Zimbra to Office 365 Migration Guide

Introduction

This is the complete onboarding task flow for migrating mailboxes from Zimbra (version 6 and later) to Office 365. 

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 no longer supports TLS 1.0.  TLS 1.2 is now required. Verify TLS version and update, if necessary, before starting the migration.

The MSPComplete section includes steps to deploy the Device Management Agent (DMA) to end users. This is an Agent which includes modules for HealthCheck for Office 365 and DeploymentPro. Deploying DMA to end users is a prerequisite if you will be using HealthCheck for Office 365 and/or DeploymentPro.

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.

DeploymentPro can be used to configure the Outlook profiles.

  • 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.

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. 

 

Prepare the Source Environment

 Note: Users will need to enter usernames on the Zimbra side, even when using an admin account.

  1. Export the list of users to a CSV file. This will be used when adding users to your MigrationWiz mailbox project. Read the How do I export a user list from Zimbra into a CSV file? article for more information.
  2. Inform users to split up folders with a very large number of items.
    Notes:
    • Zimbra will exhibit poor migration performance for folders with a large number of items.
    • Calendar folders can be slower to migrate when the data is complex, e.g., recurring calendar meetings result in a much higher number of calendar events.
  3. Ensure that you have admin credentials available for use during migration.
    Options:
    1. Use existing credentials.
    2. Create a new admin account for migration. This will create an additional admin account with the password of 'test123':
      zmprov ca testadmin@domain.com test123 zimbraIsAdminAccount TRUE
    3. Transform a normal existing user account into an admin account (in this example future-admin will become an admin):
      zmprov ma future-admin@domain.com zimbraIsAdminAccount TRUE
  4. Test mailbox access. Read the How do I test the connection to my Zimbra server? article for more information.
  5. Make sure the necessary ports to connect to the Zimbra server are open. Access to SOAP web services is needed for migration. This is via both regular and admin user mode. Ports 80, 443, and 7071 are the common ports. Read the What are connection modes to a Zimbra Server? article for more information.

 

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. Read the How do I create an administrator account in Office 365, and then use this during migration? article for more information.
  2. Set up accounts on Office 365 and assign licenses. These can be created in several ways:
  3. Prepare the tenant to send and receive large mail items. Read the How do I migrate large mail items to Office 365? article for more information. 

MSPComplete Steps

  1. Create the customer. Read the Add Customers article for more information.
  2. Create the Source and Destination endpoints. Read the View, Add, and Edit Customer Endpoints article for more information.
    • For the Source endpoint:
      • Click EndPoints > Add Endpoint > Enter endpoint name > For endpoint type, select Zimbra 6.5+.
      • Enter the Zimbra server URL. Read the Which Zimbra URL do I specify on a project? article for more information.
      • Click the Provide Credentials radio button, and enter the admin account credentials. These are either your existing admin credentials or the credentials for the account that was created under the "Prepare Source Environment" section of this guide.
    • For the Destination endpoint:
      • Click EndPoints > Add Endpoint > Enter endpoint name > For endpoint type, select Office 365.
      • Click the Provide Credentials radio button, and enter the admin account credentials. Note: This should be a global admin account. If creating a separate admin account for the purpose of migration, refer to the Office 365 section in the How do I create an administrator account for login? article.
  3. 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:
  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:

 

HealthCheck for Office 365 Steps

  1. Go all All Products > Device Management > HealthCheck for Office 365 (select Healthcheck on the far left side of the page) 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.
    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.
    3. Configure the customer DeploymentPro module:
      1. Enter the Domain.
      2. Select the Destination 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.
  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 the 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 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.
    • Create the Mailbox Migration project > Select the customer > Select the Source endpoint > Select the Destination endpoint.
  2. Add the accounts (also referred to as "items") that will be migrated to the project. Read the How do I add items to my migration project? article for more information.
  3. Set the Project Advanced Options. Read the What project Advanced Options are available? article for more information.
    • The following options are the most valuable for this migration scenario:
      • Set the project to use impersonation at Destination. Checkmark the Use impersonation at Destination box. Read the How do I migrate to Exchange or Office 365 using impersonation? article for more information.
      • Set Maximum concurrent migrations. We recommend setting this to a very low value, such as 5, to ensure that server utilization does not go above 80%. If the Source Zimbra server is running low on resources, it can result in email being migrated as blank. 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 setting the maximum concurrent migrations parameter to be 30. If the Source server has very few available server resources (e.g., it is running low on memory or it has very high CPU utilization), we recommend setting this value to a lower number to avoid overwhelming the Source server with requests.
      • Under Support/Support options, add: ZimbraCalendarExpandInstances=1. Read the Why are some Zimbra calendar events not migrated? article for more information.
  4. Run Verify Credentials. Read the How do I verify credentials? article for more information.
  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. Read the How do I start a migration? article for more information.
  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 the Sample email to send to users before their Outlook profile is reconfigured article 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. Read the How do I start a migration? article for more information.
  10. Run Retry Errors. Read the How do I retry failed items? article for more information.
  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. Read the How do I get support for your products? article for more information.
  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. Read the How do I request statistics for my migration project? article for more information.

 

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