I work with several companies looking to transition to SharePoint Online (do I still need to say Online?) from a network file share or fix an existing migration. Communication and training with employees are key factors. I wanted to share a recently updated version of a communication —refined with the help of Copilot—that I plan to use. The goal is to help employees understand the changes, the benefits, and most importantly, their role in making this transition successful.

Employee involvement is often underestimated. It’s essential for leadership to set the tone,

support the change and make it clear that employees are responsible for adopting new ways of working and keeping their digital skills up to date.

We’re moving to modern, cloud-based collaboration—and now with Microsoft Copilot, you’ll get even more out of these tools:

• Moving from: Files on Network Drives To: SharePoint Online Why it matters: Access your files anywhere, on any device, with built-in security and compliance. Copilot Advantage: Quickly summarize documents, draft content, and find what you need without digging through folders.
• Moving from: Mapped Drives To: Open in Browser, Teams, or OneDrive Why it matters: No more VPN or drive letters—just quick, secure access where you already work. Copilot Advantage: Ask Copilot to locate files, generate meeting notes, or pull context from Teams and SharePoint instantly.
• Moving from: Limited Version Control To: Automatic Version History & Real-Time Editing Why it matters: Work together on the same file without overwriting each other and roll back to previous versions anytime. Copilot Advantage: Get Copilot to highlight changes, summarize edits, or even draft updates for your team.
• Moving from: Emailing Attachments To: Sharing Secure Links Why it matters: Keep one up-to-date copy, control who can view or edit, and reduce the risk of sending files to the wrong person. Copilot Advantage: Let Copilot draft sharing messages and ensure permissions are set correctly.

Your Role in Making This Successful

• Learn the New Tools Explore SharePoint, Teams, and OneDrive. Use the training resources provided—and try Copilot to speed up your learning.
• Adopt New Ways of Working Stop saving files to old network drives. Use SharePoint or synced OneDrive folders instead. Copilot can help you organize and find content faster.
• Use Secure Sharing Practices Share links, not attachments. Always check permissions before sharing. Copilot can guide you through best practices.
• Organize and Tag Content Follow the agreed folder structure and naming conventions, so content stays easy to find. Copilot can suggest tags and help keep things consistent.
• Report Issues Early If something doesn’t work as expected, let the support team know right away.