Migrating from M365 to Nextcloud: A Practical Guide for Any Organization

Jump to:

• Start with Clear Goals
• Prepare Thoughtfully
• Take It Step by Step
• Design for Flexibility
• Stay Flexible and Adapt
• Avoid Common Pitfalls
• The Real Value of Migration
• References

More organizations than ever are moving away from Microsoft 365 to Nextcloud—and for good reason. US cloud providers don’t just store your data; their business depends on harvesting and exploiting it ¹²³⁴⁵. Every file, email, and conversation in Microsoft’s ecosystem fuels a model built on surveillance, vendor lock-in, and escalating costs.

The smartest migrations don’t happen overnight. They unfold through deliberate steps, focusing on what truly matters: giving teams control over their tools, data, and workflows. Experience shows that the most effective transitions prioritize practicality over perfection, ensuring the new system works for people—not the other way around.

I’ve helped teams through this process many times, and the ones that thrive share a common approach. They don’t just switch systems—they make the transition work for their unique needs and workflows.

Start with Clear Goals

Every migration should begin with a simple but important question: What do we want to achieve?

Some organizations prioritize data sovereignty, moving files out of U.S. data centers to avoid unnecessary surveillance risks. Others focus on cost savings, tired of paying for M365 features that go unused. Many simply want the flexibility to choose tools that match their values and workflows.

The good news is you don’t have to change everything at once. In fact, most experts will advise a phased approach rather than a big bang migration.

Files can move to Nextcloud first, giving teams better version control and security, while still allowing them to use familiar Office applications through Nextcloud’s built-in integration with Collabora or OnlyOffice. Communication tools can transition gradually too—teams might start using Nextcloud Talk for internal discussions while keeping Microsoft Teams for external meetings. For calendars and contacts, tools like Sendent or Nextcloud’s Exchange Connector keep everything in sync during the transition ⁶.

Some institutions begin by moving all their team files to Nextcloud but keep M365 for email and Power BI. After a period of time, they intend to phase out Teams with Nextcloud Talk as the service is piloted and and users gain more familiarity with the alternative. The key was starting with clear objectives and letting the migration evolve organically.

Prepare Thoughtfully

A smooth migration depends on understanding both the technical requirements and the human factors.

Technical Assessment: Know Your Data Inside Out

Before moving anything, conduct a comprehensive inventory of your file stores:

1. File Analysis:

   • Map all file locations (OneDrive, SharePoint, Teams, etc.)
   • Document file types, sizes, and volume
   • Identify large files (>1GB) that may need special handling
   • Note any proprietary file formats that require specific applications

2. Metadata and Retention:

   • Catalog existing metadata, tags, and classification systems
   • Document current retention policies and legal hold requirements
   • Plan how to preserve or migrate these attributes to Nextcloud

3. Distinguish Between File Types:

   • User OneDrive files: Typically personal work files
   • Team/Department files: Shared collaboration spaces
   • Company-wide files: Official documents and resources
   • Archival files: Rarely accessed but legally required

4. Migration Strategy Development:

   • Assess available migration tools (Nextcloud’s built-in tools, third-party solutions)
   • Determine if custom scripting will be needed for special cases
   • Plan for file version history migration if required
   • Estimate total data volume and transfer time requirements

Create Your Migration Blueprint

Develop a detailed migration plan that includes:

1. Tooling Evaluation:

   • Explore the which migration tooling, processes or scripts will be viable and appropriate and validate them with sample data.
   • Identify any gaps that require additional tools or custom solutions
   • Verify compatibility with your specific M365 configuration

2. Pilot Planning:

   • Select representative samples from each file category
   • Include files with complex metadata and version histories
   • Test with different file sizes and types

3. Migration Playbook:

   • Document step-by-step procedures for each migration phase
   • Include rollback procedures for each stage
   • Define success criteria and validation checks
   • Plan for data verification and integrity checks

Human Factors and Change Management

Begin with an honest audit of your current setup:

• Which M365 tools are truly essential to your workflow?
• Which ones are just part of the routine?

This clarity helps you focus on what really needs to change.

Next, pilot the transition with a small, adaptable team. Let them test Nextcloud for file storage and internal communication using your migration playbook. Their feedback will be invaluable as you refine both the technical process and user experience before rolling it out more widely.

Establish simple guidelines from the start. For example: “We’ll use Nextcloud for file storage and internal chats, but client emails will stay in M365 for now.” Clear expectations prevent confusion and make the transition feel more manageable for everyone.

This approach works because it respects how people actually work. When teams see how the new system improves their daily routines, they’re much more likely to embrace the change. The technical preparation ensures the migration runs smoothly, while the human-focused approach guarantees adoption.

Tooling Evaluation

When assessing migration tools, Nextcloud does not currently appear to offer native tools specifically designed for direct migration from Microsoft 365 (including SharePoint or OneDrive). However, the ecosystem is evolving, and a combination of third-party, open-source, and custom solutions can effectively fill this gap.

Before embarking on a migration, explore these options:

1. Nextcloud Native Capabilities:

   • Nextcloud Office: Allows editing Microsoft Office files directly in Nextcloud using Collabora Online or OnlyOffice integration, easing the transition for users accustomed to Office formats.
   • Basic File Migration: Nextcloud supports standard file uploads and synchronization, which can be used for manual or scripted migrations from local or network storage.

2. Third-Party and Open-Source Tools: The migration space is active, with several specialized tools and scripts available:

   • Metavox: An open-source tool for enriching and migrating documents to Nextcloud, particularly useful for preserving metadata and context.
   • Custom Scripts: Python, PowerShell, or other scripting solutions can automate migrations from M365 to Nextcloud, especially for complex or large-scale data transfers.
   • MigrateDMS: Third-party tools like Smart Migrations are designed for SharePoint and OneDrive migrations, offering advanced features like bulk transfers and metadata preservation.
   • Sendent Tools: While not migration tools per se, Sendent for Outlook and Sendent for Microsoft Teams enable hybrid setups, allowing organizations to sync calendars, contacts, and tasks between Microsoft 365 and Nextcloud during and after the transition.

3. Emerging Solutions: The Nextcloud ecosystem is rapidly developing, with new tools and integrations frequently emerging. It’s wise to:

   • Monitor Nextcloud’s official migration resources for updates.
   • Explore Nextcloud’s partner network for professional services and specialized tooling tailored to your needs.
   • Engage with the community (e.g., Nextcloud Forum) for the latest recommendations and custom solutions.

Evaluation Process:

• Test tools with a representative sample of your data.
• Assess compatibility with your M365 setup (e.g., SharePoint Online vs. On-Premises).
• Prioritize tools that support phased migrations and hybrid setups.
• Consider professional services for complex migrations involving large datasets or unique requirements.

Take It Step by Step

The most effective migrations happen gradually, one phase at a time, based on thorough planning and assessment.

Start with What You Know Best

Most organizations begin their migration journey with files. File storage represents the lowest risk and highest reward starting point because:

• Files are typically the easiest to migrate with minimal disruption
• Successful file migration builds confidence for more complex transitions
• Teams can immediately experience the benefits of improved version control and access

A comprehensive file assessment should inform your migration strategy:

• Understand the volume, types, and locations of all files
• Identify dependencies between files and other systems
• Document current access patterns and permission structures
• Plan for preserving metadata and version histories where needed

Progress at Your Own Pace

Email migration is often addressed last, if at all. Many organizations find that:

• Email systems are deeply integrated with existing workflows
• The disruption of email migration can outweigh immediate benefits
• A phased approach allows teams to adapt gradually
• Some organizations maintain dual systems indefinitely for specific needs

The key is to:

1. Begin with non-critical systems and data
2. Gradually introduce new tools and workflows
3. Allow teams to adapt at their own pace
4. Use pilot groups to test and refine the approach
5. Continuously gather feedback and adjust the plan Here’s a rewritten section that focuses on the planning and assessment process without recommending specific tools, and emphasizes the typical migration pattern starting with files:

Learn from Real-World Experience

One university I know followed this approach by:

• Starting with faculty file migration to Nextcloud
• Maintaining Microsoft 365 for student emails and some administrative functions
• Gradually intrHere’s a rewritten section that focuses on the planning and assessment process without recommending specific tools, and emphasizes the typical migration pattern starting with files: oducing Nextcloud Talk for internal communication
• Letting adoption grow organically based on user experience

The most important lesson is that successful migrations focus on people and processes as much as technology. Small, well-planned steps build confidence and momentum, while allowing for adjustments based on real-world feedback.

Design for Flexibility

Most organizations will operate in a hybrid environment for a while, and that’s perfectly okay. The goal isn’t to eliminate M365 completely but to create a setup that works for your team.

Nextcloud makes this easy. Teams can edit Office files directly in Nextcloud without losing any functionality. They can join Teams meetings from Nextcloud Talk by simply pasting the link—no extra logins required. And with email sync through IMAP or Sendent, users can manage their inbox from Nextcloud without fully switching systems.

When training your team, focus on how the new tools improve their daily work. Show them how to open and edit documents in Nextcloud, how their calendars stay synced, and how internal chats happen seamlessly in Talk. When people see how the new system makes their jobs easier, they’ll adopt it naturally.

Stay Flexible and Adapt

Some teams will eventually move completely away from M365. Others may keep certain tools for specific needs. Both approaches are valid.

Regularly review how your teams are using the systems. If Teams is only being used for external calls, ask whether those licenses are still necessary. Check in every few months to see what’s working and what could be improved. And don’t forget to celebrate the progress you make—whether it’s a team switching from SharePoint to Nextcloud files or a department adopting Talk for all their internal communication.

Migration isn’t about reaching a finish line. It’s about creating a system that serves your team better over time.

Avoid Common Pitfalls

Even with careful planning, migrations can hit snags. Here’s how to steer clear of the most common issues:

• Don’t let teams save files in both SharePoint and Nextcloud. Pick one system for each type of data to avoid confusion and duplication.
• Be clear about which tools to use for which purposes. For example: “We’ll use Talk for internal chats and Teams for client meetings.” Simple, consistent guidelines help everyone stay on the same page.
• Test integration tools like Sendent or the Exchange Connector before you need them. You don’t want to discover sync issues during an important meeting.

The Real Value of Migration

Ultimately, migrating from M365 to Nextcloud isn’t just about switching tools. It’s about building a system that supports your team’s needs and values.

The most successful transitions start small, listen to users, and adapt as they go. They focus on making work easier and more efficient, not just checking off technical requirements.

When done right, migration feels less like a disruptive change and more like a natural evolution—one that gives your team more control, better tools, and a system that truly works for them.

Sources & References