SharePoint is widely used for storing, organizing, and sharing business information. As organizations grow or restructure, teams often need to move or copy files, folders, or lists between different SharePoint sites. This article explains two practical approaches of how to copy document libraries between two SharePoint sites manually, which involve copying data yourself, and Cloud Flow methods, which use Power Automate to automate the process. Both options are useful depending on the size of the data and how frequently the transfer needs to happen.
Table of Content
Moving data between SharePoint sites means transferring documents, lists, or other content from one site collection or team site to another. This can be done for reasons like reorganizing departments, shifting projects, or creating backups. There is no single “right” method; it is your choice that depends on the task, frequency, and complexity.
What Are Manual Methods?
Manual methods are actions performed directly by a user. These methods work well for one-time transfers, small amounts of data, or simple structures.
Method 1 — Using SharePoint’s Copy To / Move To Feature
SharePoint’s built-in Copy To and Move To commands allow users to transfer files within the same tenant.
Steps to Use Copy To / Move To
- Open the document library in the source site.
- Select the files or folders you want to transfer.
- Click Copy to or Move to in the top menu.
- Browse to the target site and select the destination library.
- Confirm the action.
When to Use This
- Best for small to medium file transfers
- Ideal for single-time migrations
- Requires minimal technical knowledge
Method 2 — Download and Upload
This is the simplest approach, involving downloading files to your computer and then uploading them to the new site.
Steps
- Download the required files or folders from Site A.
- Upload the content to Site B’s library.
Use Case
- Good for occasional data movement
- Works even when sites are not linked in navigation
Method 3 — Exporting and Importing SharePoint Lists
For lists not files, you can export data to Excel and import it into a list on another site.
Steps
- Open the list and choose Export to Excel.
- Create a new list on the target site.
- Import the Excel file into the new list.
Limitations
- Complex list structures may not transfer fully
- Some formatting and metadata may be lost
What Are Cloud Flow Methods?
Cloud Flow methods rely on Microsoft Power Automate to build automated workflows. These are useful for repeated, scheduled, or large-scale data transfers.
Method 1 — Automated File Copy Flow
Power Automate can monitor a folder and automatically copy files to another SharePoint site.
How It Works
Create a new flow in Power Automate.
Choose the trigger: When a file is created or modified.
Add an action: Copy file or Create file in the target site.
Save and activate the flow.
Benefits
- Ideal for recurring tasks
- Reduces manual effort
- Ensures consistent, error-free transfers
Method 2 — Scheduled Flow for Regular Backups
You can create a scheduled flow to run daily, weekly, or monthly.
Steps
- Select Scheduled Cloud Flow in Power Automate.
- Set the frequency.
- Add actions to copy files or list items.
- Publish the flow.
Best For
- Routine backups
- Regular syncing between two sites
- Time-based automation
Method 3 — Copying List Items Automatically
Power Automate can copy list items from one SharePoint list to another.
Example Workflow
Trigger: When an item is created or modified in the source list.
Action: Create item in the target list.
Use Case
- Keeping two lists updated
- Moving items between departments or workflows
Comparing Manual vs. Cloud Flow Methods
When to Choose Manual Methods
- You have a small amount of data
- Transfer is one-time only
- You don’t need automation
When to Choose Cloud Flow Methods
- Transfers happen regularly
- You need automation and consistency
- You have large volumes of data
- You want to avoid manual work
- Before transferring anything, review your folder structure, library organization, and permissions. Make sure the destination site has the proper libraries and columns set up so the data fits correctly.
- Remove unnecessary files, old versions, or outdated list items. This reduces storage, speeds up migration, and avoids copying clutter.
- Ensure columns, content types, and metadata fields match between the source and destination. Inconsistent metadata can cause failed transfers or missing information, especially when using Power Automate.
- Users may lose access if permissions are not aligned. Confirm that required users or groups have the proper roles on the new site before or after the move.
- Test-copy a few files or list items before moving everything. This helps you confirm that file formats, metadata, and automation steps work correctly.
- If version history is important, plan for it. Manual methods do not preserve version history, but some automated solutions can recreate versions. Ensure the destination library has versioning enabled.
- Automated flows can fail due to:
-Permission changes
-Deleted folders
-Renamed libraries
-Exceeded storage limits
Check the flow run history occasionally to ensure everything is functioning.
- For large migrations, move data in batches to avoid slowdowns or timeouts. Gradual movement ensures smoother performance.
- Keep a backup copy in OneDrive or another SharePoint library before starting the process. This protects you from accidental deletions or failed migrations.
Conclusion
In this article, we’ve discussed how to copy document libraries between two SharePoint sites using either manual methods or automated Cloud Flows. Manual approaches work best for quick, simple, or one-time transfers. Cloud Flow methods, powered by Power Automate, are ideal for repeated or large-scale operations. Understanding when to use each method helps teams manage their SharePoint environment efficiently and keep information organized across sites.
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