Exchange Online (Microsoft 365) Mailbox to Microsoft 365 Groups Mailbox Migration Guide

This is the complete onboarding task flow for migrating mailboxes from one Microsoft 365 tenant to another Microsoft 365 tenant.

App password usage is not supported by this endpoint. 

This migration scenario is useful if you want to migrate data from individual mailboxes into shared Microsoft 365 Groups. This migration scenario only supports migration of mail items into the Microsoft 365 Groups.

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.

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

Create Administrator Account

A Global Administrator is required for this migration. You may use an existing account, or add a new one based on Microsoft's directions. 

This account will need to be set as an Owner and Member of the group(s) being migrated. 

Export the user list to a CSV file

This can be used when bulk-adding users to your MigrationWiz project later. You can copy and paste the user list into the Source Email column within your MigrationWiz project dashboard:

  1. Click Add.
  2. Click Bulk Add.

Steps from the Office 365 admin portal:

  1. Click Users.
  2. Click Active Users.
  3. Click Export.
  4. Click Continue.

Prepare the Destination Environment

Create Administrator Account

Follow the Create Administrator Account in the Prepare the Source section above. The same memberships and permissions will be needed on the destination. 

Create the Microsoft 365 Group

This step is only necessary if the group does not already exist. Microsoft 365 Groups can be created by either of these options:

Manage group membership

The following actions may be performed to manage group membership before migration.

  • Add members to the Group using the Microsoft 365 admin center.
  • Add migration administrator account as a member of the group.

  • Add migration administrator account as an owner of the group.

MSPComplete Steps

Create the customer

  1. Log in to MSPComplete.
  2. Click the Add button in the top navigation bar.
  3. Click the Add Customer button on the All Customers page.
  4. In the left navigation pane, select the appropriate workgroup and then click All Customers.
  5. Click Add Customer.
  6. Enter the new customer’s information in the Add Customer form. Primary Email Domain and Company Name are required. The rest are optional.
  7. Click Save.
  8. Repeat steps 1 through 4 for each customer you want to add. 

Licensing

Purchase and apply User Migration Bundle licenses for all the users being migrated. For this migration type, we suggest the User Migration Bundle.

  • User Migration Bundle Licenses have unlimited data available per license.
  • User Migration Bundle Licenses are applied to the customer's users and expire 12 months after their purchase date. 
  • Document, Personal Archive, and DeploymentPro projects are all included when using User Migration Bundle Licenses.
  • This license type must be applied manually.

Purchasing Licenses

  1. Sign in to your BitTitan account. 
  2. In the top navigation bar, click Purchase.
  3. Click the Select button and choose the license type you need.
  4. Enter the number of licenses you want to purchase. Click Buy Now.
  5. Enter a Billing address if applicable.
  6. Click Next.
  7. Review the Order Summary and enter a payment method.
  8. Click Place Your Order.

Applying User Migration Bundle Licenses

  1. Sign in to MigrationWiz at https://migrationwiz.bittitan.com.
    • You can either sign in and make sure to select the MigrationWiz button above the email field or sign into MSPComplete page, then click the All Products button and select MigrationWiz.
  2. Select the correct workgroup on the top of the left navigation pane. This is the workgroup that the customer and migration project were created under. Your account must be part of the workgroup and project sharing must be enabled, if the project was not created under your account. 
  3. Click the project that requires licenses to be applied.
  4. Check the box to the left of the email for the user(s) to whom you want to apply a User Migration Bundle license.
  5. Click the More menu (3 stacked lines) at the top of the project page.
  6. Click Apply User Migration Bundle License.

If you have more questions about licensing, including redeeming coupons, requesting refunds, or changing categories, see MigrationWiz Licenses.

Purchase User Migration Bundle licenses. 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:

MigrationWiz Steps

Create the Mailbox Migration project

You will now create the migration project and add your users.

Once a project is set up, you cannot add more users or make changes to the configuration except for advanced options. If you want to add users to the organization, please add them to the source before creating the project or add them manually to the destination. Once the project is created, users will be added to the project automatically from the source endpoint.

  1. Click the Go To My Projects button.
  2. Click the Create Project button.
  3. Create a Mailbox migration. 
  4. Click Next Step.

Endpoints

Endpoints are now created through MigrationWiz, rather than through MSPComplete. The steps for this section outline how to create the endpoints in MigrationWiz.

If you are selecting an existing endpoint, keep in mind that only ten endpoints will show in the drop-down. If you have more than ten, you may need to search. Endpoint search is case and character specific. For example, Customer will not show up if the search is customer. We recommend keeping a list of endpoints you have created, along with any unique spellings or capitalization you may have used.

Source

Select an existing Microsoft 365 Groups source endpoint, or create a new one. 

To create an endpoint: 

  1. Click Endpoints.
  2. Click Add Endpoint.
  3. Enter the endpoint name.
  4. Select endpoint type Office 365 Groups.
  5. Click the Provide Credentials radio button, and enter the admin account credentials. This should be a global admin account. 

Destination

Select an existing Office 365 Groups destination endpoint, or create a new one. 

To create an endpoint: 

  1. Click Endpoints.
  2. Click Add Endpoint.
  3. Enter the endpoint name.
  4. Select endpoint type Office 365 Groups.
  5. Click the Provide Credentials radio button, and enter the admin account credentials. This should be a global admin account.

Add User Accounts

Add the user accounts that will be migrated to the project. This may be done in several ways, depending on the size of the project. Steps for each option are in the accordion below, simply click to show the option you select and follow the guidance there.

Small Migrations:

For small migrations, it is easy to add users one-at-a-time using Quick Add. The steps for this are below. 

Larger Migrations:

For larger migrations, we recommend either using the Autodiscover or Bulk Add option.

  • Autodiscover will add all users found on the source tenant. This can then be edited in the project to remove users not being migrated. All users will be added with the source and destination email addresses set to match the source email. This can be changed by using the Change Domain Name button at the top of the project page. If the usernames are changing during the migration, we recommend using the Bulk Add option.
  • Bulk Add uses a CSV containing the source and destination email addresses for the users to add the users to the project. If migrating only a specific group from a tenant, we recommend using the Bulk Add option.
Quick Add
This option allows you to add items one at a time. You have to enter an email address, login name, and password for each user if you didn't enter administrative credentials when setting up the project. You only have to provide an email address if you entered administrative credentials when setting up the project.
Bulk Add

MigrationWiz allows you to bulk import mailboxes into the system.

To import one or more mailboxes:

  1. Sign in to your MigrationWiz account.
  2. Select the Project for which you want to perform the bulk import.
  3. Click Add.
  4. Click Bulk Add.
  5. Follow the instructions on the page.
Autodiscover

The Autodiscover process within MigrationWiz can be used to discover items from the Source environment, so that they can be imported into your projects.

There are few requirements in order for this to work:

  • The Source has to be Exchange 2007 or later, or Microsoft 365, or G Suite. If you are using Autodiscover from G Suite, all G Suite domains must be added to the list of domains in the Endpoint.
  • The endpoint on the Source needs to use admin credentials.
  • For mailbox migration projects, the admin account that is specified within the Source endpoint needs to have a mailbox associated with it.
  • The admin mailbox must be listed in the public Global Address List (GAL).
  • The migration project type needs to be a Mailbox migration. For the exact steps to be followed during your migration, refer to the relevant Migration Guide. All Migration Guides can be found on the Help Center site.

One additional item to note here is that there is not a way to restrict the IP addresses that the connection will come from.  This means that the steps outlined in our IP Lockdown guide will not apply here.  If your environment requires that any IP addresses be whitelisted, it is recommended that items be added to your project using on of the other available options.

Autodiscover of items will not work while using Modern Authentication

Autodiscovery exposes the following items:

  • For mailbox migration, autodiscovery will list all mailboxes at the Source.

Steps to Run Autodiscover

  1. Navigate to the project you want to import users into.

  2. Ensure that you have created an endpoint for the source project.

  3. Once in the project, on the top navigation bar, click on the Add drop-down, then select Autodiscover Items. This will begin the Autodiscover process.

  4. Once discovered, click on the Import button, to import the items into your MigrationWiz project.

Set the Project Advanced Options

The following option is the most valuable for this migration scenario:

  • Under Filter Folders: ^(?!Inbox$). This RegEx expression migrates the Inbox, but not its subfolders. To migrate both the Inbox folder and Calendars folder, use instead the RegEx expression ^(?!Inbox$|Calendar$). These filters are used to prevent failures, as Groups should only contain an Inbox folder, and possibly a Calendar.  No other folders are supported. This expression must be in the source language, such as ^(?!Boîte de réception$) for French.
  • Under Source/Destination in the advanced options, uncheck the box labelled Use Impersonation to Authenticate. If you do not, the migration will fail.

Run Verify Credentials

You may verify the credentials of items in MigrationWiz without migrating data or consuming any licenses.

  1. Open the Project containing items you wish to validate​.
  2. Select the items you wish to validate.
  3. Click the Start button in your dashboard.
  4. Select Verify Credentials from the drop-down list.

Once complete, the results of the verification will be shown in the Status section.​ 

Notify Users

Notify users that a migration is occurring. Send email to all users telling them the time and date of the migration.

MX Record Cutover

Change over MX records on the DNS providers' portal. Also, include the AutoDiscover (CName) setting.

Send email to end users to let them know what to expect for their Outlook profile reconfiguration. 

Run Migration

You are now ready to run the migration. 

  1. Select the users.
  2. Click the Start button from the top.
  3. Select Full Migration.
  4. Select to migrate Mail only.
  5. Click Start Migration.

Run Retry Errors

Look through the user list and click any red "failed migration" errors. Review the information and act accordingly. Each error logged represents an item that was not migrated. MigrationWiz contains a mode in which you can resubmit the migration to retry failed items. This mode of operation is always free of charge. You may only submit mailboxes in this mode only if they satisfy all of the following conditions:

  1. The last migration completed successfully.
  2. The mailbox contains at least one error.

If your mailbox does not satisfy these conditions, you will receive a warning when submitting the migration in this mode and your request will not be fulfilled.

To submit one or more mailboxes in retry mode, perform the following steps:

  1. Sign into your MigrationWiz account.
  2. Click the Go To My Projects button.
  3. Select the project that contains the mailboxes that you want to retry.
  4. Select the mailboxes that have migration errors.
  5. Click on the Start button.
  6. Select Retry Errors from the menu.
  7. Click the Retry Errors button.

When errors are repaired, they will disappear from the error log. Some errors may not disappear if the Source item was not reprocessed (due to filters, for example), has been deleted or moved, or if the item failed again. 

If problems persist, contact Support.

Post Migration

  • Show users how to access the Microsoft 365 Group; this will appear in their Outlook, under Groups.
  • Click the pie chart icon in the MigrationWiz dashboard to receive an email containing all the project migration statistics.
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