Box Migration

Migrating from Box to Microsoft 365 brings several advantages, including:

• Cost savings – Instead of paying for a separate cloud storage solution, you can make the most of your existing Microsoft 365 licences, reducing overall IT spend.
• Enhanced collaboration – SharePoint, OneDrive, and Teams now provide powerful document management and collaboration capabilities, deeply integrated into the wider Microsoft 365 ecosystem.
• Stronger security & compliance – Consolidating data into a single, secure environment makes it easier to manage security policies, compliance requirements, and access controls using Microsoft Purview.
• Simplified IT management – With all data in Microsoft 365, you reduce the number of separate systems to maintain, streamline user training, and ensure governance policies are applied consistently.

Managing security and compliance across multiple platforms is challenging. Consolidating content in Microsoft 365 creates a single, controlled environment with AI-driven threat detection and automated compliance tools. IT teams are able to enforce consistent security policies across SharePoint, OneDrive, and Teams, leveraging Microsoft Purview to further strengthen governance with integrated tools for data loss prevention, information protection, and insider risk management.

Organisations often encounter:

• Structural differences – Box and SharePoint operate differently, requiring careful planning to map users, permissions, and data structures effectively.
• Data integrity risks – Ensuring all files, metadata, and permissions are correctly transferred requires a robust migration plan and the right tools.
• Change management – Users accustomed to Box may need training to fully embrace SharePoint, OneDrive, and Teams.

Security & compliance alignment – Governance policies in Box may not directly translate to Microsoft 365, so organisations may need to reconfigure settings within Microsoft Purview.

One of the most immediate cost benefits of migration is the removal of Box subscription fees, which can be substantial for larger organisations. Since Microsoft 365 includes enterprise-grade storage and collaboration tools as part of its licensing model, there’s no need to maintain a separate contract for cloud storage.

From an administrative perspective, managing a single platform simplifies IT operations. Instead of juggling multiple vendors, security settings, and user access policies across different systems, IT teams can focus on maintaining a single, well-integrated environment. Microsoft 365 also automates many aspects of data governance, including retention policies, access controls, and compliance tracking, reducing the need for manual intervention. Over time, this streamlined approach leads to lower IT overheads, improved efficiency, and a more consistent user experience.

1. Assess the existing Box environment – Understand data volumes, user requirements, and security settings.
2. Map data structures & permissions – Identify how Box data will align with SharePoint and OneDrive.
3. Analyse functional differences – Evaluate the differences between Box and Microsoft 365 governance, security, and collaboration features.
4. Develop a migration plan – Define timelines, milestones, and success criteria.
5. Select the right tools and resources – Determine what you’ll need for the migration.
6. Configure Microsoft 365 for optimal use – Prepare SharePoint sites, workflows, and compliance settings.
7. Ensure data integrity & governance – Set policies for retention, access control, and security.

Document everything – Prepare comprehensive documentation to support the migration process, including change management and user training.

Cloud Essentials has deep experience in cloud migrations, ensuring a smooth, secure move from Box to Microsoft 365. We know the challenges that come with shifting platforms and how to avoid common pitfalls. Rather than just moving data, we take a strategic approach – optimising SharePoint and OneDrive for efficiency, security, and collaboration. With compliance built into every step, your data stays protected, and your teams get the support they need to make the most of Microsoft 365.

In most cases, not all data needs to be migrated. A successful migration involves:

• Identifying & removing ROT (Redundant, Outdated, Trivial Data) – This reduces storage costs and improves searchability.
• Ensuring compliance with data retention policies – Some sensitive data may need to be deleted rather than migrated.
• Streamlining access & governance – A cleaner dataset makes it easier to apply security and compliance policies in Microsoft 365.

Cloud Essentials has deep expertise in data lifecycle management, ensuring that only useful, compliant data is migrated.

A well-structured approach ensures a smooth transition. Reviewing and organising content, applying metadata and governance policies, and engaging users early all help minimise disruptions. Cleaning up unnecessary data also makes migration faster and more efficient.

Beyond cost savings, SharePoint and Teams offer a richer, more integrated collaboration experience. Security and compliance controls are centralised, improving governance. Users also benefit from easier access to files within the tools they already use daily, streamlining workflows and boosting productivity.

As a certified Microsoft Solutions Partner for Modern Work and Security, Cloud Essentials has demonstrated expertise in helping organisations build secure, efficient, and collaborative digital workplaces. Our specialisation in cloud security and governance also ensures that our migrations are never just about moving data, but about unlocking the full potential of Microsoft 365.

Cloud Essentials is also part of the Content AI Partner Program, working closely with Microsoft to develop best practices for intelligent content management. This expertise allows businesses to seamlessly integrate Microsoft’s advanced security and compliance tools into their workflows, reducing risk and improving productivity.