Hosted Exchange to Hosted Exchange Migration Guide

​Introduction

This is the complete onboarding task flow for migrating mailboxes from one Hosted Exchange Provider to another Hosted Exchange Provider. The versions of Hosted Exchange covered are Exchange Server 2007, 2010, 2013, and 2016. 

  • Note: DeploymentPro currently can only officially be used with migration projects where Office 365 is the Destination. If using DeploymentPro with Exchange (either On-Premises or Hosted) as a Destination, then a Proof Of Concept should be run first.

    Exchange environments can have complex AutoDiscover settings, along with UPN and SMTP address mis-matches, which can require troubleshooting and reconfiguration before DeploymentPro can be made to work against such environments.

    A Proof Of Concept will uncover any complications. 

The MSPComplete section includes steps to deploy the Device Management Agent (DMA) to end users. Deploying DMA to end users is a prerequisite if you will be using DeploymentPro. DeploymentPro can possibly be used to configure the Outlook profiles, however, it is not officially supported for use with Exchange.

  • 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.

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.

MigrationWiz supports the capability to share migration projects across a Workgroup. When the Project Sharing feature is turned on, all Agents besides those who are Inactive can view all migrations projects. For more information, visit Project Sharing in MigrationWiz. 

Prepare the Source Environment

  1. Ask the Hosted Exchange Provider to create an account for migration purposes (e.g., named MigrationWiz) and grant full access rights to each mailbox, by running this PowerShell script against the account called MigrationWiz:
    Get-Mailbox -ResultSize Unlimited | Add-MailboxPermission -AccessRights FullAccess -User MigrationWiz
    Notes:
    • Some Hosted Exchange providers allow this access to be granted via their web portal. In this case, you could log in to each mailbox via their portal and then grant the migration account (e.g., MigrationWiz) to have read/write access to each mailbox. This is laborious and time-consuming, and so it is preferable that the Hosted Exchange provider run the PowerShell script above, particularly if you have a large number of users.
    • Some Hosted Exchange Providers will not grant this access. If that is the case, then you can request credentials from your end users during the migration. Exact steps for this are provided under Option 2 in KB005086.
  2. If this is a very large project, the best results will be achieved by setting the project to use impersonation at the Source. In order to enable this, the PowerShell script below needs to be run by your Hosted Exchange provider. KB004727
    New-ManagementRoleAssignment -Role ApplicationImpersonation -User <admin_user_name> Notes:
    • Many Hosted providers will not accommodate this request.
    • The second part of this process is to set your MigrationWiz project Advanced Options to use impersonation at the Source. This step is included in the MigrationWiz section of this guide.
  3. Test mailbox access. KB004616
  4. Export the mailboxes to CSV file(s).
    • Ask the Hosted Exchange provider to provide them.
    • If the provider has an admin console which includes this capability, run their tool to export the user list (and, if necessary, the passwords) to the CSV file.
    • If you have admin credentials on the Hosted Exchange environment, you only need a list of the email addresses. You do not need the password for each mailbox being migrated, because MigrationWiz will use delegation and perform the migration based on the admin credentials.
    • If you do not have admin credentials on the Hosted Exchange environment (which is common), then you must obtain all the email addresses and passwords for the users.
      Options to obtain these:
    • If the list of mailboxes and passwords from the Hosted Exchange provider is not available, request that the users send these to MigrationWiz, as part of the migration process. See the article View, Add, and Edit Customers' Users for more information.

 

Prepare the Destination Environment

  1. Set up user accounts.
  2. Ask the Hosted Exchange provider to create an account for migration that has full access permissions to all mailboxes.

    Notes:
    • If you do not provide an admin account when setting up your Destination endpoint, it will be necessary to provide SMTP email addresses, login names, and passwords when adding Destination users to your MigrationWiz project. If you do provide an admin account, you only need to provide the SMTP email addresses.
    • Below is an example PowerShell script which grants full access rights to an account called MigrationWiz. Your Hosted Exchange provider needs to change the user to match your admin account before running the script.
      Get-Mailbox -ResultSize Unlimited | Add-MailboxPermission -AccessRights FullAccess -User MigrationWiz

 

MSPComplete Steps

  1. Create the customer. KB005421
  2. Create the Source and Destination endpoints. KB005427
    • For the Source endpoint:
      • Click Endpoints > Add Endpoint > + Find My Service Provider button > click the down arrow in the Service Provider field, and select the Hosted Exchange Provider (taking care to select the correct version of Exchange that the customer is running). This will auto-populate the Outlook Web Access URL with their verified URL. (Or, instead of clicking on the + Find My Service Provider button, click the Exchange Server 2003+ button and manually enter the Outlook Web Access URL).
      • Click the Provide Credentials radio button, and enter the admin account credentials. These are the credentials that you obtained from your Hosted Exchange Provider when following the steps under the "Prepare the Source Environment" section of this guide.
    • For the Destination endpoint:
      • Click Endpoints > Add Endpoint > + Find My Service Provider button > click the down arrow in the Service Provider field, and select the Hosted Exchange Provider (taking care to select the correct version of Exchange that the customer is running). This will auto-populate the Outlook Web Access URL with their verified URL. (Or, instead of clicking on the + Find My Service Provider button, click the Exchange Server 2003+ button, and manually enter the Outlook Web Access URL.)
      • Click the Provide Credentials radio button, and enter the admin account credentials. These are the credentials that you obtained from your Hosted Exchange Provider when following the steps under the "Prepare the Destination Environment" section of this guide.
  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 either of these options:
    • Via Group Policy Object (GPO).
      Note: This is the recommended methodology because no end user interaction is required. ​KB005412
    • Via email. KB005411

 

DeploymentPro Steps

  1. Launch DeploymentPro.
    1. Enter the Domain.
    2. Select the Destinations endpoint.
    3. Checkmark the Auto-populate box.
    4. 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.
    5. Save and continue.
    1. Go to All Products > Device Management, click on DeploymentPro 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 to users.
    3. Configure the customer DeploymentPro module:
  2. Activate DeploymentPro module for users.
    1. Either select all users or select individual users.
      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.
    2. 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 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. Use the Bulk Add option, and then import from the CSV file that you prepared under prerequisites section of this guide. KB004842
    1. If the list of mailboxes and passwords from the Hosted Exchange provider is not available, request that the users send these to MigrationWiz as part of the migration process. See View, Add, and Edit Customers' Users for more information.
  3. Set the Project Advanced Options. KB004834

    The following options are the most valuable for this migration scenario:
    • If using impersonation, the value for Maximum concurrent migrations​, under the Performance section, can be set to a very high value, e.g.,1000.

      Note: There is no limit for this value if using impersonation.
    • If not using impersonation, we recommend that you set the Maximum concurrent migrations​ value to a low number, such as 20.
    • If this is a very large project, the best results will be achieved by setting the project to use impersonation at the Source (as documented in the Prepare Source Environment section of this guide). However, many Hosted providers will not accommodate this request. If they do, checkmark the box for Use impersonation at source.

      Note: Exchange impersonation (not delegation) utilizes per-user throttling quotas, which allows for a very large number of users to be migrated concurrently.
  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 Migration. KB004938
  7. MX Record Cutover. Change over MX records on the DNS provider's portal. Also include the AutoDiscover (CName) setting.

    Note: If you are migrating in batches and mail coexistence is required, you will not be cutting over the MX records until your final batch of users has been migrated, and you must set up mail forwarding. KB004315
  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. Enable AutoDiscover again, so that users can create new profiles via AutoDiscover, or use DeploymentPro to automate the configuration of new Outlook profiles. KB005363
  10. Full (Delta) pass: Select the users > Click the Start button from the top, select Full Migration > Click Start Migration. KB004938
  11. Run Retry Errors. KB004658
  12. Look through the user list and click any red "failed migration" errors. Review information and act accordingly.
  13. If problems persist, contact Support. KB004529
  14. If 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.
  15. Click the pie chart icon in the MigrationWiz dashboard to receive an email containing all the project migration statistics. KB004626

 

 

 

 

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