As part of Microsoft 365@UBC, UBC is migrating UBC IT-hosted SharePoint sites from the current on-premises SharePoint environment to SharePoint Online. UBC’s current on-premises SharePoint environment is approaching the end of support, and moving to SharePoint Online will help modernize institutional content, reduce operational and security risk, and improve integration with Microsoft 365 tools such as Teams, OneDrive, and Office apps.
Benefits of migrating to SharePoint Online
- Modern collaboration: SharePoint Online supports modern document libraries, pages, lists, co-authoring, and integration with Microsoft 365 tools.
- Improved security and governance: SharePoint Online can be configured with modern Microsoft 365 access, compliance, and information protection capabilities aligned with UBC requirements.
- Reduced operational risk: Moving from on-premises infrastructure reduces the need for legacy server maintenance and lowers risks associated with end-of-support technology.
- Better user experience: Modern sites, improved navigation, Microsoft Search, and Microsoft 365 integration make it easier to find, share, and manage information.
Timeline
Modern sites, improved navigation, Microsoft Search, and Microsoft 365 integration make it easier to find, share, and manage information.
| Target date | Milestone |
|---|---|
| May 1, 2026 | SharePoint Online Environment Set Up Complete (for sites to be migrated) |
| July 14, 2026 | Wave 1 and Wave 2 migrations complete* |
| July 14, 2026 | Microsoft SharePoint Server 2019 extended support ends |
| February 28, 2028 | Wave 3 and Wave 4 migrations complete |
[Note] On-premises sites that are not migrated before July 14, 2026, will undergo the security variance process managed by the Cybersecurity team.
What to expect
- Site owners will be contacted: Impacted site owners and units will receive information about migration planning, readiness, and timing for their sites.
- Some sites will be migrated; some may be rebuilt: Because SharePoint Online uses a modern architecture, some legacy sites, pages, forms, workflows, and customizations may need to be redesigned or rebuilt.
- Content and access will be reviewed: The project team will work with site owners to review content, permissions, integrations, and migration readiness.
- Training and support will be provided: SharePoint Online training resources and support information will be shared as migration waves are scheduled.
How site owners can prepare
- Confirm who owns and administers the site.
- Remove outdated, duplicate, or unnecessary files and pages.
- Review site permissions and identify any users or groups that no longer need access.
- Identify business-critical content, pages, lists, workflows, forms, and integrations.
- Avoid deeply nested folders and unnecessarily long file names.
- Document any InfoPath, Nintex, SharePoint Designer workflow, custom code, or third-party integration that supports an active business process.
SharePoint 2019 vs. SharePoint Online
The table below summarizes common differences site owners and users may notice as UBC moves from on-premises SharePoint to SharePoint Online.
| Area | SharePoint 2019 / On-premises SharePoint | SharePoint Online |
|---|---|---|
| Availability and support | Hosted on UBC-managed on-premises infrastructure that is approaching the end of support. | Hosted by Microsoft as part of UBC Microsoft 365; continuously updated by Microsoft. |
| User experience | Mostly classic SharePoint experience, with some modern features depending on the site. | Modern SharePoint experience with improved pages, web parts, document libraries, and navigation. |
| Site structure | Often uses site collections, subsites, and classic hierarchy. | Moves toward modern, flatter site architecture using hub sites and simplified navigation. |
| Server and database management | Requires on-premises servers, SQL databases, patching, upgrades, and operational maintenance. | Server and database platform are managed by Microsoft; UBC manages service configuration, governance, and support. |
| Authentication and access | Uses UBC-managed on-premises access patterns and legacy configurations. | Uses Microsoft 365 identity and modern authentication aligned with UBC security controls. |
| Document libraries | Supports document storage, versioning, metadata, and permissions in classic/modern libraries. | Supports modern document libraries, co-authoring, versioning, sharing controls, sync, and Microsoft 365 integration. |
| Open with Explorer | Available in some legacy scenarios. | Not available in the same way; users can use OneDrive sync to work with SharePoint files in File Explorer or Finder. |
| Search | Classic search experience that requires local configuration and maintenance. | Microsoft Search experience with results integrated across Microsoft 365, subject to permissions. |
| Forms | InfoPath and legacy forms may be used on some existing sites. | InfoPath is deprecated; forms and business apps will be assessed and may need to be rebuilt using modern supported tools such as Power Platform, where appropriate. |
| Workflows | May use SharePoint Designer, Nintex, or other legacy workflows. | Power Automate is the preferred modern workflow approach; legacy workflows may require redesign or replacement. |
| Custom code and integrations | May include custom web parts, scripts, farm solutions, or third-party integrations. | Customizations must align with SharePoint Online and UBC privacy, security, and architecture standards; some may not be migrated as-is. |
| Compliance and governance | Relies on local configuration and legacy governance patterns. | Can align with Microsoft 365 compliance capabilities, sensitivity labels, retention, DLP, and UBC privacy/security requirements. |
| Microsoft Teams integration | Not natively integrated with Teams in the same way as SharePoint Online. | Teams file storage is backed by SharePoint Online; Teams-connected sites support collaboration on documents and lists. |
| URL and path limits | Legacy sites may contain deep folder structures and long paths. | The decoded file path, including the file name, cannot exceed 400 characters in SharePoint in Microsoft 365. |
Microsoft SharePoint Online training and support links
The following Microsoft resources can help UBC community members learn how to use SharePoint Online.
Please Note: These are general Microsoft support materials. Not all Sharepoint Online functionality noted in the below apply to UBC.
SharePoint Online Basics
- Quick Start: What is SharePoint?
- Getting Started with SharePoint Online
- SharePoint quick start guide (PDF)
- What is a SharePoint hub site?
- What is a SharePoint communication site?
- What is a document library?
- What is a list in Microsoft 365?
- Collaborate in SharePoint
Planning and managing a site
- Plan your SharePoint communication site
- Build your SharePoint communication site
- Manage your SharePoint communication site
- Set up your SharePoint hub site
- Associate a SharePoint site with a hub site
Building a site
- Create a list
- Create a document library
- Create, upload, and share files in a document library
- Create and share news on your SharePoint sites
- Create and use modern pages on a SharePoint site
- Add sections and columns on a SharePoint modern page
- Using web parts on SharePoint pages
- How to customize your SharePoint website
Site administration
- Restore items in the recycle bin
- Delete a document library
- Restore a shared library
- View usage data for your SharePoint site
Additional Microsoft resources
- SharePoint help & learning
- Documents and libraries in SharePoint
- Data and lists in SharePoint
- Sharing and permissions in SharePoint
- Pages in SharePoint
- Sites in SharePoint
Frequently Asked Questions
Support
Need help? Contact UBC IT Helpdesk at 604-822-2008 or it.ubc.ca/selfservice.