If your company still stores files on an old server or an on-site version of SharePoint, 2026 is the year to plan your move. Microsoft is ending support for SharePoint Server 2016 and 2019 on July 14, 2026. After that date, those systems stop getting security fixes. Any business still running them is exposed.
The good news is that moving to SharePoint Online solves that problem and gives your team a much easier way to work at the same time. This guide explains what SharePoint Online is, who it’s for, and the seven biggest reasons businesses are migrating now, in plain language.
Key takeaways
- Microsoft ends support for SharePoint Server 2016 and 2019 on July 14, 2026. Staying on these systems after that date means no more security updates.
- SharePoint Online is Microsoft’s cloud-based version of SharePoint. Your files live online instead of on a physical server your company owns.
- It works with tools your team already uses, like Word, Excel, Teams, and Outlook.
- Microsoft now includes Copilot, a built-in AI assistant, directly inside SharePoint Online.
- Migration is a well-understood process. A good partner can move your files and settings with little disruption to daily work.
What is SharePoint Online?
SharePoint Online is Microsoft’s tool for storing files, sharing documents, and running an internal company website (often called an intranet). Think of it as a shared digital filing cabinet that your whole team can open from anywhere, with rules about who can see or edit what.
It’s part of Microsoft 365, so it’s built to work alongside Word, Excel, PowerPoint, Teams, and Outlook rather than as a separate, disconnected system.
Companies commonly use SharePoint Online for:
Storing and organizing company documents so people can actually find them
Running HR processes, like time-off requests or handbook updates
Managing projects, with one place for files, tasks, and updates
Building simple internal websites for teams or departments
Light customer relationship tracking, for businesses that want one tool instead of several
Who is SharePoint Online for?
Any business that wants its team to work together more easily, whether that’s 10 people or 10,000. It fits small businesses that never want to buy a server, and it fits large companies that want to retire an aging one.
It has also become the default choice for hybrid and remote teams, since nothing about it requires being in a specific office or connected to a specific network.
Why 2026 is a turning point for SharePoint
This part matters if your business still runs SharePoint on its own servers (sometimes called “on-premises” SharePoint).
Microsoft has confirmed that SharePoint Server 2016 and SharePoint Server 2019 reach the end of extended support on July 14, 2026. After that date, Microsoft stops releasing security patches for those versions. The system will keep running, but every new security gap that gets discovered stays open. That’s a real risk for any business handling customer data, financial records, or contracts.
Businesses in this position have two realistic paths: pay to keep upgrading an on-premises server (SharePoint Server Subscription Edition), or move to SharePoint Online and let Microsoft handle the upkeep. For most small and mid-sized businesses, moving to SharePoint Online is the simpler and cheaper option, since there’s no hardware to replace and no upgrade cycle to manage.
Read More: AI Enablement for Business in Microsoft 365
7 reasons to migrate to SharePoint Online
1. Your team already knows the tools
SharePoint Online connects directly to Word, Excel, PowerPoint, Outlook, Teams, and OneNote. There’s no need to train staff on a brand new system. If someone can open a Word document, they can use SharePoint.
2. Your team can work from anywhere
Files live online, not on one physical machine. Staff can open, edit, and share documents from a laptop at home, a phone on the train, or a tablet at a client site. This matters even more now that hybrid work is the norm rather than the exception.
3. Real collaboration, not endless email attachments
Two or more people can open and edit the same document at the same time and see each other’s changes as they happen. No more emailing a file back and forth and losing track of which version is the newest one.
4. No servers, no maintenance, automatic updates
With an on-site server, someone on your team (or a contractor) has to patch it, back it up, and eventually replace the hardware. SharePoint Online removes that job entirely. Microsoft runs the infrastructure and rolls out updates automatically, so your system stays current without anyone lifting a finger.
5. Built-in AI help through Copilot
This is the biggest change since the original version of this article. Microsoft has added Copilot directly into SharePoint Online. In plain terms, it’s an AI assistant that can help you write and organize a page, summarize a long document, turn your existing files into a Word report or PowerPoint deck, and even help tidy up messy folders, all using plain, everyday language instead of technical commands. It respects your existing permissions, so it only works with files a person is already allowed to see.
Getting real value from this depends on your files being organized well before you turn it on. That’s worth a Copilot readiness check or a short training session for your team before rollout.
6. Stronger security, without the extra work
SharePoint Online includes modern security features by default, such as multi-factor sign-in, control over who can share files outside the company, and activity tracking so you can see who accessed what. Because Microsoft manages the underlying system, those protections get updated constantly, which is far harder to keep up with on a server your own team maintains.
7. Lower cost over time
SharePoint Online connects directly to Word, Excel, PowerPoint, Outlook, Teams, and OneNote. There’s no need to train staff on a brand new system. If someone can open a Word document, they can use SharePoint.
How a SharePoint Online migration actually works
A good migration follows a clear, low-drama process:
Review your current setup. A specialist checks your existing SharePoint environment or file server and reports on what’s there.
Assess your content. This step flags large files, outdated documents, unused sites, and anything that needs special handling before it moves.
Check any custom features. If your old system has custom-built tools or add-ons, these get reviewed so nothing breaks during the move.
Build a migration plan. This lays out the order, timing, and steps for moving everyone over with minimal disruption to daily work.
Most businesses can complete a well-planned migration without staff noticing much difference, other than things working a little better afterward.
Frequently asked questions
It’s Microsoft’s cloud version of SharePoint. Instead of storing files on a server your company owns, your documents and internal sites live on Microsoft’s servers, and your team accesses them over the internet.
If your business has a Microsoft 365 Business or Enterprise plan, SharePoint Online is usually already included.
The system keeps running, but Microsoft stops sending security updates. Any new vulnerability discovered after that date won’t get patched, which raises the risk of a data breach over time.
Yes. It includes modern protections like multi-factor sign-in, permission controls, and activity monitoring, and Microsoft updates these protections continuously as new threats appear.
current setup is. A small business with a modest amount of data can often migrate in a few weeks. Larger, more complex environments take longer to plan and test properly.
Ready to make the move?
365 Digital Consulting has managed SharePoint and Microsoft 365 migrations for businesses of all sizes, from small teams to large enterprises. If your business is still running SharePoint 2016 or 2019, or you’re just tired of managing your own file server, get in touch for a free consultation and we’ll map out what a migration would look like for you.
