SharePoint 2019 End of Support: What It Means
SharePoint Server 2019 mainstream support ended on January 9, 2024, and extended support ends on July 14, 2026. After extended support, Microsoft will not provide security patches, bug fixes, or technical support. Any vulnerability discovered after July 2026 will remain unpatched, creating an expanding attack surface for organizations that continue running the platform.
For compliance-regulated organizations in healthcare, financial services, and government, running unsupported software creates audit findings. HIPAA, SOC 2, PCI DSS, and FedRAMP require organizations to maintain supported, patched software. Running SharePoint 2019 past end-of-support is a material finding in any compliance audit.
Organizations with large, complex SharePoint environments (1,000+ sites, custom solutions, regulated content) need 8-18 months to plan and execute a migration. This guide provides the enterprise planning framework that EPC Group uses with Fortune 500 clients managing SharePoint environments with thousands of sites and terabytes of content.
Phase 1: Migration Assessment
Environment Discovery
The assessment phase is the most critical investment in your migration project. Organizations that skip or rush assessment consistently encounter costly surprises. A thorough assessment covers:
- Site inventory — Catalog every site collection and sub-site, including size, last modified date, owner, and business purpose. Identify abandoned sites that can be archived rather than migrated
- Content volume — Total content database size, distribution across site collections, and largest document libraries. Content volume determines migration throughput requirements and timeline
- Custom solutions inventory — Every InfoPath form, SharePoint Designer workflow, custom web part, farm solution, sandboxed solution, and custom master page. This inventory drives the remediation workstream
- Permission complexity — Unique permissions at the site, list, folder, and item level. SharePoint Online limits 50,000 unique permissions per list
- External sharing — Current external sharing configurations and active external user access
- Integration points — Line-of-business applications that integrate with SharePoint via APIs, BCS, or custom web services
Custom Solution Categorization
Custom solutions are the primary risk factor. Categorize every custom solution into one of four migration paths:
| Category | Examples | Migration Path | Effort |
|---|---|---|---|
| Retire | Unused workflows, deprecated forms | Archive and do not migrate | Low |
| Replace | InfoPath forms, SP Designer workflows | Rebuild with Power Apps / Power Automate | Medium-High |
| Modernize | Custom web parts, full-trust solutions | Rebuild as SPFx web parts | High |
| Migrate as-is | Standard lists, libraries, pages | Direct migration with tool | Low |
Migration Readiness Score
Build a migration readiness score for each site collection based on content volume, custom solution count, permission complexity, business criticality, and owner engagement. This score drives migration wave planning — high-readiness, low-complexity sites migrate first.
Phase 2: Tool Selection
SharePoint Migration Tool (SPMT)
SPMT is Microsoft's free migration tool supporting SharePoint 2013/2016/2019 to SharePoint Online and file share migration.
SPMT strengths: free, Microsoft-supported, Migration API access for optimal throughput, incremental migration support, JSON-based bulk configuration.
SPMT limitations: limited pre-migration assessment, no automatic permission mapping, basic reporting, single-machine execution throughput limits, no workflow or form migration.
Third-Party Migration Tools
| Tool | Key Strengths | Best For | Cost |
|---|---|---|---|
| ShareGate | User-friendly, excellent reporting, permissions | Mid-size (100-5,000 sites) | $5-$10/user |
| AvePoint | Enterprise-grade, multi-tenant, compliance | Large enterprise (5,000+ sites) | $8-$15/user |
| Quest (Metalogix) | Granular analysis, high-speed engine | Complex customized environments | $8-$12/user |
| BitTitan MigrationWiz | SaaS-based, no infrastructure needed | Distributed, MSP-managed | $12-$25/user |
Phase 3: Hybrid Coexistence
Enterprise migrations cannot happen overnight. A 5,000-site environment migrating over 8-12 months will have content in both environments simultaneously. SharePoint hybrid features ensure seamless user experience during transition:
- Hybrid search — Cloud hybrid search indexes on-premises content in the Microsoft 365 search index, providing unified results across both environments
- Hybrid sites — The app launcher links to both on-premises and online sites
- Hybrid OneDrive — Redirect the OneDrive link in SharePoint 2019 to OneDrive for Business in Microsoft 365
- Hybrid taxonomy — Share the managed metadata term store between on-premises and online
- Hybrid BCS — Access on-premises data sources through SharePoint Online
Hybrid configuration requires Azure AD Connect, a reverse proxy or hybrid agent, and SSL certificates. Plan 2-4 weeks for configuration and validation.
Phase 4: Information Architecture Redesign
From Hierarchies to Hubs
SharePoint 2019 environments typically use deep hierarchical structures. SharePoint Online's modern architecture uses flat site structures connected through hub sites that provide shared navigation, theme, and search scope without rigid parent-child hierarchy.
Recommended architecture for SharePoint Online:
- Intranet hub — Central hub for company-wide communication and navigation
- Department hubs — One per major department with associated team and project sites
- Project sites — Flat, independent sites associated to relevant department hubs
- Community sites — Cross-functional communities of practice associated to the intranet hub
Metadata and Navigation
Replace structural navigation with metadata-driven navigation using managed metadata. This metadata also prepares your environment for Microsoft Copilot, which uses metadata for AI-powered content discovery.
Document Library Design
Use flat structures with metadata columns rather than deep folder hierarchies. Design libraries with 5-7 metadata columns (document type, project, department, status, date) and train users to use views and filters rather than folder navigation. The "folder tax" — the cognitive overhead of navigating deep folder structures — is the biggest user productivity drag in most SharePoint environments.
Phase 5: Governance Planning
Site Creation Governance
Implement a site provisioning process before migration. The recommended approach is self-service with approval workflows and naming conventions — restrictive enough to prevent sprawl while fast enough that users do not circumvent the process.
Retention and Compliance
Configure Microsoft Purview retention policies before migrating regulated content. Key configurations include 7-year retention for healthcare and financial services, litigation hold capabilities, records management with disposition review, and sensitivity labels enforcing encryption and preventing external sharing of regulated content.
External Sharing Policies
SharePoint Online provides four sharing levels: anyone (anonymous), new and existing guests (authenticated), existing guests only, and no external sharing. Set the tenant-wide default to the most restrictive level, then enable broader sharing per-site where needed.
Phase 6: Migration Execution
Migration Wave Planning
- Wave 0 (Pilot) — 5-10 low-complexity sites with engaged owners to validate the process
- Wave 1 — Low-complexity sites with standard content to build team confidence
- Wave 2 — Medium-complexity sites with remediated custom solutions
- Wave 3 — High-complexity, business-critical sites requiring extensive testing
- Wave 4 (Cleanup) — Remaining sites, archived content, and deferred sites
Cutover vs Incremental Migration
Incremental migration is preferred for high-usage sites: perform an initial full migration, run delta migrations daily to capture changes, then on cutover day run a final delta and switch the site to read-only on-premises. Total downtime is typically 1-4 hours per site.
Timeline Estimates
| Size | Sites | Content | Timeline |
|---|---|---|---|
| Small | Under 100 | Under 1 TB | 2-4 months |
| Medium | 100-1,000 | 1-10 TB | 4-8 months |
| Large | 1,000-5,000 | 10-50 TB | 8-14 months |
| Enterprise | 5,000-10,000+ | 50-100+ TB | 12-18 months |
Phase 7: User Adoption
Moving content is the technical challenge. Getting users to embrace the new platform determines whether your migration investment delivers ROI. Organizations that invest in adoption see 35-50% higher user engagement.
- Champion network — 2-3 champions per department with early access and advanced training
- Role-based training — Separate modules for end users, site owners, and administrators
- Quick reference guides — One-page guides for the 10 most common tasks
- Feedback loops — Dedicated Teams channel for migration questions with 4-hour response SLA
- Success metrics — Weekly tracking of active users, file activity, search usage, and support tickets
Post-Migration Optimization
In the 90 days following migration:
- Performance monitoring — Page load times, search performance, and sync client performance
- Permission cleanup — Consolidate legacy permissions that no longer reflect current needs
- Search optimization — Configure result sources, managed properties, and query rules
- Modern page conversion — Convert classic pages for improved performance and mobile experience
- On-premises decommission — Maintain backups for the required retention period before final decommission
How EPC Group Manages SharePoint Migrations
As a Microsoft Press published SharePoint consulting authority with 29 years of experience, EPC Group has completed SharePoint migrations for organizations with 500 to 100,000+ users across healthcare, financial services, and government:
- Comprehensive assessment — Automated and manual assessment covering all site collections, custom solutions, permissions, content volume, and integration points
- Custom solution remediation — Rebuild InfoPath forms as Power Apps, migrate workflows to Power Automate, modernize web parts to SPFx
- Information architecture design — Modern hub-based architecture that improves content discovery and prepares for Copilot
- Phased migration execution — Wave-based migration with pilot validation, incremental sync, and minimal-downtime cutovers
- Governance framework — Site provisioning, retention policies, external sharing, and DLP tailored to compliance requirements
- User adoption program — Champion network, role-based training, quick reference guides, and 90-day post-migration support
Frequently Asked Questions
When does SharePoint 2019 reach end of support?
SharePoint Server 2019 mainstream support ended on January 9, 2024. Extended support continues until July 14, 2026. After extended support ends, Microsoft will no longer provide security updates, bug fixes, or technical support. Organizations running SharePoint 2019 after July 2026 face increasing security risks from unpatched vulnerabilities and compliance risks from running unsupported software. The migration planning window is now — organizations should aim to complete migration at least 3-6 months before the extended support deadline.
How long does a SharePoint 2019 to Online migration take?
Migration timelines vary based on environment size and complexity. A small environment (under 100 sites, under 1 TB) typically takes 2-4 months. A mid-size environment (100-1,000 sites, 1-10 TB) takes 4-8 months. A large enterprise environment (1,000-10,000 sites, 10-100 TB) takes 8-18 months. These timelines include assessment, planning, pilot migration, phased production migration, and post-migration validation. The primary timeline drivers are custom solution remediation (InfoPath forms, SharePoint Designer workflows, custom web parts), content volume, and organizational change management capacity.
Should I use SPMT or a third-party tool for SharePoint migration?
SharePoint Migration Tool (SPMT) is Microsoft free tool that handles straightforward content migrations well. Use SPMT for environments under 1,000 sites with minimal customization. For enterprise environments (1,000+ sites, complex permissions, custom solutions, or demanding timelines), third-party tools like ShareGate, AvePoint, and Quest offer significant advantages: pre-migration assessment, permission mapping, incremental migration with delta sync, parallel migration streams, and comprehensive audit trails. The typical cost ($5-$15 per user) is far less than the productivity cost of migration delays.
What happens to InfoPath forms and SharePoint Designer workflows during migration?
InfoPath forms and SharePoint Designer workflows do not migrate to SharePoint Online — they must be rebuilt using modern alternatives. InfoPath forms should be replaced with Power Apps (for complex forms) or SharePoint list forms with JSON formatting (for simple forms). SharePoint Designer workflows should be replaced with Power Automate flows. For organizations with hundreds of forms or workflows, this remediation is typically the longest and most expensive part of the migration. Start inventory and remediation planning immediately, as modernization can run in parallel with content migration planning.
How should we redesign information architecture during migration?
Migration is the ideal time to redesign information architecture because SharePoint Online hub sites differ fundamentally from SharePoint 2019 site collection hierarchies. Key principles: replace deep hierarchies with flat hub site architectures, implement managed metadata-driven navigation instead of structural navigation, design for search-first information discovery, standardize site templates for common use cases, and plan document library structures that support both human browsing and Copilot AI-powered discovery. Do not replicate your on-premises structure in the cloud — that wastes the opportunity to modernize.
Planning a SharePoint Migration?
EPC Group has completed hundreds of enterprise SharePoint migrations across healthcare, finance, and government. With SharePoint 2019 end of support approaching in July 2026, start your planning now with a comprehensive migration assessment.
Schedule a Migration AssessmentErrin O'Connor
CEO & Chief AI Architect at EPC Group | 29 years Microsoft consulting | Microsoft Press author