Switching from Microsoft 365 to Nextcloud: How to make the switch

The switch from Microsoft 365 to Nextcloud succeeds in five phases: recording the services used, defining the target image, setting up Nextcloud, migrating data department-by-department, and training the team. The most important step comes first – clarifying which Microsoft functions are really needed. Often, a partial switch makes more sense than a complete one.

Reasons for the switch are usually data protection, rising license costs or the desire not to be dependent on a US provider. Whether Nextcloud is basically a good fit is answered in the article Nextcloud as an alternative to Microsoft 365. This is about the how.

Phase 1: Inventory

List what is actually used in everyday life:

• Files: OneDrive, SharePoint libraries, Teams channel files
• Communication: Teams chat and video conferencing
• Email and Calendar: Exchange Online, Outlook
• Office: Word, Excel, PowerPoint – in the browser or as a desktop program
• Special cases: Excel macros, Power Automate, SharePoint lists, specialist applications with Microsoft connection

Phase 2: Define the target image

Not every function needs to be replaced. A common target image: files and shares in Nextcloud, video conferences via Nextcloud Talk, e-mail remains with a proven provider for the time being. Excel specialists keep their desktop license, the rest work with Nextcloud Office in the browser.

Phase 3: Set up Nextcloud

Servers in Germany or at your premises, registration via a central account system if possible, Office integration, backups, storage quotas. If you want to use several tools with one login, you will find the basics in the article Single Sign-on for SMEs.

Phase 4: Migrate data – department-by-department

1. Choose a pilot department that is open to new things.
2. folder structure Clean up before moving: Delete old copies and duplicate versions.
3. Transfer data and create new shares – Sharing links from OneDrive will no longer work after the move.
4. for two weeks Work in parallel, then set old filing to "read only".
5. Next department.

Phase 5: Training and support

Most queries come in the first week: Where is my folder? How do I share something with a customer? How do I work offline? A short briefing per department and a contact person for questions decide whether the team accepts the new solution.

Typical stumbling blocks

• Excel files with macros or external links
• Business applications that only work with SharePoint or Outlook
• too short parallel phase
• Forgot to share with external parties
• Email migration in the same step as the files – better to separate them

Make the switch with us

We plan the transition with you, set up Nextcloud, take care of the migration and accompany the first few weeks. If parts of Microsoft 365 turn out to be indispensable, we build a mixed solution instead of a dogma. For workflows that previously ran via Power Automate, we use n8n.

Counselling and accompanied implementation is eligible for funding: Through INQA coaching, the federal government covers 80% of the consulting costs of up to €1,200 per day for up to 12 days, i.e. up to €11,520 subsidy. In Mecklenburg-Western Pomerania and the other new federal states, BAFA consulting funding is also eligible at 80% until 31.12.2026 (50% in the old federal states). Funding is provided for consulting, not software. The funding check shows which program fits.

Frequently Asked Questions

How long does it take to switch from Microsoft 365 to Nextcloud?

For a company with 20-50 employees, two to three months are realistic, including a pilot phase and department-by-department migration. Pure data transmission is usually the smallest part.

Can I keep Microsoft 365 partially?

Yes. Files and video conferences often migrate to Nextcloud, while email or individual Office licenses remain. A mixed solution is often more economical than a complete change.

What happens to Teams chats?

Existing chat histories usually cannot be transferred in a meaningful way. Important content should be saved as a document beforehand.

Do Word and Excel files work in Nextcloud?

Yes, Nextcloud Office opens and edits common Office formats in the browser. Files with macros or complex formulas should be tested in advance.

Are you thinking about making the switch? Let's contact page. discuss your initial situation via the