On-Premises Exchange 2003 to Office 365 Migration Guide

Introduction

This article outlines the complete task flow for migrating mailboxes from On-Premises Exchange 2003 servers to Office 365. This task flow will not work for Exchange 2007+ or Hosted Exchange.

We strongly recommend that you use HealthCheck for Office 365 to check ahead of time to see if end user hardware and software is compatible with Office 365. HealthCheck for Office 365 is a free utility. 

This migration guide contains the necessary steps to perform the actual migration, but there are many steps to preparing for migration. If this is your first time performing a migration, we have created a Migration Planning & Strategy Guide to walk you through planning, set-up, and general migration best practices.

To discover what items are moved with MigrationWiz in this scenario, and which items will not be moved, see Moved Items. Note that these items will vary by source and destination, so check the proper environment listings carefully.

MigrationWiz is a migration tool, not a syncing tool. If changes are made at the source after migration, they will not sync to the destination, nor will changes made at the destination sync to the source. We do not have “live” monitoring of changes (as with a sync agent) and we cannot handle scenarios such as conflict resolution without user interaction.

We are not able to support migrations with two-factor or multifactor authentication. 

 

Prepare the Source Environment

  1. Set up an administrator account for migration on the Source Exchange mailbox server. KB004725
  2. Test mailbox access. KB004616
  3. Configure the Exchange authentication method. KB004606
  4. Increase MAPI named property limits. KB004608

 

Prepare the Destination Environment

  1. Create an administrator account in Office 365 to be used for migration, or use the global admin account for the tenant. KB004948
  2. Set up accounts on Office 365 and assign licenses. These can be created in several ways:
    • Manually, one at a time.
    • By bulk import, via CSV file. Microsoft instructions
    • By PowerShell script. TechNet article
    • By DirSync, AAD Sync or AAD connect. Read this very important Knowledge Base article before running synchronization: KB004336
  3. Prepare the tenant to send and receive large mail items. KB005139

 

MSPComplete Steps

  1. Create the customer. KB005421
  2. Create the Source and Destination endpoints. KB005427
  3. Purchase licenses. We recommend that you purchase the User Migration Bundle license for this migration scenario. User Migration Bundle licenses allow multiple types of migrations to be performed with a single license. They also allow DeploymentPro to be used to configure Outlook email profiles. Refer to these articles for more information:
  4. Deploy DMA to users. Once DMA has been deployed to users, check the Users tab in MSPComplete. This will be populated with the user accounts that have DMA installed. DMA can be deployed by these options:
    • Via Group Policy Object (GPO).
      Note: This is the recommended methodology because no end user interaction is required. KB005412
    • Via email. KB005411
  1. Create the customer. KB005421
  2. Create the Source and Destination endpoints. KB005427
  3. Purchase licenses. We recommend that you purchase the User Migration Bundle license for this migration scenario. User Migration Bundle licenses allow you to perform multiple migrations of User mailboxes, documents, and in-place archives, plus Google coexistence configuration and allows the use of DeploymentPro to perform post-migration Outlook email profile configuration. 
  4. Deploy DMA to users. Once DMA has been deployed to users, check the Users tab in MSPComplete. This will be populated with the user accounts that have DMA installed. DMA can be deployed by these options:
    • Via Group Policy Object (GPO).
      Note: This is the recommended methodology because no end user interaction is required. 
    • Via email. 

HealthCheck for Office 365 Steps

  1. Go all All Products Device Management, then click HealthCheck for Office 365 on the far left and follow the prompts to launch.
  2. Select a customer from the list by clicking on the customer name.
    Note: The status column will show enabled when a customer account has had DMA deployed.
  3. Review results.
    Note: If any computers have a red X on their row, you should review the detailed results by clicking on the pie chart in the far right-hand part of the row.
  4. Include upgrading action items and costs in your Statement of Work.
  5. Perform remediation steps.

 

DeploymentPro Steps

  1. Launch DeploymentPro.
    • Go to All Products > Device Management, then click DeploymentPro on the far left and follow the prompts to launch.
    • Select a customer from the list by clicking on the customer name.
      Note: The status column will show enabled when a customer account has had DMA deployed.
    • Configure customer DeploymentPro module:
      • Enter the Domain.
      • Select the Destination endpoint.
      • Checkmark the Auto-populate box.
      • In the Client Interface Configurations section, upload your company logo and add supporting text.
        Note: We strongly recommend doing this, because this is the logo and text that end users will see in a desktop pop-up when they are prompted to reconfigure their Outlook profiles. If you do not upload your own logo, the default BitTitan logo will be included instead.
      • Save and continue.
  2. Activate DeploymentPro module for users.
    • Either select all users (by putting a checkmark in the box to the left of the Primary Email column heading), or select individual users (by putting a checkmark in the boxes to the left of the user email addresses).
      Note: DeploymentPro is included with the User Migration Bundle license. DeploymentPro cannot be purchased as a standalone service license, and it cannot be added to the single-use mailbox migration license. If you wish to remotely configure Outlook mail profiles using DeploymentPro after a migration, purchase the User Migration Bundle license.
    • Click the Schedule Cutover button.
  3. Schedule the profile cutover date.
    • Set the date and time for the Outlook profile configuration to occur, and click the Schedule Cutover button.
      Notes:
      • The DeploymentPro module will install on user devices immediately and then run silently until this date.
      • The profile cutover date should be set to a date and time that is shortly after the MX record cutover.
  4. On the profile cutover date, users will be guided through the reconfiguration of their Outlook profile.

 

MigrationWiz Steps

  1. Create a Mailbox Migration project. Read the How do I create a new migration project? article for more information.
  2. Add the accounts (also referred to as "items") that will be migrated to the project. KB004842
  3. Set the Project Advanced Options. KB004834
    • Set to use impersonation at Destination. Check the Use impersonation at Destination box. KB004727
    • The following options are the most valuable for this migration scenario:
      • Set Maximum concurrent migrations. When Exchange 2003 is the Source server, it is very important that this number should be set to a low value, to ensure that the Source server does not run out of resources. To be very safe, we recommend initially setting this to 5. This means that when all mailboxes are selected and the migration begins, only the first five (5) mailboxes in the list will be migrated (using parallel processing), and then when the first of the five (5) completes, the next in the list will begin migrating, and so on down the list, through to completion of all mailboxes. If the Source server has enough server resources, set this parameter based on the bandwidth guideline of three (3) mailboxes per 1Mbps of bandwidth. Therefore, for example, if there is a 10Mbps connection, we recommend that the maximum concurrent migrations parameter be set to 30.
  4. Run Verify Credentials. KB004511
  5. Notify users that a migration is occurring. Send email to all users telling them the time and date of the migration.
  6. Pre-Stage pass: Select the users > Click the Start button from the top, and select Pre-Stage Migration > Under the Migration Scheduling section, from the drop-down list, select 90 days ago > Click Start MigrationKB004938
  7. MX Record Cutover. Change over MX records on the DNS provider's portal. Also, include the AutoDiscover (CName) setting.
    • Set up mail forwarding. KB004516
    • Set up mail routing on Office 365. KB005137
      Note: If you are migrating in batches and coexistence is required, you will not be cutting over the MX records until your final batch of users has been migrated, and you must perform two extra steps:
  8. Send email to end users to let them know what to expect for their Outlook profile reconfiguration. If using DeploymentPro, refer to KB005799 for some sample text and screen shots that can be included in this email.
  9. Full (Delta) pass: Select the users > Click the Start button from the top, select Full Migration > Click Start MigrationKB004938
  10. Run Retry Errors. KB004658
  11. Look through the user list and click any red "failed migration" errors. Review the information and act accordingly.
  12. If problems persist, contact Support. 
  13. If you are not using DeploymentPro, users must create new Outlook profiles, and set up their signatures again, and reattach any PST files that were attached to their previous profile.
  14. Click the pie chart icon in the MigrationWiz dashboard to receive an email containing all the project migration statistics.
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