IMAP to G Suite Migration Guide

Introduction

This is the complete onboarding task flow for migrating mailboxes from IMAP systems to G Suite. Due to API limitations, IMAP migrations will only migrate mail items.

The MSPComplete section includes steps to deploy the Device Management Agent (DMA) to end users. This is an Agent which includes multiple modules, e.g., for HealthCheck for Office 365 and DeploymentPro. It is not required to install DMA for this migration scenario. However, BitTitan will be adding several modules to DMA, and these will be important to power MSPComplete feeds (which will provide further information to you about upsell and cross-sell opportunities).

We can only migrate mail items that are stored on the IMAP server. Verify that a copy of the mail remains on the server. If there is no mail on the IMAP server and it is stored in a local PST, use the PST migration process. If the data is stored in a local Outlook OST file (Outlook 2013 and Outlook 2016), export the mailbox to a PST and use the PST migration process.

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. 

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

 

Prerequisite

  • There are many different versions of IMAP mail systems available. For this reason, we recommend running a trial migration on one or more mailbox(es) prior to the actual full migration project.

    Notes:
    • Once the trial migration completes, check on the folder structure at the Destination to ensure that the directory structure is as desired. KB004671
    • This guide includes a folder mapping under the MigrationWiz Steps section, which will ensure that folders are mapped to the root label on the Destination mailboxes, rather than under inbox/labelname.

 

Prepare the Source Environment

  1. Test connectivity to the IMAP server, by going here. Fill in the form, and click the Test button.
  2. Export the user list to a CSV file.

    Notes:
    • Administrator accounts with at least read rights can export a user list.
    • If you do not have an administrator account, you need to ask your IMAP host to provide you with a complete user list, in CSV file format.
    • This CSV file will be used to bulk add users into your MigrationWiz mailbox project.

 

Prepare the Destination Environment

  1. Create users on G Suite. Refer to G Suite admin help article here.
  2. Grant MigrationWiz OAuth 2.0 access to G Suite. For guidance, see Enable access to G Suite using OAuth 2.0.


Notes:

  • If you are migrating to multiple domains, repeat these steps for each domain.

 

MSPComplete Steps

  1. Create the customer. KB005421
  2. Create the Source and Destination endpoints. KB005427
    • For the Source endpoint:
      • Click Endpoints > Add Endpoint > Enter endpoint name > For endpoint type, select IMAP.
      • It is necessary to add all domains that will be part of the migration on either the Source or the Destination. This means that, if there are users in one project with domain names Sourcedomain.com and Destinationdomain.com, it is important to ensure that both of these are added under “Your Domains” when creating the endpoints. When adding a domain, you need to click the "+" button.

      • Server Name should follow format: imap.example.com

      • Enter server port. As a general rule, the server port will be either 143 or 993 (if using SSL).

        Note: If you are using SSL, add a checkmark next to Use SSL.
    • For the Destination endpoint:
      • Click Endpoints > Add Endpoint > Enter endpoint name > For endpoint type, select G Suite/Gmail.
      • It is necessary to add all domains that will be part of the migration on either the Source or the Destination. This means that, if there are users in one project with domain names Sourcedomain.com and Destinationdomain.com, it is important to ensure that both of these are added under “Your Domains” when creating the endpoints. When adding a domain, you need to click the "+" button.

      • Enter Administrative email address.

        Note: This is the account that has admin access level to the Google admin portal.
  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 (optional). 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

 

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
    • Use Bulk Add, with a CSV file that contains your user list.
    • Source:
      • If you have an admin account on the Source IMAP system, the format will be as follows.

        Note: Most IMAP systems do not support administrative credentials. Refer to KB004344 for a list of supported IMAP systems.
        • Source Email: SMTP email address.
        • Source Login Name: Consists of two combined names: the user name of the person whose email is being migrated, and the user name of the mailbox admin account. For example, for Exchange IMAP: Domain/Admin_UserName/User_UserName.

          Important: To determine the correct format to follow for this value, refer to KB005830.
        • Source Password: Enter the administrator's password.
      • If you do not have an admin account, enter the Source Email addresses in the Source Email column, and checkmark the I don't know the login name and password for the Source mailboxes box.

        Note: Users will then be asked to provide their credentials during the migration process.
    • Destination:
      • For the Destination, you only need to enter the Destination email address of each user.
  3. Set the Project Advanced Options. KB004834
    • The following options are the most valuable for this migration scenario:
      • Add folder mapping: FolderMapping="^INBOX/->" under Support/Support options.

        Note: This will map folders to the root label on the Destination mailboxes, rather than under inbox/labelname. KB005068
  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.
  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 Migration. KB004938
  10. Run Retry Errors. KB004658

    Note: If errors are listed in the MigrationWiz dashboard with the following error message: "Unexpected extra arguments to Examine Context: FolderNameWithQuote", then follow the steps below to add the support option flag AllowQuoteInFolder=1 at the item level, and run retry errors. KB005859
    • Steps: Click the Edit Item icon to the right of the item that you wish to edit > Under the Support section, enter the support option: AllowQuoteInFolder=1 > Click Save Item > Select the line item in your MigrationWiz dashboard > Click Start > Retry Errors
  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. KB004529
  13. If users will be using Microsoft Outlook with G Suite, they will need to follow instructions here, to download and install G Suite Sync for Outlook and create a new Outlook profile that connects to G Suite.
  14. Click the pie chart icon in the MigrationWiz dashboard to receive an email containing all the project migration statistics. KB004626

 

 

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