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Start by identifying the service, not the replacement app
Microsoft retires products in different ways. A companion app may disappear while its cloud data remains intact; a desktop file format may need conversion; a connector may require every automation to be rebuilt; and a SharePoint add-in may be a development project rather than a file transfer. Treating all of these as the same migration is how files, permissions and business processes get lost.
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Read the retirement notice and record:
- The exact product and edition name, including whether it is a companion app, desktop program, connector or add-in.
- The date on which the app becomes unavailable, unsupported or non-functional. Keep the date with its time zone and region if Microsoft specifies one.
- The file extensions, libraries, sites, channels, tenants or workflows affected.
- The owners, users, service accounts and integrations that depend on it.
- The destination app and its documented import formats, permissions model and automation capabilities.
Do not assume that a Microsoft migration utility exports content from every Microsoft product to any destination. The documented SharePoint migration routes, for example, are primarily moves into Microsoft 365 from Google Workspace, Dropbox, file shares and certain SharePoint Server environments. They are not a universal outbound-export tool.
The four-stage migration plan
1. Confirm the cutoff and scope
Create a short migration record for each service. Include the retirement announcement, cutoff date, tenant or device scope, and the person accountable for the decision. If the notice is unclear, search your tenant inventory, installed-app list, file extensions and workflow catalog for evidence of what is actually in use. A product can be installed without holding data, while a small connector can support a critical process.
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For the examples covered by Microsoft’s current guidance, Microsoft 365 Calendar, People and Files companion apps are scheduled to become fully retired and non-functional on December 16, 2026. Microsoft Publisher guidance says existing files should be converted before October 2026; because that date is now immediate or may have passed depending on the applicable notice, check the current Microsoft deadline before acting. Microsoft Teams Office 365 connectors have an updated migration instruction to move to Workflows webhooks before the deprecation rollout begins May 18, 2026. SharePoint Add-ins require an assessment and redesign path rather than a single shutdown-day export.
2. Inventory content and dependencies
Do not begin by dragging visible files into a new app. Build an inventory that can be checked off. For each item, capture:
- Path, filename, extension, size, owner and business purpose.
- Sharing links, site or channel location, inherited and explicit permissions, and guest access.
- Version history, comments, approvals, templates, embedded objects and external references.
- Connected workflows: trigger, action, destination, schedule, credentials and failure notification.
- Retention, legal-hold, sensitivity or audit requirements.
- A named tester who can confirm that the migrated result is usable.
Inventory recurring work as well as files. A spreadsheet that is copied successfully can still break if a scheduled notification, approval route or webhook is not recreated.
3. Export, convert or rebuild using the service-specific route
Classify every item as one of three types:
- Cloud data behind a retiring interface: continue using the underlying Microsoft 365 service and change the app or workflow used to reach it.
- Document files in a retiring format: preserve the original, create a portable copy such as PDF, or convert to an editable format and inspect the result.
- Automation or extensibility: recreate triggers, actions, cards, authentication and destinations in the replacement platform.
Keep the original data until acceptance testing and a defined retention period are complete. Export copies should be stored with a manifest showing the source path, export date, operator and result.
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4. Test the replacement before cutover
Use a pilot set that includes ordinary, large, shared, restricted and recently modified items. Verify both successful cases and deliberate failures:
- Open and edit a converted document in the intended client.
- Sign in as an owner, ordinary member and guest where those roles matter.
- Follow an old sharing link and the new link, checking whether redirects or link replacement are required.
- Run each workflow with normal input, missing input and an unauthorized user.
- Check message formatting, attachments, replies, approvals, retries and error alerts.
- Compare counts, filenames, owners, permissions and critical metadata against the inventory.
Only after the replacement passes acceptance tests should you stop deployment, disable integrations or uninstall the retiring app.
What changes for Microsoft 365 Calendar, People and Files companion apps
Microsoft says these companion apps will be fully retired and non-functional by December 16, 2026. The important distinction is where the data lives. Microsoft’s wording is: “Your files, calendar events, and contacts live in your Microsoft 365 services, not in the companion apps.” That means this case is normally an interface and workflow transition, not a bulk data export.
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Where to work after the companion apps retire
| Information | Microsoft-supported working locations | Migration action |
|---|---|---|
| Calendar events | Outlook and Teams | Confirm calendars, delegates, shared calendars and meeting access in the replacement clients. |
| People and contacts | Outlook and Teams | Check contact visibility, address-book search and any workflow that reads contacts. |
| Files | Windows Search, File Explorer, SharePoint, OneDrive, Word, Excel, PowerPoint or another relevant Microsoft 365 app | Verify that the underlying library or drive is available and that users know the new navigation path. |
Do not export calendar events or contacts merely because the companion icon is disappearing. First confirm that the underlying Microsoft 365 account still contains them. Export only when the destination is outside those services or when a separate retention requirement calls for a portable copy.
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Administrator checklist
- Identify devices and user groups where the companion apps are deployed.
- Stop new deployment through your management system.
- Communicate the December 16, 2026 end date and the replacement paths for files, calendars and people information.
- Give users a test period to open shared files, calendars and contacts through Outlook, Teams or the appropriate Microsoft 365 app.
- Remove the retired apps from managed devices after validation and retain your deployment record.
How to handle Microsoft Publisher files
Publisher is a file-format migration. Microsoft recommends converting existing Publisher files before October 2026. Microsoft 365 subscribers will no longer be able to open or edit Publisher files in Publisher after retirement, while perpetual Publisher users can continue installing and using the app beyond that date. Those edition differences make it essential to identify the license and device that currently opens each file.
Preserve a viewable copy with Save as PDF
- Open the original Publisher file on a system that still supports Publisher.
- Use the application’s Save as or export command and choose PDF.
- Keep the original Publisher file beside the PDF, with a clear version and export date.
- Open the PDF on the intended devices and inspect every page, font, image, hyperlink, bleed and print mark.
PDF preserves a viewable, printable result but is not a substitute for an editable layout. Use it for records, distribution or approval copies when future design changes are not required.
Convert for continued editing
Microsoft describes conversion to Word as an editing option and recommends Word or PowerPoint for common Publisher jobs such as flyers, brochures, signs, certificates and business cards. Conversion can alter text flow, font substitution, image placement, grouped objects and page dimensions. Treat the converted file as a new production document: compare it with the original, correct the layout, and have the business owner approve it before publishing.
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For many files, Microsoft points to a PowerShell script. Follow the current Microsoft script instructions rather than copying an old command from an unrelated article. Build a test folder first, run a small batch, and record successes and failures. Microsoft warns that conflicting filenames can cause a file not to export. Use unique output names or separate destination folders, then reconcile the script’s output with your inventory.
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Publisher migration controls
- Keep untouched originals in read-only storage.
- Record whether each output is PDF, Word, PowerPoint or another approved format.
- Inspect pages with complex master layouts, linked images, unusual fonts and print settings manually.
- Do not delete Publisher originals until the converted file has passed visual and editing checks.
How to replace Office 365 connectors in Microsoft Teams
Teams connectors are automations, not document files. Microsoft’s updated developer guidance tells users who have not migrated to review connector usage and move to Workflows webhooks before the deprecation rollout begins May 18, 2026. Older sections of Microsoft’s documentation contain earlier dates; use the updated instruction and confirm the schedule that applies to your tenant.
Inventory every connector scenario
For each connector, document the event that starts it, the service account or credentials, the channel and team destination, the message format, mentions, attachments, retry behavior and owner. Include dormant-looking connectors: a low-frequency incident alert can be more important than a daily status post.
Rebuild as a workflow webhook
- Create the replacement workflow and its webhook trigger in the target environment.
- Recreate authentication, permissions and the receiving team and channel.
- Map each original trigger to an equivalent event. If there is no equivalent, define a manual or scheduled alternative.
- Recreate actions, filters, branching, throttling and failure notifications.
- Send test payloads and verify the resulting post, mentions, links, attachments and replies.
- Run the old and new paths in parallel where practical, then disable the connector only after the owner signs off.
Convert interactive MessageCards carefully
Microsoft says interactive MessageCard payloads should be replaced with Adaptive Cards, with the workflow customized to handle responses. Rebuilding the visual card is not enough. Map every button and response to a workflow action, verify who is allowed to respond, and test what happens when a card is forwarded, edited or answered after the underlying item changes.
How to migrate SharePoint Add-ins
SharePoint Add-ins are extensibility projects. They may contain code, permissions, authentication and external services, so a file-copy procedure is insufficient.
Assess tenant usage
- Run the Microsoft 365 Assessment tool for the tenant.
- Review the report by tenant and site to identify add-ins, their source and their permissions.
- Assign an owner and developer to every active add-in, including one with no recent support ticket.
- Classify the add-in as Microsoft-hosted or provider-hosted and document its user-facing functions.
Select the redesign path
- Microsoft-hosted add-ins: Microsoft suggests that SharePoint Framework web parts may replace them. Recreate the interface, data access and permissions, then test on each target site.
- Provider-hosted solutions: These may need to be rewritten as external software using Microsoft Entra ID for authentication, depending on requirements. Plan hosting, secrets, redirect URLs, consent, monitoring and support.
Preserve configuration and source code, not just rendered pages. A replacement that looks correct but lacks the old permission boundaries or API behavior is not a successful migration.
Choosing the destination app
Because the retiring service is unspecified, no single destination is appropriate for every reader. Compare candidates against the actual inventory.
| Decision area | Questions to answer before committing |
|---|---|
| Formats | Can it import the original extension, or only PDF, Office files, images or a structured export? |
| Editability and layout | Will pages, fonts, tables, links, embedded objects and print dimensions remain usable? |
| Metadata and versions | Are owners, timestamps, comments, approvals, labels and version history preserved or flattened? |
| Permissions and sharing | Can it reproduce groups, guests, external links, expiration dates and audit controls? |
| Workflows | Does it provide equivalent triggers, actions, webhooks, cards, schedules and error handling? |
| Collaboration | Can the required users edit, comment, approve and search without extra accounts? |
| Cost and accounts | What licenses, storage limits, API quotas and service accounts are required? |
| Validation effort | How much manual inspection is needed for high-value files and critical automations? |
Run a proof of concept with representative data before signing off on a destination. A destination that accepts the file extension may still discard permissions, links or history.
Files, sync and the direction of Microsoft migration tools
Microsoft’s SharePoint migration documentation describes moves from Google Workspace, Dropbox, file shares and certain SharePoint Server environments into Microsoft 365. It also describes OneDrive sync for moving local or network files into OneDrive or SharePoint, and notes that copying files into Microsoft 365 does not delete the source files.
Those instructions are directional. They should not be presented as a general method for exporting Microsoft content to another app. For an outward move, verify the destination’s current import support, metadata and permission handling, file-size limits, version behavior and automation requirements. If the destination has no supported import, plan a controlled download, conversion or API-based transfer with a manifest and an independent backup.
Cutover, rollback and failure handling
Use a staged cutover
- Freeze structural changes briefly, or record every change made during the migration window.
- Run the final export or conversion and reconcile item counts with the inventory.
- Enable the replacement permissions and workflows.
- Ask owners and representative users to complete acceptance tests.
- Announce the new location and support path.
- Disable the old app, connector or add-in only after acceptance is recorded.
Keep a rollback path
Rollback does not always mean restoring the retired product. It means preserving originals, retaining a copy of configuration and knowing how to stop the new workflow without losing incoming events. For documents, keep the source files and export manifest. For automations, retain payload samples, settings, permissions and credentials in an approved secure store. If a conversion fails, quarantine the failed output, fix the cause and rerun it rather than overwriting the original.
Quick Recap
Common failure modes
- The app disappears but data is still present: use the underlying Microsoft 365 service instead of exporting unnecessarily.
- A file opens but looks wrong: compare fonts, page size, images, grouped objects and print settings; recreate affected pages manually.
- Bulk export misses files: check for conflicting filenames, unsupported objects and script errors, then reconcile against the inventory.
- A workflow posts but users cannot act: inspect permissions, response handling and card compatibility.
- Users can see a file but cannot edit it: map destination roles and inherited permissions rather than assuming source access transfers.
- An add-in replacement works on one site only: compare site configuration, consent and deployment scope before expanding rollout.
Final readiness checklist
- The exact retiring service and applicable cutoff are recorded.
- Every file, workflow, owner, permission and integration in scope has an inventory entry.
- Original files and configuration are preserved.
- Each item has an export, conversion or rebuild method suited to its service.
- Destination format, editability, metadata, permissions and version behavior are documented.
- Critical workflows have equivalent triggers, actions, destinations and response handling.
- Representative users have tested access and normal and failure scenarios.
- The cutover owner, support contact and rollback plan are known.
- The old app or integration is disabled only after acceptance, not merely after the first successful copy.
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