From Microsoft 365 to LibreOffice: A Step-by-Step Migration Guide for Students and Teachers

Start here: stop losing time and money on a suite that doesn't fit your classroom

Students and teachers—if you're overwhelmed by license costs, worried about online privacy, or stuck with Microsoft 365 features that break when you go offline, this guide is for you. In 2026, many education IT teams and departments are switching to LibreOffice to reclaim control, cut costs, and keep learning workflows stable even without internet. This step-by-step migration plan shows how to move documents, templates, macros, and collaborative workflows from Microsoft 365 to LibreOffice with minimal disruption.

Why migrate in 2026? Trends that make now the right time

Late 2024–2026 saw two trends accelerate adoption of open-source office tools in education: a renewed focus on data privacy and digital sovereignty and increasing budget pressure as institutions reassess SaaS spending. Many schools are also avoiding persistent cloud-only lock-in after experiences with service outages and feature creep in proprietary suites. LibreOffice is mature, supports the ODF standard, and pairs with modern collaboration stacks (Nextcloud + Collabora/OnlyOffice) to deliver online collaboration when you want it, while keeping offline-first workflows intact.

High-level migration plan (one-line summary)

Audit your files → prioritize by complexity → create conversion tests → batch-convert safe files → migrate templates → evaluate and port macros → replace collaborative features → train users and monitor for 6–8 weeks.

Who this plan is for

• Students and teachers with personal or institutional Microsoft 365 access who want an offline-first, low-cost alternative.
• Education IT staff planning bulk migrations with tight timelines and limited training budgets.
• Project leads who need a reproducible, low-risk plan for swapping Microsoft 365 desktop/apps for LibreOffice and a collaboration back end.

Phase 1 — Audit: know what you have and what matters

Start with an inventory. A focused audit reduces risk by separating simple files (handouts, PDFs) from risky, complex artifacts (VBA macros, Power Query, embedded ActiveX controls).

Practical audit steps

1. List file types and volume: Count .docx, .xlsx, .pptx, .dotx, .xlsm and others. Use a script or rclone to scan OneDrive/SharePoint folders.
2. Classify by complexity:
   • Low risk: simple .docx, .pptx, PDFs, images
   • Medium risk: complex layouts, tracked changes, footnotes, stamps
   • High risk: .xlsm (macros), heavy pivot/Power-Query sheets, custom add-ins
3. Identify collaboration hubs: shared OneDrive folders, Teams files, OneNote notebooks and channels.

Phase 2 — Pilot & compatibility testing

Before bulk changes, run conversion tests and user acceptance testing (UAT) with representative files and volunteers (a teacher, a TA, a student).

Key compatibility checks

• Layout fidelity for syllabus and handouts (headers, footers, margins)
• Tracked changes and comments conversion
• Formulas, pivot tables, and data refresh behavior in spreadsheets
• Macros: detection and execution behavior
• Templates and custom styles

Use this small test suite: 10 docs, 5 spreadsheets, 3 presentations and 2 macro files. Record mismatches and classify fixes as either:

• Automatable (batch conversion can correct)
• Rebuild (manual rewrite in LibreOffice)
• Replace with alternative workflow (e.g., replace Power Query with a small Python ETL notebook)

Phase 3 — File conversion (bulk and safe-by-default)

LibreOffice reads most .docx/.xlsx/.pptx files but long-term preservation benefits from converting to the Open Document Format: .odt, .ods, .odp. For many teaching materials, converting to ODF reduces future lock-in.

Batch conversion tools and commands

Use LibreOffice in headless mode on an IT server or local machine for bulk conversion. Example commands (run on Windows/Linux/Mac where LibreOffice is installed):

soffice --headless --convert-to odt --outdir /path/to/out /path/to/in/*.docx
soffice --headless --convert-to ods --outdir /path/to/out /path/to/in/*.xlsx

For complex conversions use unoconv (it uses LibreOffice under the hood) or write a small script that preserves folder structure. Always keep an untouched backup of original MS formats.

Special cases

• Tracked changes and comments: LibreOffice supports comments and track changes but conversion is imperfect. Export a PDF copy for archiving before converting.
• Mail merge documents: LibreOffice Writer supports mail merge via data sources; test merge templates early.
• Embedded objects and fonts: embed fonts where licensing permits or standardize on system fonts to avoid layout shifts.

Phase 4 — Templates and style libraries

Templates are the fastest way to restore consistency across a department. Convert .dotx/.potx templates to LibreOffice templates or rebuild them to use LibreOffice styles.

Steps to migrate templates

1. Collect authoritative templates and decide which to keep.
2. Open template in LibreOffice Writer/Impress and save as .ott/.otp. Adjust styles directly rather than using local formatting.
3. Publish templates centrally (Nextcloud templates folder or a shared network template path) and update documentation.

Phase 5 — Macros: assess, port, or replace

Macros are the riskiest part of any migration. Excel .xlsm and Word VBA scripts often use APIs that LibreOffice doesn't support one-to-one. There are three realistic paths:

1. Keep and run on Windows with MS Office – If a macro is business-critical and impossible to port quickly, keep a minimal MS Office environment for that workflow (e.g., a lab machine or virtualized host).
2. Port to LibreOffice Basic or Python – For maintainable macros, rewrite them using LibreOffice Basic or Python + UNO API. Python is my preference for maintainability and integration with data tools (pandas, Jupyter).
3. Replace with modern tooling – Replace macros with scripts or small web apps (Python scripts, Google Apps Script alternatives, or server-side ETL jobs).

Macro porting practical tips

• Start by listing all macros and their purpose, not just their code.
• Test whether VBA runs in LibreOffice: LibreOffice has partial VBA compatibility but expect breakage.
• Map commonly used Excel functions (SUM, VLOOKUP/XLOOKUP, INDEX/MATCH) to LibreOffice equivalents and note Excel-only features (Power Query, certain ActiveX controls).
• Use the UNO API for document automation; Python + UNO gives access to modern libraries for tests and CI.

Phase 6 — Collaborative workflows: replacing Teams and OneDrive collaboration

LibreOffice is primarily a desktop suite. For the collaborative features students and teachers rely on, pair LibreOffice with an online collaboration backend. The two most common stacks in education are:

• Nextcloud + Collabora Online — open-source, good ODF fidelity, self-hostable.
• Nextcloud + OnlyOffice — often better at OOXML fidelity (docx/xlsx) if you must keep files in MS formats.

Both stacks let users edit documents through a browser while storing files on a school-controlled server. This keeps data private, supports offline sync via Nextcloud Desktop/ mobile apps, and integrates with student identity systems (LDAP, SAML).

Migrate shared drives and Teams files

1. Export shared OneDrive and Teams files. Use rclone for scripted exports:

rclone copy "onedrive:SchoolRoot/TeamFolder" /local/mirror --transfers=10
rclone copy /local/mirror nextcloud:Shared/TeamFolder

2. Normalize permissions in Nextcloud and enable collaboration via Collabora or OnlyOffice.
3. Communicate the new access paths and update links in LMS (Moodle/Canvas).

Phase 7 — Change management: train, document, and support

Even the best technical migration fails without clear communication and fast support. Use this rollout checklist:

• Run 60–90 minute live training sessions for teachers (record them).
• Create a One- or two-page cheat sheet with common tasks (save as .odt, track changes, insert citations, mail merge).
• Set up a migration support channel (Slack/Matrix) and a ticket queue for compatibility issues.
• Designate 1–3 power users or champions per department who get extra training.

Phase 8 — Rollout strategies: phased vs. big-bang

Choose a rollout strategy based on risk appetite and resources.

Phased

• Start with non-critical users (students or a single department) and expand after 4–6 weeks.
• Advantage: low risk and learnings that reduce rework.

Big-bang

• Switch entire institution in a single weekend.
• Advantage: faster license savings but requires heavy prep and a staffed support desk.

Common pitfalls and how to avoid them

• Underestimating macros: Audit macros early and decide the path—rewrite, replace, or retain MS Office for those workflows.
• Ignoring fonts and templates: Standardize fonts and distribute templates before conversion to avoid layout drift.
• Poor communication: Give users clear dates, FAQs, and an easy rollback plan.
• Failing to archive originals: Keep original .docx/.xlsx/.pptx files in read-only storage for legal or grading reasons until you're confident of the conversion fidelity.

Cost savings and measurable benefits

Switching away from Microsoft 365 reduces per-user SaaS subscription costs and removes recurring licensing for many departments. Savings scale with user count—small teams save hundreds per year, entire departments save thousands. The non-monetary gains are significant: stronger control over data, offline access for low-bandwidth situations, and alignment with open standards for long-term document preservation.

Example: 4-week migration plan for a class or small department

1. Week 1 — Audit & pilot: inventory, pick 20 files, do conversion tests.
2. Week 2 — Template & macro decisions: convert templates; document macro porting plan.
3. Week 3 — Bulk convert low-risk files and migrate shared drives to Nextcloud; set up Collabora/OnlyOffice.
4. Week 4 — Training, go-live for students, support ramp-up, keep fallback MS Office available for high-risk cases.

Advanced strategies for power users and IT

• CI for documents: Use Git or Nextcloud versioning for tracked collaborative content and integrate simple linters or format checkers for large course packs.
• Automated testing: Build a conversion test pipeline that runs on a sample dataset whenever LibreOffice updates to catch regressions.
• Macro modernization: Use Python + UNO for macros and test them with unit tests—this improves maintainability and enables reuse in Jupyter notebooks for data-driven assignments.

“Migration isn’t about swapping icons—it's about mapping real workflows and keeping teaching uninterrupted.”

Final checklist (printable)

• Inventory completed and categorized
• Pilot conversions passed UAT (10/10 critical items)
• Templates converted and published
• Critical macros documented with migration path
• Collaboration backend configured (Nextcloud + Collabora/OnlyOffice)
• Training materials published and champions assigned
• Backup of originals archived and accessible

Actionable takeaways

• Do an audit first: Knowing what you have prevents surprise breakage.
• Convert safe files in bulk: Use libreoffice --headless for large batches.
• Macro plan is mandatory: Don’t wait—decide whether to rewrite, replace, or preserve MS Office for those files.
• Pair LibreOffice with Nextcloud: You get privacy, offline access, and a collaborative experience similar to cloud suites.

Where to find help and resources

• LibreOffice Documentation and community libraries (official site and forums)
• Nextcloud and Collabora/OnlyOffice setup guides (for collaboration)
• rclone and libreoffice headless documentation for scripted migrations

Closing — your next steps this week

Start with a 30-minute audit: pick one course or folder and count file types. If you want my recommended checklist and a 4-week template you can run with your department, download the migration cheat sheet and schedule a 1-hour migration planning session.

Ready to take control of your documents, reduce cost, and keep teaching uninterrupted? Download the free migration checklist, or contact your IT team to pilot a small migration this month. Small pilots deliver big confidence—and in 2026 the schools that control their data and workflows will be the ones that scale learning reliably.

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