Overview
Assess your source Microsoft 365 tenant, plan your migration job before you run it with Migration projects now available at home.sharegate.com.
Who can use it
Migration projects are available now to trial workspaces and to ShareGate Protect and ShareGate Migrate subscriptions.
Note: If you are a ShareGate partner, we recommend you continue to use the Microsoft 365 migration assessment for partners for now.
What a migration project is for
A migration project is a pre-migration discovery and planning space scoped to a single source tenant. It answers three questions:
How big is the migration?
What can slow it down or need special handling?
What can be excluded, archived, or cleaned up before you start?
Note: A migration project focuses only on the source tenant. It's not a destination-tenant health check.
If you are migrating to an active Microsoft 365 tenant, you can use ShareGate Protect to help you govern and secure the destination before and after your migration.
How the assessment works
The assessment is powered by the same continuously updated data engine that powers ShareGate Protect, rather than a live Microsoft Graph query. This means:
Pages load instantly once the initial crawl finishes.
A busy tenant won't disrupt your assessment. The crawler paces itself to account for Microsoft API throttling.
Data refreshes daily, so what you see is usually less than 24 hours old.
Some data in very large tenants can take longer than 24 hours to fully crawl.
What the assessment scans
The assessment covers the following Microsoft 365 elements:
Tenant overview
Users
SharePoint sites
OneDrive for Business accounts
Microsoft Teams
Note: We plan to add additional sources and Microsoft 365 elements in future updates.
Prerequisites
Your workspace admin must have left the Migrate tab enabled for your account.
It's visible to everyone in the workspace by default, and admins can turn off access for individual users.
A Microsoft 365 global or privileged role admin must consent to the required Microsoft 365 permissions. See Microsoft 365 permission sets required for ShareGate and ShareGate's Enterprise applications in Microsoft Entra.
It uses the exact same permission sets as ShareGate Protect, without requiring remediation actions permissions.
Region and project limits
A migration project inherits its region (North America or Europe) from the Entra ID Enterprise app that was installed when consenting to Microsoft 365 permissions. There's no per-project region toggle, and the region locks the first time you consent to a tenant.
Each workspace gets one migration project. You can't delete or rename it at the moment, so the first tenant you consent to is the one the project stays on.
Access your migration project
Sign in to ShareGate.
Open the workspace where migration projects are enabled.
In the left sidebar, select Migrate.
On the Migrate landing page, select Get started on the Migration projects card.
Follow the consent flow if it is required. A Microsoft 365 global or privileged role admin must approve the requested permissions the first time you connect the project to a source tenant.
Once consent is granted, the assessment starts building. The initial crawl can take several hours on large tenants. Overview data appears as soon as the corresponding workload finishes processing, and the tabs and filters fill in progressively.
Tip: You can leave the project and come back later. The crawl continues in the background whether the page is open or not.
Explore the assessment
The assessment is split into five tabs. The Overview tab is the entry point and links to the other four.
Overview tab
The landing tab of the assessment, it presents tenant-wide data in two blocks:
Tenant level: total storage used across SharePoint, OneDrive, and Teams combined, the total number of users in the tenant, and a data volume distribution chart splitting storage across the three workloads.
Key points: a generated list of risks and cleanup opportunities. Each key point identifies the workload it applies to, shows the share of that workload it affects, explains why it matters for a migration, and links to the relevant tab with the appropriate filter already applied.
Note: Key points only appear once the underlying data has finished processing and at least one object matches. If a key point is missing, either the crawl is still running for that workload, or nothing was flagged.
Users tab
Lists every user account found in the source tenant. Quick filters: All users, Licensed, Unlicensed (often service accounts, shared mailbox anchors, or former employees still tied to workflows), and Guests (external accounts, whose permissions and sharing links rarely carry over cleanly).
Table columns include user principal name, display name, department, email, and type. Any column can be sorted.
Tip: Review the Unlicensed filter before excluding those accounts from your migration. Some are attached to shared mailboxes, Power Automate flows, or service integrations that need to keep working at the destination.
OneDrive tab
Lists every OneDrive for Business account in the tenant, including empty ones. Quick filters: All, accounts larger than the size threshold, accounts with more than the file-count threshold, and inactive accounts (no user activity for an extended period).
When a filter is active and returns matches, a Suggestions card appears with the risk and recommended actions, such as a phased migration, cleanup, or reviewing ownership of inactive accounts.
Table columns include display name, web URL, last activity, and content size.
SharePoint tab
Lists every SharePoint site in the tenant. Teams private and shared channels appear here as SharePoint sites. Quick filters: All, sites larger than the size threshold, sites with more than the file-count threshold, and inactive sites.
Selecting Inactive sites shows a Suggestions card recommending you confirm ownership before migrating, and defer or archive sites that no longer hold business value.
Table columns include display name, associated workloads, web URL, template, sharing capability, and content size.
Teams tab
Lists every Microsoft Team in the tenant, including archived teams and channel counts. Quick filters: All, teams larger than the size threshold, teams with more than the member-count threshold, inactive teams, and orphaned teams (no owner).
Selecting Inactive shows a Suggestions card recommending you archive rather than migrate, and consolidate overlapping teams.
Table columns include display name, owner users, visibility, and member count.
Export your data
Each tab shows a filterable table. Use the Export button in the top-right corner of any table to download the current view, including the active filter, as a CSV file. The exported file is named with the entity type and a timestamp, and you can regenerate it at any time since the crawler refreshes the underlying data daily.
Discrepancies with the Microsoft 365 migration assessment
If you also use the Microsoft 365 migration assessment (the partner-only assessment tool), you'll notice:
A migration project shows a lower SharePoint site count, since it doesn't surface Teams private and shared channels as separate SharePoint sites.
A migration project shows a lower OneDrive account count, since it hides accounts with 0 size and 0 files. The Microsoft 365 migration assessment counts them.
Total storage is slightly higher in the Microsoft 365 migration assessment, since a migration project doesn't include Mailbox data.
Inactive counts can differ. The Microsoft 365 migration assessment uses the last-modified date, while a migration project uses a broader activity signal. See How Protect calculates last activity for a workspace.