerns during SharePoint migration, especially when dealing with sensitive or regulated data?

Answer: Data security and compliance are of utmost importance during migration. I would address these concerns by implementing the following measures:
Data Classification: Classify data based on sensitivity and regulatory requirements to determine appropriate migration procedures and access controls.
Data Encryption: Use encryption protocols to protect data during transit and at rest, ensuring data integrity and confidentiality.
Access Controls: Implement granular access controls, permissions, and role-based security to restrict unauthorized access to sensitive data.
Compliance Auditing: Conduct compliance auditing before and after migration to ensure data adherence to regulatory requirements.
Data Masking: If required, use data masking techniques to obfuscate sensitive information during testing or non-production environments.
Information Rights Management (IRM): Implement IRM to protect documents and ensure that only authorized users can access and modify them.

Scenario 7: Managing Large-Scale SharePoint Migration
The organization has a vast amount of data and numerous sites in the existing SharePoint environment. How would you approach managing a large-scale SharePoint migration efficiently?

Answer: Managing a large-scale SharePoint migration requires careful planning and execution. I would follow these steps to ensure efficiency:
Content Prioritization: Prioritize content based on its relevance and business criticality. Migrate essential sites and data first, followed by less critical content.

Parallel Migration: Implement parallel migration strategies to move multiple sites concurrently, reducing overall migration time.

Data Compression and Throttling: Utilize data compression techniques and implement throttling policies to optimize data transfer and prevent network congestion.

Distributed Migration Team: Divide the migration tasks among a distributed team, each responsible for specific sites or data sets, to speed up the process.

Monitoring and Reporting: Set up monitoring tools to track migration progress and identify any bottlenecks or issues that need immediate attention.

Load Testing: Perform load testing to assess the target SharePoint environment's capacity to handle the incoming data and user activity.

Scenario 8: SharePoint Online to SharePoint On-Premises Migration
The organization plans to migrate from SharePoint Online to SharePoint On-Premises. What challenges do you anticipate, and how would you address them?

Answer: Migrating from SharePoint Online to SharePoint On-Premises introduces specific challenges, including:
Integration with On-Premises Systems: Address the integration requirements of existing on-premises systems and third-party applications that interact with SharePoint.

Data Synchronization: Implement mechanisms to ensure data synchronization between SharePoint Online and On-Premises during the migration phase.

SharePoint Version Compatibility: Verify the compatibility of data, customizations, and features between the SharePoint Online and On-Premises versions to avoid conflicts.

Network and Latency: Address potential network latency and bandwidth issues that might impact data transfer speed and performance.

DNS and Authentication: Ensure proper configuration of DNS settings and authentication mechanisms to enable smooth access to SharePoint resources after migration.

Scenario 9: Retiring Old SharePoint Environment
The organization plans to retire the old SharePoint environment after migration. How would you ensure a seamless transition for users and avoid data loss?
Answer: To ensure a seamless transition and avoid data loss during the retirement of the old SharePoint environment, I would follow these steps:
Data Validation: Verify the completeness and accuracy of the migrated data in the new SharePoint environment.

Redirection: Implement proper redirection mechanisms to direct users from the old SharePoint sites to their corresponding locations in the new environment.

Archiving: Archive the old SharePoint environment, including its sites, libraries, and content, for future reference or compliance purposes.

Communication and Training: Communicate with end-users about the retirement plan and provide training on using the new SharePoint environment effectively.

Backup: Retain a full backup of the old SharePoint environment for a specified period, in case any data retrieval is required post-migration.

Scenario 10: Permission Mapping during Migration
How do you handle permission mapping during SharePoint migration when the user and group names differ between the source and target environments?

Answer: During permission mapping, I would follow these steps:
User and Group Mapping: Create a mapping table to match users and groups from the source to the corresponding users and groups in the target environment.

SID Resolution: Use Security Identifier (SID) resolution to ensure that permissions are accurately applied to users and groups, even if their names differ between environments.

Inherited Permissions: For unique permissions, identify the associated SharePoint resources (sites, lists, libraries) and ensure that their inheritance settings align with the desired permissions in the target environment.

Review and Validation: Thoroughly review the mapped permissions and perform validation testing to ensure that users and groups have the appropriate access rights in the new SharePoint environment.

Scenario 11: Handling Broken Inherited Permissions
After migration, some SharePoint sites are experiencing broken inheritance for permissions, leading to access issues. How do you troubleshoot and fix these broken permissions?

Answer: To troubleshoot and fix broken inheritance for permissions, I would take the following steps:
Identify Broken Inheritance: Use SharePoint administrative tools to identify sites or lists with broken inheritance, indicating unique permissions.

Revert to Inherited: For sites or lists with unintentional broken inheritance, revert them to inherit permissions from their parent.

Permission Reassignment: For sites or lists that require unique permissions, reassign appropriate permissions to the users and groups based on business requirements.

Auditing and Validation: Perform post-migration auditing and validation to ensure that broken inheritance is resolved, and users have the correct access to SharePoint resources.

Scenario 12: Handling Sensitivity and Compliance in Permissions
How do you manage permissions during SharePoint migration when dealing with sensitive documents and compliance requirements?

Answer: Managing permissions for sensitive documents during migration requires a cautious approach. I would proceed as follows:

Data Classification: Classify sensitive documents based on data sensitivity and compliance requirements.

Limited Access: Restrict access to sensitive documents only to authorized users and groups using unique permissions.

Data Encryption: Implement data encryption techniques to protect sensitive documents during transit and storage.

Compliance Auditing: Perform compliance auditing before and after migration to ensure that sensitive documents adhere to regulatory requirements.

Information Rights Management (IRM): Use IRM to protect sensitive documents and prevent unauthorized access or distribution.

Scenario 13: Resolving Permission Conflicts
During migration, you encounter permission conflicts where a user has conflicting permissions for a document or site. How would you resolve these conflicts?

Answer: To resolve permission conflicts, I would take the following actions:
Identify Conflicts: Use SharePoint administrative tools to identify users or groups with conflicting permissions for specific documents or sites.

Permission Prioritization: Analyze the conflicting permissions and determine which permission setting should take precedence based on business rules and requirements.

Permission Cleanup: Remove duplicate or conflicting permissions and retain only the appropriate permission settings for the affected users or groups.

Communication: Inform users or groups about the permission changes and provide them with any necessary training or clarification.