The digital landscape for small businesses in Germany is on the verge of upheaval. A study shows that over 80% of small companies use Microsoft Office packages that will soon need to be updated. This Microsoft migration will be a challenge for small companies, as many are still using older versions.
According to the latest data, 70% of companies use Office 2016 or 2019, with Office 2016 leading the way at 37%. Surprisingly, 16% of SMEs are still using Office 2013 or 2010. These figures highlight the urgent need for a Microsoft cloud migration for SMEs.
The Cloud migration for small businesses becomes inevitable as support for popular products such as Office 2016/2019 and Exchange Server 2016/2019 will end in October 2025. This means that over 80% of companies would then be running workplace software without support - a significant security risk.
Important findings
- Over 80% of small companies use Microsoft Office packages
- 70% use Office 2016 or 2019
- 16% are still working with outdated versions (2013 or 2010)
- Office 2021 has only 14% market share in the SME segment
- End of support for many products in October 2025
Introduction: Why migration is important
The Microsoft 365 migration for small businesses is a decisive step towards digital transformation for SMEs. Many companies are facing the challenge of modernizing their IT systems and benefiting from the advantages of new technologies.
The advantages of Microsoft migration for small companies
A Microsoft 365 migration offers small businesses numerous advantages:
- Improved safety through integrated protective measures
- Access to modern collaboration tools such as Teams
- Automatic updates and new features
- Flexible working from anywhere
- Cost savings through cloud-based solutions
The Digital transformation for SMEs is driven by this migration and creates new opportunities for growth and innovation.
Risks associated with non-migration
Companies that neglect migration expose themselves to various risks:
| Risk | Impact |
|---|---|
| Security gaps | Increased vulnerability to cyber attacks |
| Lack of support | No updates and support for outdated systems |
| Competitive disadvantage | Lower productivity and efficiency |
| Data loss | Risk of data loss due to outdated systems |
Early planning and implementation of the Microsoft 365 migration for small businesses is essential in order to secure business operations and make them fit for the future. The Digital transformation for SMEs offers the opportunity to work more efficiently and open up new business opportunities.
Which Microsoft products are affected?
The Microsoft Azure migration for small businesses and the Office 365 migration for small companies are facing important changes. Numerous products are affected by the end of support, which makes it necessary to adapt the IT infrastructure.
Microsoft 365: Evolution and new features
Microsoft 365 Business Premium is becoming the central solution for companies. The platform offers:
- Improved security
- Productivity increase
- Current Office applications
- Cloud-based collaboration
For companies that cannot use cloud products, we recommend upgrading to Office LTSC 2024, which guarantees continued access to important updates and functions.
Windows 10 and Windows 11: What's changing?
Windows 11 brings significant innovations:
| Feature | Windows 10 | Windows 11 |
|---|---|---|
| User interface | Classic design | Modern, centered start menu |
| Security | Standard security features | Extended security functions |
| App support | Limited | Android apps in the Microsoft Store |
The Office 365 migration for small companies is made easier by these changes. Windows 11 offers improved performance and security, which is particularly important for the Microsoft Azure migration for small businesses is relevant.
Companies should plan the migration in good time to avoid security risks and benefit from the latest functions.
The changeover to newer versions requires careful preparation. Microsoft provides extensive resources to facilitate the transition and support companies in adapting their IT infrastructure.
Migration strategies for small companies
With the Microsoft conversion for small businesses There are two main strategies to choose from: step-by-step migration and big bang migration. Each method has its advantages and disadvantages, which must be carefully weighed up.
Step-by-step migration: control and flexibility
The gradual migration enables a controlled changeover to new Microsoft products. This strategy is particularly suitable for small companies that want to implement their cloud strategy slowly.
- Reduced risk of data loss
- Better adaptation to everyday working life
- Possibility to recognize problems at an early stage
One disadvantage is the longer overall duration of the migration process.
Big bang migration: fast, but risky
The big bang migration completes the changeover in one step. This method can be attractive for companies with limited resources, but involves higher risks.
- Faster implementation of new functions
- One-time interruption of business operations
- Lower overall costs for the migration process
However, there is a higher risk of data loss and business interruptions.
| Migration strategy | Advantages | Disadvantages |
|---|---|---|
| Step by step | Controlled, flexible, low-risk | Time-consuming, higher overall costs |
| Big Bang | Fast, cost-effective | Higher risk, complex planning |
Choosing the right migration strategy depends on factors such as company size, IT resources and risk appetite. Careful planning is essential for the success of the Microsoft conversion for small businesses decisive.
Preparing for the migration
The Microsoft cloud migration for SMEs requires thorough preparation. Careful planning is the key to success with the Data transfer to the cloud for SMEs.
Check your IT infrastructure: What you need to know
A comprehensive assessment of your IT environment is essential before migration. Analyze your file structures, software usage and network capacities. This check helps to identify and eliminate potential stumbling blocks at an early stage.
A structured migration strategy typically comprises the following phases:
- Planning
- Evaluation and correction
- Preparation of the target environment
- Migration
- Onboarding of users
Data analysis: What needs to be migrated?
Data analysis is a critical step in preparing for the Microsoft cloud migration for SMEs. Decide which data and applications should be transferred to the cloud. The Migration Manager from Microsoft offers tools for efficient Data transfer to the cloud for SMEs.
The following elements are transferred during migration:
- Documents
- File and folder structure
- User authorizations
- Further relevant content
Thorough preparation can significantly reduce IT costs. Studies show that companies have been able to reduce their IT expenditure from 2.85% to 1.4% of net turnover by switching to the cloud.
| Microsoft 365 Plan | Price per user/month | Maximum number of users |
|---|---|---|
| Business Basic | 5,60 € | 300 |
| Business Standard | 11,70 € | 300 |
| Business Premium | 20,60 € | 300 |
With a well-planned migration, SMEs can reduce their IT workload by up to 60% while benefiting from enhanced security features.
The role of IT service providers
IT service providers play a crucial role in Microsoft migration for small companies. They support companies during the cloud migration and ensure a smooth transition.
Advantages of working with IT experts
IT experts bring valuable expertise to the migration process. They know the latest technologies and best practices for the Microsoft migration of small companies. According to a study by KfW Bankengruppe, a third of SMEs in Germany are unable to meet the demand for digital expertise. This is where IT service providers come in:
- Professional planning and implementation of the migration
- Optimization of the IT infrastructure
- Employee training
- Support with the Cloud migration for small businesses
Cost assessment: What does the migration service cost?
The costs for the migration service vary depending on the scope and complexity of the project. According to the SME digitization study by the Austrian Federal Economic Chamber, 41 percent of respondents see a lack of funding as one of the biggest challenges. Nevertheless, the investment can be worthwhile in the long term:
| Cost factor | Possible savings |
|---|---|
| IT infrastructure | Up to 30% through cloud use |
| Productivity | Increase by 15-20% |
| IT support | Reduction of up to 40% |
Cooperation with IT service providers enables a professional Microsoft migration for small companies and provides support with the Cloud migration for small businesses. Despite initial costs, this often leads to long-term savings and an improved IT infrastructure.
Frequent challenges during migration
With the Microsoft 365 migration for small businesses often encounter unexpected hurdles. Two key challenges are data loss and employee training. The Digital transformation for SMEs requires careful planning and preparation to overcome these problems.
Data loss: prevention and solutions
Data loss represents a significant risk during migration. Companies should carry out regular backups and develop a detailed migration strategy. Although cloud providers implement effective data security measures, the responsibility for protecting sensitive information ultimately lies with the company itself.
To avoid data loss, we recommend the following procedure:
- Carrying out a comprehensive data analysis before the migration
- Creation of multiple backup copies of all important data
- Implementation of a step-by-step migration plan
- Use of Microsoft's own migration tools
Employee training: preparation for new systems
The introduction of new technologies can be met with resistance from employees. Thorough training is crucial to the success of the Microsoft 365 migration. Microsoft offers extensive resources to support the learning process.
Effective training measures include:
- Provision of online training materials
- Implementation of classroom training for complex functions
- Establishment of an internal support system for questions
- Regular feedback rounds to identify problems
The digital transformation for SMEs requires time and patience. With the right preparation and support, small companies can successfully overcome the challenges of the Microsoft 365 migration and benefit from the advantages of the new technologies.
| The challenge | Preventive measure | Solution approach |
|---|---|---|
| Data loss | Regular backups | Use of recovery tools |
| Employee resistance | Early communication | Individual coaching |
| Technical problems | System check before migration | Cooperation with IT experts |
Best practices for a successful migration
With the Microsoft Azure migration for small businesses proven methods are crucial. Thorough planning and step-by-step implementation form the foundation for success. Azure Essentials provides comprehensive support for this process.
Ensuring data security during the migration
Data security is a top priority at Cloud strategy for small businesses is the top priority. Azure Essentials combines security guidelines and tools to protect data during migration. A checklist helps to ensure that critical security aspects are not overlooked:
- Encryption of sensitive data
- Setting up secure transmission protocols
- Access control and authentication
- Regular safety audits
Continuous monitoring after migration
Continuous monitoring is essential after the migration. Azure offers monitoring tools that keep an eye on performance and security. Small businesses benefit from:
| Advantages | Description |
|---|---|
| Early detection of problems | Automatic warnings in the event of anomalies |
| Optimized use of resources | Adaptation of cloud resources to requirements |
| Improved data security | Ongoing review of security settings |
With Azure Essentials and these best practices, small businesses can successfully master the challenges of cloud migration. The right preparation and continuous maintenance ensure the long-term benefits of the Microsoft Azure platform.
Support after the migration
After the Office 365 migration for small companies continuous support is crucial. It ensures the long-term success of the Microsoft conversion for small businesses.
Maintenance of Microsoft products: Why it's important
Regular maintenance and updates are essential for the security and performance of Microsoft 365. They ensure 99.91TP3 financial security availability through Service Level Agreements. Small businesses benefit from seamless integration as all employees use the latest versions of Word, Excel, PowerPoint and Outlook.
More resources for small businesses
Microsoft offers a variety of resources for small businesses after migration:
- Online training to maximize productivity
- Support forums for quick problem solving
- Technical documentation for in-depth understanding
- Partner networks for additional support
IT service providers such as XPRON Systems GmbH support the Microsoft migration with 200 experts and 15 years of experience. They offer 24/7 support and minimize downtimes during the migration.
| Migration type | Recommended number of mailboxes | Maximum number of mailboxes |
|---|---|---|
| Takeover migration | 150 | 2.000 |
| Multi-stage migration | >2.000 | Unlimited |
| Hybrid environment | 150-2.000 | >2.000 |
These resources and support options ensure that small businesses can work and grow optimally after the Office 365 migration.
Conclusion: The future of Microsoft products for small companies
The Data transfer to the cloud for SMEs opens up new possibilities. Microsoft products offer small companies powerful tools to increase productivity. SharePoint enables centralized data storage and promotes collaboration. Its scalability makes it attractive for companies of all sizes.
Outlook for upcoming updates and functional enhancements
Microsoft is constantly developing its products. Future updates are expected to include AI functions and improved collaboration tools. Power Automate in Microsoft 365 automates recurring tasks and saves time. These innovations support small companies in their digital transformation.
Long-term benefits through migration
Microsoft cloud migration for SMEs brings long-term benefits. Improved communication through Microsoft Teams increases efficiency. SharePoint simplifies data management and increases security. These investments help small companies to remain competitive and optimize their business processes.
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