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There is no single Microsoft export command for a retiring service. First identify the exact product named in the retirement notice, then inventory its files and dependencies, use that product’s supported export or replacement path, and test the new app before disabling the old one. A companion app may retire while its cloud data remains; a document format may need conversion; and an automation may have to be rebuilt rather than exported.
Start by identifying exactly what is retiring
“Microsoft service” is too broad to determine a migration procedure. The notice may refer to a Windows or Microsoft 365 companion app, a file format, a Teams connector, or a SharePoint development model. Each has different data ownership, deadlines and replacement work. Record the exact product and edition before copying anything.
- Retirement notice: save the wording, announced date, cutoff date and whether the change is retirement, deprecation, end of support or removal.
- App and tenant inventory: note the installed app name and version, Microsoft 365 services in use, SharePoint sites, Teams channels and connected identities.
- File evidence: list extensions and locations. A file that appears inside an app may actually be stored in OneDrive, SharePoint or another Microsoft 365 service.
- Workflow evidence: capture scheduled jobs, webhooks, connectors, scripts, forms, alerts and integrations that send or receive data.
- Account and ownership: identify owners, administrators, service accounts, guest users and groups that must retain access.
The following examples show why the first step matters. They are separate retirement cases, not interchangeable instructions.
| Retiring item | Published timing or cutoff | What happens to the data | Migration shape |
|---|---|---|---|
| Microsoft 365 companion apps for Calendar, People and Files | Fully retired and non-functional by December 16, 2026 | Microsoft says files, calendar events and contacts remain in the underlying Microsoft 365 services | Move daily work to Outlook, Teams and the relevant file apps; this is primarily an app and workflow transition |
| Microsoft Publisher | Convert existing files before October 2026 for continued viewing or editing options | Publisher documents need format-specific preservation or conversion | Save as PDF for a stable viewable copy, or convert to Word when continued editing is required |
| Office 365 connectors in Microsoft Teams | Updated guidance says to migrate before the deprecation rollout begins May 18, 2026 | Connector configuration and message payloads are not ordinary documents | Rebuild each integration with Workflows webhooks; adapt interactive MessageCards to Adaptive Cards |
| SharePoint Add-ins | Use the current retirement guidance and tenant assessment for your environment | Code, permissions and hosting arrangements must be assessed | Replace Microsoft-hosted add-ins with suitable SharePoint Framework components or rewrite provider-hosted solutions as external applications |
Build a migration inventory before touching the source
A complete inventory prevents the common mistake of moving visible files while leaving behind the permissions, links and automations that make them useful. Export the inventory to a controlled location and assign an owner to every row.
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Files and documents
- Record the original path, file name, extension, size, owner, last-modified date and current version.
- Identify templates, embedded objects, fonts, macros, linked spreadsheets and external references that may not survive conversion.
- Mark records with retention, legal-hold, sensitivity or sharing restrictions. A destination import can change how those controls are enforced.
- Separate active material from obsolete copies. Do not delete the original merely because a copy was uploaded elsewhere.
Access and collaboration
- List individual permissions, groups, guest access, sharing links and inherited site or folder permissions.
- Document who can edit, approve, publish, download or administer each item.
- Capture version history and comments where they are business records rather than optional collaboration data.
Workflows and integrations
- For every automation, record its trigger, actions, conditions, schedule, credentials, destination channel or mailbox and failure notification.
- Save representative payloads and message layouts, including interactive buttons or response fields.
- Note rate limits, dependency APIs, service accounts and any code that assumes a particular URL, folder or file extension.
- Identify manual procedures that staff perform in the retiring app. These may need a new standard operating procedure even when no technical integration exists.
Choose the destination by capability, not by brand name
Because the retiring service is unspecified, no single replacement app is correct for every reader. Compare the candidate destination against the requirements in your inventory.
| Decision area | Questions to answer before committing | Evidence to test |
|---|---|---|
| Formats | Can it import the exact extensions, and can it export a durable copy? | Open representative files, including the largest and most complex examples |
| Layout and editability | Will pages, fonts, tables, links, formulas and interactive elements remain usable? | Compare rendered output and make a real edit, not just a successful upload |
| Metadata and history | Can it preserve owners, dates, tags, comments, versions and retention labels? | Inspect a migrated item as an administrator and as an ordinary user |
| Permissions | Can the destination reproduce private, group and guest access without over-sharing? | Test allowed and denied actions with separate test accounts |
| Links and references | Will existing URLs redirect, and will embedded or cross-file links still resolve? | Open links from old messages, documents and bookmarks after migration |
| Workflows | Are equivalent triggers, actions, webhooks and response cards available? | Run success, failure, retry and duplicate-event tests |
| Accounts and cost | Do all users, guests and service accounts have the required edition and licenses? | Verify a non-administrator can complete the normal task |
| Operations | Who will administer, back up, monitor and support the new system? | Confirm audit logs, alerts, recovery and an owner for each workflow |
Microsoft’s SharePoint migration documentation describes moves from sources such as Google Workspace, Dropbox, file shares and certain SharePoint Server environments into Microsoft 365. It also describes OneDrive synchronization for moving local or network files into OneDrive or SharePoint and notes that copying does not delete the source. Those instructions are directional: they do not constitute a universal export route from Microsoft content to any outside app. For an external destination, verify that destination’s current importer, metadata handling, permission model, file-size limits and version behavior.
Use a controlled four-stage migration
- Confirm the deadline and support state. Write down the last date for opening, editing, sending or deploying the retiring item. Distinguish a date when Microsoft stops support from a date when the app actually stops working. Recheck the current service notice if the project spans several months.
- Inventory and preserve. Export or copy originals to a protected location, retain the inventory, and record hashes or other integrity checks when your organization requires them. Keep the source available during the pilot and cutover.
- Convert, import or recreate using service-specific guidance. Convert documents only after deciding whether viewability or editability is the priority. Rebuild integrations from their documented behavior rather than assuming an exported configuration will run unchanged.
- Pilot, test and cut over. Migrate a representative sample, test permissions and workflows with real user roles, correct defects, then process the remaining items in batches. Disable the old app or connector only after the acceptance checks pass and a rollback copy exists.
Case study: Microsoft 365 companion apps for Calendar, People and Files
Microsoft says these companion apps will be fully retired and non-functional by December 16, 2026. The retirement does not, by itself, mean that the underlying cloud records disappear. Microsoft’s documentation states: "Your files, calendar events, and contacts live in your Microsoft 365 services, not in the companion apps." That statement applies to these companion apps specifically; it should not be generalized to Publisher files, Teams connectors or SharePoint Add-ins.
Move calendar and people work
- List the calendars, events, contacts, contact groups and recurring actions users perform in the companion app.
- Open the same accounts in Outlook and Teams and confirm that the expected calendars, invitations, presence information and people lookup results are available.
- Update procedures, bookmarks and training material to use the replacement paths. If a workflow launches the companion app, change the link or command.
- Test with ordinary users, guests and delegated mailboxes where applicable. Confirm that create, edit, share and notification behavior matches the intended policy.
Move file work
Determine whether a visible file is stored in OneDrive, SharePoint or another Microsoft 365 location. Use File Explorer, Windows Search, OneDrive, SharePoint, Word, Excel, PowerPoint or the relevant Microsoft 365 app to reach it. Verify that the destination path, permissions and sharing links are still correct; there is no separate companion-app file export to perform when the records already live in those services.
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Administrator transition
Administrators should stop deploying the retiring packages, communicate the change and uninstall the apps from managed devices according to Microsoft’s retirement guidance. Remove the software after users have a tested route to the underlying data, not as a substitute for that validation.
Case study: Microsoft Publisher files
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. Users with perpetual Publisher licenses can continue installing and using the application beyond that date, but relying on an old installation may not meet your organization’s support, security or collaboration requirements.
Preserve a stable, viewable copy
- Open the original Publisher file and save a protected copy before conversion.
- Use File > Save As, choose PDF, select the appropriate publication settings and inspect the resulting PDF on another device.
- Check page size, bleeds, fonts, images, hyperlinks, transparency, crop marks and any print-specific elements. A PDF preserves appearance more reliably than editability.
- Store the original and converted PDF together with a note identifying the conversion date and responsible person.
Keep an editable version
Microsoft describes conversion to Word as an editing option. Use it for content that must be revised, but expect layout work: text boxes, columns, grouped objects, decorative elements and print positioning may change. Open the converted document, edit a paragraph, move an image and produce the intended final output before treating the conversion as successful. Word or PowerPoint are the common Microsoft recommendations for flyers, brochures, signs, certificates and business cards, but select the destination that matches your editing and production needs.
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Case study: Office 365 connectors in Microsoft Teams
Microsoft’s current developer guidance tells organizations that have not migrated to review connector usage and move to Workflows webhooks before the deprecation rollout begins May 18, 2026. Older sections of the same guidance contain earlier dates; use the updated instructions and the status shown for your tenant rather than relying on a historical timeline.
Inventory each connector
- Record the source system, trigger event, Teams team and channel, connector identity and authentication method.
- Save sample payloads, message formatting, mentions, links, images, buttons and any response data.
- Document who can create, edit, approve and run the automation, including service accounts and secret owners.
Rebuild with the replacement pattern
- Create the corresponding workflow and webhook in the target environment.
- Map every old trigger and action to an available workflow step. Do not assume names or execution order are identical.
- For interactive MessageCard payloads, redesign the message as an Adaptive Card and customize the workflow to handle user responses.
- Configure permissions, channel destination, connection references and secret rotation. Restrict posting rights to the required teams and channels.
- Run tests for a normal event, malformed data, a transient failure, a duplicate event and a revoked credential. Confirm that users see a useful error path and that retries do not post duplicates.
- Operate old and new automations in parallel only long enough to compare results; add a deduplication key if both could receive the same event.
Case study: SharePoint Add-ins
SharePoint Add-ins are a development migration, not a consumer file export. Microsoft recommends scanning tenant usage with the Microsoft 365 Assessment tool. Its report can identify add-ins by tenant and site and provide information about source and permissions.
Assess what is hosted and what it does
- Export the assessment results and group add-ins by site, owner, business purpose, permission scope and user count.
- Separate Microsoft-hosted add-ins from provider-hosted solutions. Record external endpoints, APIs, certificates, scheduled jobs and data stores.
- Identify add-ins that only display data, those that modify SharePoint content and those that enforce business rules. Their replacements will have different complexity.
Select a rewrite path
Microsoft suggests that Microsoft-hosted add-ins may be replaced with SharePoint Framework web parts. Provider-hosted solutions may be rewritten as external software using Microsoft Entra ID for authentication, depending on requirements. Confirm API coverage, delegated versus application permissions, tenant consent, data residency and operational ownership with both an administrator and a developer. Plan a test site, code review, security review and user acceptance test before removing the add-in.
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An upload that opens successfully is only the beginning. For each batch, preserve a mapping from original path to new path and record which attributes the destination could not accept.
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- Prepare the destination. Create the required sites, libraries, folders, teams, groups, labels and service accounts before importing content.
- Map identities. Match old owners and groups to destination accounts. Decide how to handle deleted users, external guests and accounts with changed email addresses.
- Transfer in batches. Start with a pilot containing ordinary, large, locked, shared and heavily linked files. Keep source files unchanged while the batch is verified.
- Validate content. Open files in their intended app, compare representative pages or sheets, follow links, inspect comments and check version or metadata behavior.
- Validate access. Test an owner, editor, viewer, guest and denied user. Check inherited permissions and public or organization-wide links explicitly.
- Communicate the new location. Publish the new path, link changes and support contact. Redirect or replace old bookmarks where the platform permits it.
Do not treat OneDrive synchronization as a universal outward-export mechanism. Microsoft documents it for moving local or network files into OneDrive or SharePoint. A different destination may require its own desktop client, API, importer or manual conversion process.
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File acceptance checklist
- Every in-scope item has a destination path or an explicit exception.
- Names, extensions, sizes and expected counts reconcile with the inventory.
- Representative documents render correctly and remain editable when that is required.
- Internal and external links resolve, or a documented replacement link has been issued.
- Owners, groups, guests, retention requirements and sharing restrictions behave as intended.
- Users can find, edit, approve, download and recover content according to their role.
Workflow acceptance checklist
- The trigger fires once for a normal event and does not fire for excluded events.
- Each action receives the expected fields, attachments and encoding.
- Messages render correctly on desktop and mobile clients, including cards and buttons.
- Unauthorized users cannot invoke privileged actions or post to restricted destinations.
- Failures produce an alert, a retry or a queue that an owner can operate.
- Credentials, certificates and webhook secrets have an identified renewal owner.
Run a user pilot
Ask people who perform the real work—not only administrators—to complete a normal day’s tasks in the replacement. Include a user with the least privilege, a delegate or guest where relevant, and a workflow owner. Record defects with the original item, expected result, actual result and severity. Fix blocking issues before broad rollout and keep the pilot data available for comparison.
Common failure modes and fixes
“The app is gone, so the files must be gone”
That conclusion is unsafe. For the Microsoft 365 companion apps, Microsoft says the records remain in the underlying services. Locate the OneDrive, SharePoint, calendar or contacts data and test access there. Do not apply this assumption to a format such as Publisher, where conversion may be necessary.
“The importer accepted every file”
Import success can hide layout damage, dropped metadata or changed permissions. Compare a sample from every file type and size range, and review the importer’s unsupported-feature report. Keep a source-to-destination mapping and an exception queue.
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“We copied the connector settings”
Connector deprecation is a behavior change. Recreate triggers, actions, authentication, message layout, response handling and error paths in the new workflow. Test duplicate and failed events before switching off the old connector.
“The converted publication looks close enough”
Conversion can move text, substitute fonts or change print boundaries. Compare the PDF or editable output at its final physical or digital size, then have the content owner approve it. Keep the original Publisher file even after approval.
“The assessment report is the migration”
The SharePoint assessment identifies usage, source and permissions; it does not rewrite the solution. Assign a developer and administrator to design, secure, deploy and support the replacement.
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Do not decommission on a pilot result. Complete the batch, reconcile counts, obtain business-owner approval, preserve required records and document rollback. Remove old packages, connectors or add-ins only after the replacement has operated through a normal business cycle.
Cut over and retire safely
- Announce a change window, freeze or clearly mark new edits, and state where new work must be created.
- Run the final incremental copy or conversion and reconcile it with the inventory.
- Switch links, workflows, scheduled jobs and documentation to the new destination.
- Monitor access errors, failed runs, duplicate messages, missing permissions and storage growth.
- Keep a read-only source or validated backup for the retention period required by your organization.
- After the agreed observation period, uninstall retiring apps from managed devices, disable obsolete connectors and remove add-ins or credentials that are no longer needed.
- Update the asset register, ownership records, incident runbooks and disaster-recovery documentation.
The safest migration is therefore service-specific: identify what is actually retiring, preserve the material and dependencies, follow the supported conversion or rebuild path, and prove that users and automations work in the replacement before shutting down the source.
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