As technology continues to advance, many charities are faced with the decision of whether or not to migrate to a digital workspace. The benefits of migrating to cloud-based tools, such as Microsoft 365, can greatly enhance how charities function and increase productivity. However, many charities may struggle with the transition. In this guide, we cover the main challenges of Microsoft 365 migration for charities, the different migration types available, application-specific hurdles in SharePoint and OneDrive, how long migration typically takes, and how your charity can access free migration support from Microsoft. From understanding the initial steps to making the most of the platform, this guide will help your charity make informed decisions about moving to a digital workspace.
Migrating your charity to Microsoft 365 or Microsoft Office 365 – the challenges and solutions
Migrating to Microsoft 365 or Microsoft Office 365 can greatly enhance how charities operate, but it is not without its challenges. From data security to compatibility issues, there are several hurdles that charities must overcome to ensure a smooth transition. Specifically, the five challenges of charity Microsoft 365 migrations are:
- Disruption of service
- Ineffective planning and execution
- Lack of legacy system compatibility
- Lack of cybersecurity measures
- Costs associated with ongoing support and maintenance
Let’s dive a bit deeper into each of these.
Disruption of service
One of the biggest challenges is ensuring a smooth transition, as any disruption of service can result in downtime and lost productivity. As you’ll be moving all of your nonprofit organisation’s data and processes to Microsoft 365 or Microsoft Office 365, access will be limited while the migration is in progress.
Yes, your charity will have limited access to files and data during the migration. However, if you’re able to complete the migration over a weekend with the help of an external IT Provider, then your migration will successfully avoid disruption and downtime for staff and volunteers.
How long a migration takes will depend on the size of your nonprofit and the complexity of your systems. A smaller charity with a simple setup can usually complete a Microsoft 365 migration over a single weekend. Larger organisations with legacy systems, significant data volumes, or complex permissions may need a phased approach that spans several weeks.
At Qlic, our Solutions Delivery Team works over the weekend to help nonprofit organisations minimise downtime when migrating to Microsoft. We helped Southwark Pensioners Centre, a 30-year-old local charity that needed to move to Office 365 without putting their operations at risk. By completing the migration carefully and putting the right security controls in place, they immediately saw improvements in both data security and flexible working. Read the Southwark Pensioners Centre case study and find out how Qlic has helped nonprofits like yours migrate to Microsoft 365.
Ineffective planning and execution
Additionally, migrating to this cloud solution requires careful planning and execution to ensure that data is accurately transferred and that security protocols are in place. Moreover, there is a learning curve for staff and volunteers who may not be familiar with the platform, which can result in resistance to change.
Lack of legacy system compatibility
Another challenge is ensuring that the organisation’s legacy systems are compatible with Microsoft 365 or Microsoft Office 365. Charities often have complex IT systems that have been built up over time, which may not be compatible with Microsoft 365. This can require significant reconfiguration or customisation, which can be costly and time-consuming.
When looking into the compatibility of your charity with Microsoft 365, this can be simplified. Reach out to your in-house IT team or look into outsourcing, they will be able to look into the system compatibility and give an update on whether reconfiguration is needed.
Voluntary Action Arun & Chichester (VAAC) faced this directly: a mixed setup of on-premise server and Microsoft 365 that was making hybrid working difficult and leaving their security posture unclear. We worked with them to decommission the legacy server entirely, migrate their data to SharePoint and OneDrive, and implement centralised security policies. See how we helped VAAC make the move.
Lack of cybersecurity measures
Furthermore, both Microsoft 365 and Microsoft Office 365 require robust cybersecurity measures to be in place, as charities deal with sensitive data such as donor and volunteer information. Migrating to the cloud can put this data at risk if appropriate security measures are not taken, such as two-factor authentication, encryption, and data access controls.
When considering Microsoft 365 migration for nonprofits, it is crucial that each organisation first looks into its cybersecurity environment. With your charity dealing with sensitive data there is a risk of it being compromised during migration, therefore ensuring your organisation has the most up-to-date cybersecurity implemented is crucial. Find out more about the best cybersecurity tools for your charity and how to train nonprofit staff in cyber security best practices.
Costs associated with ongoing support and maintenance
Finally, ongoing support and maintenance is required to keep the system running smoothly. This may require additional resources and staff training, which can be challenging for charities with limited budgets and resources.
Ongoing support and maintenance can be dedicated to your in-house or outsourced IT Support team.
For an in-depth explanation of how to maximise your cloud migration’s efficiency and benefits, watch this webinar by Adam Graham, one of Qlic’s IT experts.
Types of Microsoft 365 and Microsoft Office 365 migrations
- Cutover Migration
- Batched Migration
- Hybrid
- IMAP
Cutover Migration is where all the data is moved in one extensive process from on-premise applications to the cloud.
Batched Migration is when migration happens in batches or planned stages. An ideal scenario would be a transfer of exchange mailboxes.
Batched migration is the safest choice if avoiding failure is your priority. By moving in stages and reviewing each phase before continuing, your charity has the opportunity to catch issues early, rather than discovering them after everything has moved at once.
Hybrid suits companies that may want to maintain on-premise versions and cloud solutions. It is simply to ascertain the success of the cloud migration, and once that has been done, the on-premise version can be disabled. It is the most challenging of all types of migration to Microsoft Office 365.
IMAP (Internet Message Access Protocol) migration allows enterprises to transition their users from Gmail or other email systems which support IMAP migration.
Choosing the right migration type for your nonprofit organisation can be overwhelming, but keep in mind your desired end result and the timeframe your charity has to complete the migration. The safest option for migration to Microsoft 365 or Microsoft Office 365 is Batched Migration as it allows your charity to migrate at your desired pace and can be observed during each stage. However, this will cause potential delays to your charity’s email inboxes. Emails sent to your charity’s on-premises users whose mailboxes are under migration to Office 365 will receive a delay until the MX record is changed.
To avoid disruption of service to your charities mailboxes, collaborated documents and sensitive files, Cutover migration is the quickest way to complete the migration.
It’s also worth knowing that Microsoft offers a free programme called FastTrack for eligible nonprofits, which provides planning support and migration resources regardless of where you’re migrating from. We cover this in more detail in the Google migration section below.
Application-specific Microsoft 365 migration challenges and solutions
Of course, which challenges your charity comes up against will also depend on the Microsoft application in question. To clarify common migration challenges and their solutions, let’s explore typical issues faced in Sharepoint and One Drive migrations.
If you aren’t yet sure which platform is best for your needs, our ‘Sharepoint vs OneDrive – Which is Better For Me?’ video can help.
Microsoft SharePoint migration – challenges and solutions
SharePoint is a web-based platform that offers a suite of tools for collaboration, document management, and content sharing. Microsoft SharePoint for Nonprofits is one of the apps that will be available to your charity when migrating to Microsoft 365, although it can have its complications, find out more about the solutions your nonprofit organisation can use. Below are several common challenges, and what to do to ensure a smooth SharePoint migration.
Staff and volunteers can’t find what they’re looking for
Taking stock of what data your charity currently has on the system is vital before beginning the migration. When your folders start to contain hundreds of files and copies with unspecific names will cause trouble for your staff and volunteers when they come to look for their files on SharePoint. The key is to use short and simple naming structures and categorise content in an intuitive way.
Lack of user uptake
There’s nothing worse than investing time and money into a new platform that your staff don’t want to use. You can avoid this by keeping communication flowing with your nonprofit team at all stages of your data migration. Organising training for when your migration is complete will help your staff and volunteers to understand the cloud-based tool.
When migrating to Microsoft 365 SharePoint Online, choosing the right migration tool is key. Listed below are 4 migration tools for SharePoint which nonprofits can use.
- ShareGate Desktop
- DocAve/Fly Migration (AvePoint)
- Dell Migration Suite for SharePoint
- SharePoint Migration Tool for SharePoint and OneDrive
ShareGate Desktop
ShareGate is a well-known migration tool. Its function is to move all core SharePoint contents but also any non-Microsoft components your charity could be working with as well, in particular Nintex workflows and forms.
DocAve/Fly Migration (AvePoint)
This migration tool goes beyond SharePoint in terms of built-in versatility. It scans SharePoint content before migration to facilitate filtering and mapping in real time.
Dell Migration Suite for SharePoint
Dell’s migration tool suite consolidates data in the migration process to SharePoint. It also has scheduling features which enables migration automation.
SharePoint Migration Tool for SharePoint and OneDrive
Microsoft’s own SharePoint migration tool migrates all SharePoint content objects. This includes permissions, site descriptions and managed metadata, while preserving navigation, taxonomy term sets and groups. The tool also includes post-migration reports for your charity to review.
Find out more about each SharePoint migration tool.
OneDrive Migration – challenges and solutions
OneDrive is a cloud-based file storage and sharing service. It enables organisations to store and manage files in a secure cloud environment, allowing users to access files from anywhere, at any time. OneDrive is a Microsoft 365 app that your charity will be able to migrate to from Box or another cloud-based storage. Although it can have its complications, find out more about the solutions your nonprofit organisation can use.
Content analysis
By doing a content analysis prior to migrating, your organisation can easily organise data by file type or size, flag any potential errors, and overall gain insight into permissions. This can also help to decide which content the organisation should migrate to which storage space (Teams, SharePoint, OneDrive).
User permissions
There are vast differences in permissions between Box and OneDrive with no option to automatically map them. In cases involving tens of thousands of users, this becomes an impossible task. So, leveraging a migration tool that can transform permissions from Box into Office 365 may be essential depending on business and migration needs.
Box notes and file fidelity
Box offers a feature called Box Notes, which is something which doesn’t exist with Microsoft 365. Manual migrations will not easily transfer Box Notes or maintain document version history throughout the migration. However, some migration services are able to maintain that file fidelity.
Migrating from Google to Microsoft Cloud for Nonprofits
Google and Microsoft Cloud are two cloud-based services available for nonprofit organisations. While there are similarities between the two, there are also significant differences.
One of the main differences between Google Workspace and Microsoft Cloud for Nonprofits is the specific tools each platform provides. Google Workspace (formerly called G Suite) is generally focused on communication and collaboration tools such as email, messaging, and document sharing. In contrast, Microsoft Cloud for Nonprofits focuses more on productivity tools, data management, and analytics.
Google for Nonprofits includes access to Google Workspace, which includes tools such as Gmail, Google Drive, and Google Calendar, among others. These tools can be used to increase productivity, enhance communication, and collaborate on projects. Google Workspace also provides features like Google Analytics, Google Ad Grants, and YouTube Nonprofit Program.
Benefits of Microsoft 365 compared to Google
There are 3 main benefits for charities looking to migrate from Google to Microsoft 365, these are:
- Cost savings
- Faster migration
- Microsoft’s Commitment to and Investment in Nonprofit Success
Cost Savings – The first one being cost. Microsoft 365 cloud platform offers a more cost effective solution for your nonprofit organisation. While Google’s licensing may be less expensive, all of the necessary components you need to add to support the Google environment actually makes the cloud-based solution more expensive than Microsoft 365, who offers discounted prices for eligible nonprofits.
Faster Migration – Microsoft 365 for Charities provides simplicity. So, if your charity is currently using Google, there’s help available through Microsoft FastTrack, which is a program that Microsoft established to help organisations plan, assess and ultimately migrate to the Microsoft cloud.
Microsoft’s Commitment to and Investment in Nonprofit Success – Microsoft’s mission is to empower every person and organisation to achieve more. Through its Tech for Social Impact initiative, Microsoft provides grants, heavily discounted pricing, solutions and partnerships to the nonprofit sector.
However, it’s worth being aware that Microsoft’s nonprofit offering has been evolving. Free grant licences for certain Microsoft 365 plans are being discontinued for charities, meaning organisations that have historically accessed Microsoft 365 at no cost may need to move to a paid (though still discounted) model. Read our full breakdown of what the grant changes mean for your charity.
Alongside this, Microsoft has confirmed licence price increases taking effect from 1st July 2026, with nonprofit pricing updated in line with commercial rates. See our guide to the 2026 Microsoft pricing and product changes.
The overall picture is still one of meaningful commitment to the sector, but the landscape is shifting. If your charity is planning a Microsoft 365 migration, it’s a good time to understand exactly what licensing you’ll need and what it will cost. We can help with that as part of your free consultation.
Challenges when migrating to Microsoft from Google
Migrating from Google to Microsoft can present several challenges for nonprofits. One of the most significant challenges is ensuring a smooth and seamless transition while minimising any disruption to ongoing operations.
Data compatibility can also be an issue, as the two platforms may store data in different formats or locations, which can require significant reconfiguration and data transfer.
Another potential challenge is staff training, as the two platforms have different interfaces and workflows. Staff and volunteers who are used to working with Google Apps may require additional training and support to become proficient with Microsoft Cloud apps.
Security is another crucial factor to consider as these cloud services have different security protocols. In this regard, it is recommended an expert in cybersecurity assesses the security requirements for a successful migration to Microsoft Cloud to ensure it is aligned with cybersecurity best practices.
Young Lewisham Project is a good example of how these challenges can be faced. They were using Google Drive for file storage and a third-party email provider, with inconsistent security across a mixed Mac and Windows environment. We migrated them to Microsoft 365 Business Premium, moving their files into SharePoint, bringing email onto Exchange Online, and deploying managed security across all devices. The result was a more stable, secure environment that staff could actually rely on day to day. Read the Young Lewisham Project case study.
Final Thoughts
In conclusion, Microsoft 365 can greatly benefit charities by increasing productivity, streamlining processes, and providing access to a wide array of tools and resources. However, the migration process can be challenging and requires careful planning, execution, and ongoing management. Charities must address potential disruptions, data compatibility issues, cybersecurity risks, staff learning curves, and ongoing support and maintenance requirements to ensure a smooth transition.
By partnering with an experienced IT services provider, conducting staff trainings, and leveraging Microsoft’s online tutorials and resources, charities can integrate Microsoft 365 into their operations in a way that enhances their mission and goals. Migrating to Microsoft 365 is a worthwhile investment for any charity looking to modernise and optimise their operations for greater impact.
Does your charity need support migrating to Microsoft 365? Book your free Microsoft 365 Migration Consultation below.
Microsoft Migration FAQs
What are the benefits of migrating to Microsoft 365?
Migrating to Microsoft 365 gives your charity access to a suite of tools designed to help your team collaborate, communicate, and work securely, wherever they are. You’ll benefit from cloud-based file storage through OneDrive and SharePoint, seamless communication via Microsoft Teams, and enterprise-grade security built in from day one. For charities, Microsoft also offers heavily discounted or free licensing through its nonprofit programme, meaning you get more for less. Whether you’re a small charity with a handful of staff or a larger organisation managing hundreds of volunteers, Microsoft 365 adapts to your scale.
What are the risks of cloud migration?
The main risks of cloud migration are disruption to your day-to-day operations, data loss if the migration isn’t properly planned, and security vulnerabilities if cybersecurity measures aren’t in place before you begin. For charities, where sensitive donor and beneficiary data is involved, these risks need to be taken seriously. That’s why we always recommend migrating with an experienced IT partner rather than going it alone. At Qlic, our Solutions Delivery Team can handle migrations over the weekend to minimise any impact on your staff and volunteers.
What is the best migration tool for Office 365?
The right tool depends on what you’re migrating and where from. For SharePoint migrations, we commonly recommend the SharePoint Migration Tool (Microsoft’s own, free option) for straightforward moves, or ShareGate Desktop if your charity is working with more complex content. For organisations moving from Google Workspace, Microsoft FastTrack is worth exploring. It’s a free programme Microsoft offers to eligible nonprofits to help plan and execute the migration. Not sure which tool fits your situation? That’s exactly what our free consultation is for.
How to avoid migration failure in Office 265?
The most common reason migrations go wrong is poor planning. Before you migrate anything, you need a clear picture of what data you have, where it lives, and how it needs to be structured on the other side. Beyond that: ensure your cybersecurity measures are up to date before you begin, communicate clearly with your team throughout the process, and don’t skip post-migration testing. Choosing batched migration over a full cutover can also reduce risk, as it lets you move in stages and review each phase before continuing.
How long does a Microsoft migration take?
It depends on the size of your organisation and the complexity of your existing systems. A smaller charity with a straightforward setup can typically complete a Microsoft 365 migration over a single weekend. Larger organisations with legacy systems, significant data volumes, or complex permissions may need a phased approach that spans several weeks. At Qlic, we’ll give you a realistic timeline during your free consultation, and we’ll work around your schedule to keep disruption to a minimum.
What is the free program to migrate Windows?
Microsoft FastTrack is the free programme Microsoft offers to help eligible organisations migrate to Microsoft 365. It provides access to Microsoft’s own migration specialists and resources to help you plan, assess, and execute your move to the cloud. It’s particularly useful for charities migrating from Google Workspace. Eligibility requirements apply, and the level of support provided varies, so it’s worth speaking to an IT partner who can help you get the most out of it.
Can you use the SharePoint migration tool for OneDrive?
Yes. Microsoft’s SharePoint Migration Tool supports both SharePoint and OneDrive migrations. It migrates content including permissions, site descriptions, managed metadata, navigation, and taxonomy term sets, and produces post-migration reports so you can review exactly what’s been moved. It’s free to use and a solid starting point for many charity migrations, though more complex environments may benefit from a third-party tool with additional filtering and mapping capabilities.
