For staff · Staff who store work files in Dropbox, Box or Egnyte
Dropbox, Box and Egnyte to SharePoint and OneDrive: staff guide
What staff need to know when files move from Dropbox, Box or Egnyte to OneDrive and SharePoint: what to export, resharing, and ready-to-send emails.
What is different for you
| Item | Before | After |
|---|---|---|
| Your own files | Your personal [OLD SERVICE] folders | Your OneDrive |
| Team folders | Shared or team folders in [OLD SERVICE] | SharePoint sites or Teams. [LIST OR LINK TO NEW LOCATIONS] |
| Desktop app | The [OLD SERVICE] app | The OneDrive app |
| Sharing with people outside [ORGANISATION] | [OLD SERVICE] sharing links | New sharing links from OneDrive or SharePoint |
| Box Notes (Box only) | Box Notes | Word documents. Preview, table of contents and annotations are left out. |
What stays the same
- Your files and folders. They are copied across.
- Your colleagues keep access to the team folders they use today.
- Nothing is deleted from [OLD SERVICE] by the copy.
Your checklist
Before the move
- Keep working in [OLD SERVICE] as normal until [DATE]. Files are copied in the background and a final top-up copy picks up recent changes.
- Do not move, rename or reorganise files on the new OneDrive or SharePoint sites before the switch. Microsoft warns that changes made before the final copy can be overwritten.
- Dropbox users: export your Dropbox Paper documents and save them as files in your Dropbox before [DATE]. Paper documents cannot be moved for you.
- Dropbox users: Google Docs, Sheets and Slides stored in Dropbox, and web link files (.url and .web), are not moved. Export the Google files to Word, Excel or PowerPoint first, and note the links you need.
- Note any shortcuts you use in [OLD SERVICE]. Shortcuts are not moved.
- List the files and folders you share with people outside [ORGANISATION]. You will need to share them again.
On the day
- At [TIME] on [DATE], stop editing in [OLD SERVICE]. [IT MAY MAKE IT READ-ONLY]
- Find your own files in OneDrive and team files in [LIST OR LINK TO NEW LOCATIONS].
- Uninstall the [OLD SERVICE] desktop app so you do not keep saving there by mistake. [OR: IT will remove it for you.]
- To see a team folder in File Explorer, open it in the browser, select it and choose "Add shortcut to My files".
After the move
- Add shortcuts only for the folders you work in. Do not sync every library, and open large archives in the browser instead.
- Reshare files with people outside [ORGANISATION] from OneDrive or SharePoint, and tell them the new link.
- Recreate the shortcuts and web links you used, for example as OneDrive shortcuts or links on the SharePoint site.
- Box users: check important Box Notes, which are now Word documents.
- Tell [IT CONTACT] if anything is missing before [OLD SERVICE] closes on [DATE].
Questions people ask
Will I lose any files?
No. Your files are copied and nothing is deleted from [OLD SERVICE]. A few kinds of content cannot be moved for you (Dropbox Paper, Google files stored in Dropbox, web links and shortcuts), so handle those before [DATE].
Will my sharing links still work?
Not after [OLD SERVICE] closes. Reshare from OneDrive or SharePoint and send the new link.
Can I sync everything like I did before?
Please do not. Add shortcuts for the folders you use. Syncing too many files slows OneDrive down.
Why should I not tidy up the new site yet?
The final copy runs after the switch time. Moving or renaming files there before it finishes can cause them to be overwritten.
What happened to my Box Notes?
They are now Word documents. Previews, tables of contents and annotations are not included.
When does [OLD SERVICE] close?
On [DATE]. Until then you can look things up there, but please save new work only in OneDrive or SharePoint.
Emails you can send
Announcement (2 weeks before)
Subject: Our files move from [OLD SERVICE] to OneDrive and SharePoint on [DATE]
Hi all, On [DATE] we are moving our files from [OLD SERVICE] to Microsoft 365: - Your own files move to OneDrive. - Team folders move to SharePoint sites and Teams. Keep working in [OLD SERVICE] as normal until then. Files are copied in the background. A few things cannot be moved for you, so please act before [DATE]: - Dropbox Paper documents: export them and save them as files. - Google Docs, Sheets or Slides stored in Dropbox: export them to Word, Excel or PowerPoint. - Shortcuts and web links: note the ones you need. - Files shared with people outside [ORGANISATION]: list them so you can reshare. Please do not reorganise anything on the new sites before the switch. Questions: [IT CONTACT] Thanks, [SENDER NAME]
Reminder (2 days before)
Subject: Reminder: stop editing in [OLD SERVICE] at [TIME] on [DATE]
Hi all, On [DATE] at [TIME], please stop editing in [OLD SERVICE]. We then run a final copy and switch to OneDrive and SharePoint. Before then: - Export any Dropbox Paper documents and Google files stored in Dropbox. - Note your shortcuts and outside sharing. We will email you with where to find everything. Thanks, [SENDER NAME]
Go-live (the morning after)
Subject: Your files are now in OneDrive and SharePoint
Good morning, Our files have moved: - Your files: OneDrive - Team files: [LIST OR LINK TO NEW LOCATIONS] Today, please: 1. Uninstall the [OLD SERVICE] desktop app (or check IT has removed it). 2. For team folders you use, open them in the browser and choose "Add shortcut to My files". Do not sync whole sites. 3. Save new work only in OneDrive or SharePoint. Need help? [IT CONTACT] on [PHONE OR CHAT]. Thanks, [SENDER NAME]
Action needed: reshare with outside contacts
Subject: Action needed: reshare files with people outside [ORGANISATION]
Hi all, Sharing links from [OLD SERVICE] stop working when it closes on [DATE]. If you share files with clients, suppliers or partners: 1. Find the file or folder in OneDrive or SharePoint. 2. Select Share and enter their email address. 3. Let them know the new link replaces the old one. Please also recreate any shortcuts or web links you rely on. Thanks, [SENDER NAME]
Completion
Subject: Our move from [OLD SERVICE] is complete
Hi all, The move to OneDrive and SharePoint is complete. Thanks for your patience. [OLD SERVICE] will be closed on [DATE]. If anything is missing, tell [IT CONTACT] before then. Thanks, [SENDER NAME]