Migrating to Microsoft 365 is one of the most impactful technology changes an SME can make. But it's also one of the most commonly botched. Done well, it transforms how your team works. Done badly, it creates weeks of frustration.
Here's what a proper M365 migration actually looks like, based on hundreds of projects we've delivered for businesses across Birmingham and the West Midlands.
Why Migrate to Microsoft 365?
If your business is still running on-premise Exchange, local file servers, or a mix of consumer email and shared drives, you're likely dealing with:
- Limited remote access - staff can't work effectively from home or client sites
- Security gaps - on-premise systems miss out on cloud-grade security features
- Backup risks - local servers are vulnerable to hardware failure, fire, and ransomware
- Scaling costs - adding users means buying more hardware
Microsoft 365 solves all of these. Email, file storage, video conferencing, and collaboration tools in one platform, accessible from any device, backed by Microsoft's enterprise infrastructure.
If you're weighing up alternatives, read our detailed comparison: Microsoft 365 vs Google Workspace.
What Gets Migrated?
A full M365 migration typically covers:
| Component | What moves | Typical time |
|---|---|---|
| Mailboxes, calendars, contacts | 1-3 days | |
| Files | Shared drives → SharePoint; personal files → OneDrive | 2-5 days |
| User accounts | Active Directory sync or fresh setup | 1 day |
| Security policies | MFA, conditional access, anti-phishing | 1 day |
| Training | Teams, SharePoint, OneDrive basics | 1-2 sessions |
The whole process typically takes 2-3 weeks from planning to completion, with most of the heavy lifting done in the background while your team keeps working normally.
The 5-Step Migration Process
Step 1: Discovery & Planning
We audit your current setup - how many users, how much data, what software you depend on, and what your team actually needs. This is where we catch the gotchas before they become problems.
Step 2: Tenant Setup & Security
Your M365 tenant is configured with the right security policies from day one: MFA, anti-phishing, data loss prevention. We also set up SharePoint with a proper structure - not just a dump of your old folder hierarchy.
Step 3: Data Migration
Mailboxes, files, and calendars are migrated in the background using Microsoft's migration tools. We run this out of hours where possible to minimise disruption. Your team can keep using their existing email throughout.
Step 4: Cutover & Testing
DNS records are updated to point to M365. We test everything: email delivery, calendar sync, file access, Teams calls. Any issues are caught and fixed before your team starts their day.
Step 5: Training & Handover
Practical training sessions covering the tools your team will use daily. Not a 3-hour lecture on every Microsoft feature - focused, relevant guidance that gets people productive fast.
Common Pitfalls We See
Skipping the file structure planning. Dumping your old file server into SharePoint without restructuring means you inherit the same mess - just in the cloud. We design a structure that actually works.
Ignoring licence optimisation. Many businesses end up on E3 licences when Business Basic would do. We match licences to actual needs, typically saving 15-20% on your M365 spend.
No backup strategy. Microsoft 365 is not a backup solution. We implement independent backup for your M365 data from day one.
Weak security configuration. Default M365 security settings are not enough. We configure endpoint protection, conditional access, and anti-phishing rules as standard.
What Does It Cost?
M365 migration costs depend on complexity, but for a typical 20-50 user business:
- Migration project: usually included as part of onboarding with LeapIT
- M365 licences: £4.60–£31.50 per user/month depending on the plan
- Ongoing management: included in our IT support plans
For a deeper dive into IT costs, see our guide: IT Support Costs: What Should You Be Paying?
Ready to Migrate?
Whether you're moving from on-premise Exchange, Google Workspace, or a cobbled-together mix of tools, we've done it before and we'll get it right.
Book a free M365 assessment and we'll map out exactly what your migration looks like - timelines, costs, and what your team needs to know.
LeapIT provides Microsoft 365 support and cloud services for businesses across Birmingham, Solihull, Coventry, and the wider West Midlands.
Once users are on Outlook in Microsoft 365, one of the first things they ask is how to recall an email in Outlook, worth covering in your user comms.