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Office 365 Transition

1. What are my migration options?

To move emails to Office 365, we follow the following migration methods:

  • Cutover Migration
  • IMAP Migration
  • PST Migration
  • Hybrid Migration

2. Which migration option is best for me?

Migration options are based on your current setup and type.  Listed below are a few options, based on the setup and type of your current e-mail services.


Your Current E-Mail

Migration Options

Microsoft Exchange

Cutover Migration | IMAP Migration | PST Migration | Hybrid Migration

G Suite

IMAP Migration | PST Migration | Hybrid Migration

Lotus

IMAP Migration | PST Migration | Hybrid Migration

POP/IMAP

IMAP Migration | PST Migration | Hybrid Migration

Zimbra

IMAP Migration | PST Migration | Hybrid Migration

Cutover Migration

  • Applicable for:
    • Those who have their existing email on Microsoft Exchange Server in-house or with a provider.
  • Pros:
    • All the data in your existing mailboxes will be migrated to Office 365 mailboxes including emails, contacts, and calendar.
    • Data migration can be done even before changing the MX records.
    • As the data migration is performed before you change the MX record, you get an opportunity to verify the data even before going live from Office 365.
  • Cons:
    • Cannot find any cons:  Until there is an issue with your existing Exchange erver or mailboxes.
  • Things to keep ready:

Here are the different things you need to keep ready for migration:

1 List of email addresses from the existing provider. a. Once the email addresses are provided, Apps4Rent team will create the mailboxes on Office 365.
2 List of aliases from existing provider. a. If your email address has any associated email addresses(alias) you need to get it from your existing provider and provide to Apps4Rent to create it on Office 365.
3 List of forwarders from existing provider. a. If your email address is configured to forward emails to any other email address, then you must provide the list to Apps4Rent.
4 List of Groups/Distribution lists from the existing provider a. If your email addresses are a part of any email group or distribution list, then you must provide the list to Apps4Rent.
5 Passwords of all users. a. Passwords are required to cross verify the data post migration.
6 Autodiscover CNAME OR SRV record should be pointed to the current exchange server a. Autodiscover record must be pointed to the existing email server to create the migration batch
7 Full access permission on all mailboxes should be assigned to an email address a. Migration batch will be initiated with a specific email address that has full access permission on all the mailboxes in the organization. If the permission is not assigned properly then the migration will fail.
8 Domain registrar control panel login details a. In order to add your domain in Office 365, you need to create a TXT record in domain registrar control panel. Only post successful verification we can add the domain and create mailboxes

b. Also, we would require access to change MX record and other DNS records like SPF, CNAME etc.

  • Migration checklist for cutover migration:

The migration checklist provided is for a domain with up to 50 mailboxes of up to 50GB size

Checklist for Cutover Migration
Sr. No

Task

Responsible

Time

1 Get the Outlook Anywhere/Autodiscover working on current environment Customer Day #1
2 Full Access Permissions on all mailboxes Customer Day #1
3 Verify Full access permission: Apps4Rent Team to login to the admin mailbox and connect to other mailboxes from there and make sure the permission is assigned properly Apps4Rent Day #1
4 Domain admin permissions should be assigned to admin whose credentials will be used for end-point Customer Day #1
5 Provide the domain verification code to Customer Apps4Rent Day #1
6 Create TXT record on the domain registrar control panel to verify the domain Customer Day #1
7 Verify the domain as accepted domain Apps4Rent Day #2
8 Create Email addresses Apps4Rent Day #2
9 Provide email login details to customer Apps4Rent Day #2
10 Provide the list of groups, distribution lists, Aliases, Forwarders to be created Customer Day #2
11 Create groups, distribution lists, Aliases, Forwarders Apps4Rent Day #2
12 Create end-point in Office 365 Apps4Rent Day #2
13 Create cutover batch in Office 365 Apps4Rent Day #2
14 Start the cutover batch Apps4Rent Day #2
15 Monitor and confirm all mailboxes display “Synced” status Apps4Rent Day #5-Day #6
16 Change the MX to Office 365 Customer Day #7
17 Confirm new emails have started arriving to new mailboxes Customer Day #7
18 Verify the groups, distribution lists, Aliases, Forwarders Customer Day #7
19 Perform two-three incremental sync to ensure no emails left in On-prem to sync. Wait for 48 hours Apps4Rent Day #8
20 Update CNAME, SPF Records Customer Day #10
21 Provide the steps to configure client profiles Apps4Rent Day #10
22 Configure outlook profile Customer Day #10
23 Delete the batch to complete the migration process. Apps4Rent Day #10

IMAP Migration

  • Applicable for:
    • If your existing email provider is using a Non-Microsoft Exchange Server such as IMAP or POP.
    • If you are migrating from G-Suite or Zimbra.
  • Pros:
    • All your emails will be migrated to Office 365 (Except contacts and calendar).
    • Data migration can be done even before changing the MX records.
    • As the data migration is performed before you change the MX record, you get an opportunity to verify the data even before going live from Office 365.
  • Cons:
    • Only emails will be migrated to Office 365.
    • Contacts and Calendar will not get migrated.
    • Customer must export the contacts from the existing Outlook profile before changing the MX record to Office 365.
    • Customer must Import the contacts and calendar after changing the MX record to Office 365.
  • Things to keep ready:

Here are the different things you need to keep ready for migration:

1 List of email addresses from the existing provider. a. Once the email addresses are provided, Apps4Rent team will create the mailboxes on Office 365.
2 List of aliases from existing provider. a. If your email address has any associated email addresses(alias) you need to get it from your existing provider and provide to Apps4Rent to create it on Office 365.
3 List of forwarders from existing provider. a. If your email address is configured to forward emails to any other email address, then you must provide the list to Apps4Rent.
4 List of Groups/Distribution lists from the existing provider a. If your email addresses are a part of any email group or distribution list, then you must provide this list to Apps4Rent.
5 Passwords of all users. a. Passwords are required to cross verify the data post migration.
6 Autodiscover CNAME OR SRV record should be pointed to the current exchange server a. Autodiscover record must be pointed to the existing email server to create the migration batch
7 Full access permission on all mailboxes should be assigned to an email address a. Migration batch will be initiated with a specific email address which that has full access permission on all mailboxes in the organization. If the permission is not assigned properly then the migration will fail.
8 Domain registrar control panel login details a. In order to add your domain in Office 365, you need to create a TXT record in domain registrar control panel. Only post successful verification we can add the domain and create mailboxes

b. Also, we would require access to change MX record and other DNS records like SPF, CNAME etc.

  • Migration checklist for IMAP migration:

The migration checklist provided is for a domain with up to 50 mailboxes of up to 50GB size

Checklist IMAP Migration

Sr. No

Task

Responsible

Time

1 Provide domain verification code to Customer Apps4Rent Day #1
2 Create TXT record in domain registrar control panel to verify the domain Customer Day #1
3 Verify the domain as accepted domain Apps4Rent Day #2
4 Create Email addresses Apps4Rent Day #2
5 Provide the email login details to customer Apps4Rent Day #2
6 Provide the list of groups, distribution lists, Aliases, Forwarders to be created. Provide email address and password of all mailboxes Customer Day #2
7 Verify the passwords before initiating the migration Apps4Rent Day #2
8 Create the groups, distribution lists, Aliases, Forwarders Apps4Rent Day #2
9 Create end-point in Office 365 Apps4Rent Day #2
10 Create IMAP batch in Office 365 Apps4Rent Day #2
11 Start the IMAP batch Apps4Rent Day #2
12 Monitor and confirm all mailboxes display “Synced” status Apps4Rent Day #5-Day #6
13 Change the MX to Office 365 Customer Day #7
14 Confirm new emails have started arriving to new mailboxes Customer Day #7
15 Verify the groups, distribution lists, Aliases, Forwarders Customer Day #7
16 Perform two-three incremental sync to ensure that no emails are left in On-prem to sync. Wait for 48 hours Apps4Rent Day #8
17 Update CNAME, SPF Records Customer Day #10
18 Provide the steps to configure client profiles Apps4Rent Day #10
19 Configure Outlook profile Customer Day #10
20 Delete the batch to complete the migration process. Apps4Rent Day #10
21 Migrate the Contacts and Calendar Customer Day #10

PST Migration

  • Applicable for:
    • In case cutover and IMAP migration fails then such customers can use PST migration method to migrate old emails to O365
  • Pros:
    • In case cutover and IMAP migration methods fail, you can still bring your old emails to Office 365.
  • Cons:
    • PST migration can be done only after changing the MX record.
  • Things to keep ready:

Here are the different things customer needs to keep ready for the migration:

1 List of email addresses from the existing provider. a. Once the email addresses are provided, Apps4Rent team will create the mailboxes on Office 365.
2 List of aliases from existing provider. a. If your email address has any associated email addresses(alias) you need to get it from your existing provider and provide to Apps4Rent to create it in Office 365.
3 List of forwarders from existing provider. a. If your email address is configured to forward emails to any other email address, then you must provide the list to Apps4Rent.
4 List of Groups/Distribution lists from the existing provider a. If your email addresses are a part of any email group or distribution list, then you must provide the list to Apps4Rent.
5 Passwords of all users. a. Passwords are required to cross verify the data post migration.
6 Autodiscover CNAME OR SRV record should be pointed to the current exchange server a. Autodiscover record must be pointed to the existing email server to create the migration batch
7 Full access permission on all mailboxes should be assigned to an email address a. Migration batch will be initiated with a specific email address which have full access permission on all the mailboxes in the organization. If the permission is not assigned properly then the migration will fail.
8 Domain registrar control panel login details a. In order to add your domain in Office 365, you need to create a TXT record in the domain registrar control panel. Only post successful verification we can add the domain and create mailboxes
b. Also, we would require access to change MX record and other DNS records like SPF, CNAME etc.
  • Migration checklist for PST migration:

The migration checklist provided is for a domain with up to 50 mailboxes of up to 50GB size

Checklist for PST migration

Sr. No

Task

Responsible

Time

1 Provide the domain verification code to Customer Apps4Rent Day #1
2 Create TXT record in domain registrar control panel to verify the domain Customer Day #1
3 Verify the domain as accepted domain Apps4Rent Day #2
4 Create Email addresses Apps4Rent Day #2
5 Provide the email login details to customer Apps4Rent Day #2
6 Provide list of groups, distribution lists, Aliases, Forwarders to be created Customer Day #2
7 Create groups, distribution lists, Aliases, Forwarders Apps4Rent Day #2
8 Change MX to Office 365 Customer Day #2
9 Confirm new emails started coming to new mailboxes Customer Day #2
10 Verify groups, distribution lists, Aliases, Forwarders Customer Day #2
11 Take backup of old email in PST Customer Day #3-Day #4
12 Provide FTP location to customer Apps4Rent Day #3
13 Upload PST files to an FTP location Customer Day #3-Day #4
14 Upload PST files to Azure and Import following below support article (https://docs.microsoft.com/en-us/office365/securitycompliance/use-network-upload-to-import-pst-files) Apps4Rent Day #5-Day #10
15 Update CNAME, SPF Records Customer Day #11
16 Provide steps to configure client profiles Apps4Rent Day #11
17 Configure Outlook profile Customer Day #11

 Hybrid Migration

  • Applicable for:
    • You should have dedicated Microsoft Exchange server or Non-Microsoft server in-house or with a provider.
  • Pros:
    • In case if you want to keep few mailboxes on-premise and rest online it is possible using this method.
  • Cons:
    • Data sync happens only through Azure AD server.
  • Things to keep ready:

Here are the different things customer needs to keep ready for the migration:

1 List of email addresses from the existing provider. a. Once the email addresses are provided, Apps4Rent team will create the mailboxes on Office 365.
2 List of aliases from existing provider. a. If your email address has any associated email addresses(alias) you need to get it from your existing provider and provide to Apps4Rent to create it on Office 365.
3 List of forwarders from existing provider. a. If your email address is configured to forward emails to any other email address, then you must provide the list to Apps4Rent.
4 List of Groups/Distribution lists from the existing provider a. If your email addresses are a part of any email group or distribution list, then you must provide the list to Apps4Rent.
5 Passwords of all users. a. Passwords are required to cross verify the data post migration.
6 Autodiscover CNAME OR SRV record should be pointed to the current exchange server a. Autodiscover record must be pointed to the existing email server to create the migration batch
7 Full access permission on all mailboxes should be assigned to an email address a. Migration batch will be initiated with a specific email address that has full access permission on all mailboxes in organization. If the permission is not assigned properly then the migration will fail.
8 Domain registrar control panel login details a. In order to add your domain in the Office 365, you need to create a TXT record in the domain registrar control panel. Only post successful verification we can add this domain and create mailboxes
b. Also, we would require access to change MX record and other DNS records like SPF, CNAME etc.
  • Migration checklist for PST migration:

Checklist for Hybrid Migration

Sr. No.

Task

Responsible

Time

1 Get Outlook Anywhere/Autodiscover working on current environment. Customer Day #1
2 Confirm SSL Certificate is valid and updated on Exchange. Customer Day #1
3 Run Hybrid deployment assistant and check if any pre-requisites is missing, if yes then complete it Customer Day #1
4 Create TXT record on the domain registrar control panel to verify the domain Customer Day #1
5 Verify the domain as accepted domain Apps4Rent Day #2
6 In Office 365 admin center start express migration page. Setup –> Data migration –> Exchange. Apps4Rent Day #2
7 It will run Hybrid Configuration Wizard (HCW) to complete the minimal hybrid setup Apps4Rent Day #2
8 As a next step, it will run AAD Connect to create users in Office 365 Apps4Rent Day #2
9 Assign Office 365 licenses to users Apps4Rent Day #2
10 On Data migration page, select users and start migrating mailboxes Apps4Rent Day #2
11 Once all mailboxes migrated update the DNS records (MX, TXT, SPF) Customer Day #3
12 Provide the steps to configure client profiles Apps4Rent Day #3
13 Configure outlook profile Customer Day #3
14 Delete the batch to complete the migration process. Apps4Rent Day #4

Important:

Even if you are using Exchange or any other email service as the source email server, sometimes, migration may fail due to the mailbox corruption at source or improper permissions at the source email server. In this case, App4Rent will not be able to do the Cutover or IMAP migration. Hence, in case of migration failures, customer must provide PST backup of the failed mailboxes in the FTP location provided by Apps4Rent.

What is the final date of delivery?

We cannot predict how long the migration will take. Multiple factors like current providers bandwidth, Average items count and the size on the current mailbox, Mailbox Errors, Server Load on the source server etc. matters how f

Sr. No

Mailboxes

Expected Time

50GB

100GB

1

1 to 25 mailboxes

3-4 Days

6-8 Days

2

25 to 50 mailboxes

5-6 Days

8-10 Days

3

50 to 75 mailboxes

7-8 Days

10-12 Days

4

75 to 100 mailboxes

8-9 Days

12-14 Days

5

100 and above

10+days

15+days

ast the migration is completed. Here is an approximate expected time table for cutover and IMAP migration.

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