IMAP to Office 365 Migration Guide

​​​​​​​​Introduction

This is the complete onboarding task flow for migrating mailboxes from IMAP systems to Office 365. 

Due to API limitations, IMAP migrations will only migrate mail items and 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's 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.

There are some tools and resources that will make the migration easier.

First migration?

We’ve created a guide on scoping, planning, and managing the migration process for your use. If this is your first migration, we recommend reading this guide carefully.

DeploymentPro & DMA

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. We do recommend using DeploymentPro in this scenario.

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.

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.

The DeploymentPro Guide and DeploymentPro FAQ will guide you through the proof of concept, as well as any other DeploymentPro questions, while the DMA Installation and Introduction to DMA articles provide resources and guidance on DMA.

MigrationWiz

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. 

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

Prerequisites

There are many different versions of IMAP mail systems available. For this reason, we recommend running a trial migration on one or more mailboxes prior to the actual full migration project. Once the trial migration completes, check on the folder structure at the Destination to ensure that the directory structure is as desired. 

To run a trial migration, follow these steps:

  1. Sign in to your MigrationWiz account.
  2. Click on your migration project. If you haven't created a project, create a project (following the steps laid out in the Create a Mailbox Migration Project below) and add a user to that project.
  3. Select the user for whom you wish to perform the trial migration.
  4. Click on Start.
  5. From the drop-down list, click on  Trial Migration .
  6. Click on Start Trial Migration.

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 through our connectivity test tool. Fill in the form and click the Test button.
  2. Export user list to a CSV file.
    • Administrator accounts with at least read rights can export a user list.
    • If you do not have an administrator account, you will 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

Create the admin account

  1. Create a user in Office 365
  2. Connect to Exchange Online by using remote PowerShell
  3. Type the following command, and then press Enter:
    Get-Mailbox -ResultSize unlimited -Filter {(RecipientTypeDetails -eq 'UserMailbox') -and (Alias -ne 'Admin')} | Add-MailboxPermission -User AdministratorAccount@mydomain.com -AccessRights fullaccess -InheritanceType all

After you perform these steps, the specified user will be able to access all user mailboxes in Office 365. The user will be able to view the contents of the mailboxes from either Outlook or Outlook Web App.

Set up accounts in Office 365

  1. Set up accounts on Office 365 and assign licenses. These can be created in several ways:

Prepare the tenant to send & receive large items

We do not impose any limit on item/attachment sizes. However, it is possible for large items/attachments to fail to migrate because of external factors. Microsoft provides more information on message size limits

  1. What is the maximum attachment size allowed by the Destination system? 
    • Most email systems impose size limits. For example, if the Destination system has a 30MB limit, any item/attachment larger than 30MB will fail to migrate.
  2. What is the connection timeout for the Source and Destination system? 
    • ​​For security reasons, most email systems close opened connections after a predetermined amount of time. For example, if the Destination system only has 512Kbps of network bandwidth and closes connections after 30 seconds, we may be unable to transfer large items/attachments before the connection is closed.

MigrationWiz will automatically make multiple attempts to migrate large items.

Upon completion of a migration, you may resubmit it in error retry mode to try to migrate failed items. This is always free of charge.

MSPComplete Steps

Create Customer

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

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. For questions on licensing, visit MigrationWiz Licenses

To purchase licenses:

  1. Sign in to your BitTitan account. 
  2. In the top navigation bar, click Purchase.
  3. Click the Select button and choose User Migration Bundle licenses.
  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.

Apply licenses

  1. 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 if the project was not created under your account.
  2. On the left navigation pane, click Customers.
  3. Click the customer that employs the user to whom you want to apply a User Migration Bundle license.
  4. Click the Users tab at the top of the page.
  5. Check the box to the left of the email for the user(s) to whom you want to apply a license.
  6. Click the Apply User Migration Bundle License button at the top of the page. It is recommended that users be added to the Customer page with the vanity domain. Then have the User Migration Bundle Licenses applied, before editing to show the .onmicrosoft domain, if the .onmicrosoft domain will be used for the migration.
  7. If there is at least one unassigned User Migration Bundle license available for each selected user, click Confirm. Important: If there are no User Migration Bundle licenses currently available to be assigned and your role in the workgroup is Manager or higher, the form that appears provides all the necessary information and will walk you through the steps of purchasing User Migration Bundle licenses.

Deploy DMA to users

GPO is the recommended methodology because no end user interaction is required. However, DMA may also be deployed via email, which requires users to manually install it on their computers.

Via GPO
  1. Download the DMA setup file from MSPComplete.
    1. In MSPComplete, click on All Customers from the navigation sidebar. 
    2. Click on the customer name for which you wish to deploy DMA.
    3. On the horizontal menu bar, click Users.
    4. Click Add Users, and then click Add Users via Device Management Agent
    5. On the Add Users via Device Management panel, click Device Management setup file to download the DMA setup file to your local drive. Please note that this file should not be renamed or altered in any way or it could cause issues when DMA is installed. These instructions are more detailed than those listed in the Add Users via Device Management Agent panel. 
  2. Step 2: Create a network share that is accessible to all of your customer’s computers and put the DMA setup file in the share folder.
    1. Log on to the file server as an administrator.
    2. Click Start and search for Server Manager.
    3. Click Server Manager from the search results.
    4. Click File and Storage Services
    5. Click Shares
    6. Next to Shares, click Tasks
    7. Click New Share
    8. Continue through the New Share Wizard prompts until finished, then click Create
    9. Right-click on the new share in Server Manager, and click Open Share
    10. Put the DMA setup file in the share.
    11. Write down the share's network path. This will be needed when creating the scheduled task.
  3. Step 3: Create a Group Policy Object that forces the domain joined computers in a security filter to execute the DMA setup file through a scheduled task.
    1. Log on to the Active Directory Domain Controller as an administrator.
    2. Click Start and search for Group Policy Management.
    3. Click Group Policy Management
    4. Right-click on the desired Active Directory domain, and then click Create a GPO in this domain, and link it here.
    5. Enter a name for the GPO, and then click Ok. By default, the GPO will apply to all users and computers that successfully authenticate to the Active Directory domain.
  4. To narrow the scope of computers that install DMA, select Authenticated Users, and click Remove
    1. To confirm the removal, click Ok.
  5. To add a new security filter, click Add.
    1. Type the name of the security group that the target computers are a member of and click Check names
    2. Click Ok.
  6. Right-click on the new GPO, and then click Edit
    1. In the console tree, under Computer Configuration, click PreferencesControl Panel > Scheduled Tasks.
    2. Right-click Scheduled Tasks and click on New, and then click on Immediate Task (At least Windows 7).
    3. Enter a name and a description for the Scheduled Task.
    4. Click Change User or Group
    5. Type "system" in the Object name text box.
    6. Click Check Names. Make sure that the system object name resolves to NT Authority\System.
    7. Under Security options, click Run whether a user is logged on or not and add a check next to Run with highest privileges.
    8. In the Configure for drop-down menu, select Windows 7, Windows Server 2008 R2
    9. Click the Actions tab
    10. Click on New.
    11. In the Action drop-down menu, select Start a program
    12. In the Programs/script text box, enter the network path for the DMA setup file. If you use the Browse button to find the location of the script, then it will add the path as c:\xxxx. This is incorrect since the script needs to include the UNC path and not the local path. Be sure to replace the c:\ format with the \\servername\sharename\ format.​
    13. If the customer's computers use a proxy, you must add a command line parameter into the Add arguments field to ensure that DMA is able to transmit data through the proxy. Read the How do I deploy the Device Management Agent on computers that use a proxy?​​ article for more information.​
    14. Click Ok.
    15. Click the Conditions
    16. Add a checkmark next to Start only if the following network connection is available, and then select Any connection.
    17. Click Ok
  7. Close Group Policy Management Editor, and then close Group Policy Management.
  8. The DMA setup file will execute on user computers at the next Group Policy refresh, typically every 90 minutes, with a random offset of 0 to 30 minutes.
Via Email

To deploy the BitTitan Device Management Agent (DMA) through email, you ask users to manually install the agent. We recommend installing DMA through a group policy object because it’s automated and non-intrusive.

  1. Click Customers on the navigation sidebar.
  2. Click the customer name for which you wish to deploy DMA.
  3. Click Users.
  4. Add a checkmark next to the user(s) that should receive the email.
  5. Click the Enable Device Management Through Email button.
  6. In the Enable Device Management via Email panel, enter your email address in the Reply-To Address field.
  7. Confirm that all of the users you chose are listed in the To field.
  8. To personalize the email message that the customer's users will receive, type your changes into the message body text box. If the customer's computers use a proxy, you must add instructions to run the DMA installer with command line parameters that ensure DMA is able to transmit data through the proxy.
  9. Click Send Agent Email.
  10. Important: DO NOT change the name of the DMA setup file sent via email, or let users share the file. Each file is only for the user and machine it is sent to.
  11. The customer’s users will receive the email asking them to manually install the agent.​ The users and their computer information will start populating in MSPComplete under the customer’s context soon after the agent is installed and running.

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.

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. The status column will show Enabled when a customer account has had DMA deployed to users.
    3. Configure customer DeploymentPro module:
    4. Enter the Domain.
    5. Select the Destination endpoint.
    6. Checkmark the Auto-populate option. 
    7. In the Client Interface Configurations section, upload your company logo and add supporting text. 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.
    8. Save and continue.
  2. Activate DeploymentPro module for users by either selecting all users (by check-marking the box to the left of the Primary Email column heading), or select individual users (by check-marking the boxes to the left of the user email addresses).
  3. Click the Schedule Cutover
  4. Schedule the profile cutover date.
  5. Set the date and time for the Outlook profile configuration to occur, and click the Schedule Cutover 
    1. The DeploymentPro module will install on user devices immediately and then run silently until this date.
    2. The profile cutover date should be set to a date and time that is shortly after MX record cutover.
    3. On the profile cutover date, users will be guided through the reconfiguration of their Outlook profile.

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. The status column will show enabled when a customer account has had DMA deployed.
  3. Review results. 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.

MigrationWiz Steps

Create a Mailbox Migration project

  1. Click the Go to My Projects button.
  2. Click the Create Project button.
  3. Click on the type of project that you wish to create. For this migration:
    • Mailbox: Mailbox projects are used to migrate the contents of the primary user mailbox from the previous environment to the new environment. Most mailbox migrations can migrate email, calendars, and contacts.

For mailbox migrations, use administrative credentials to access mailboxes​. In most migration scenarios, the admin account needs to have full access rights to the Source mailboxes. 

  1. Click Next Step.
  2. Enter a Project name and select a Customer.
  3. 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, Cust0mer 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.

You may either use existing endpoints, or create new ones. 

To create a new source endpoint:

  1. Click Endpoints
  2. Click Add Endpoint
  3. Select IMAP
  4. Server name should follow format: imap.example.com

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

  6. If you are using SSL, add a checkmark next to Use SSL.

To create a new destination endpoint:

  1. Click Endpoints
  2. Click Add Endpoint
  3. Enter endpoint name
  4. For endpoint type, select Office 365
  5. Fill in the required fields.

Add Users

Add the user accounts that will be migrated to the project. MigrationWiz allows you to bulk import mailboxes into the system.

Use the Bulk Add option, and import from the CSV file that you prepared under the Prepare the Source section of this guide. 

Admin Account

If you have an admin account on the Source IMAP system, the format will be as follows.
However, most IMAP systems do not support administrative credentials. 

The following systems support IMAP: 

  • G Suite supports OAuth authentication.
  • Some versions of Novell GroupWise support Trusted Key authentication. Click here to learn more.
  • Some versions of Exchange IMAP support admin authentication. Click here to learn more.

Format: 

  • 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. The proper formats can be found here.
  • Source Password: Enter the administrator's password.

If administrative login is not available

  1. Request credentials from each user.
  2. Reset mailboxes to use the same password (this will lock users out).
  3. Have us automatically request credentials from end users. Click here to learn more.

To request credentials from users: 

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. Users will then be requested to provide their credentials during the migration process.

For the Destination, you only need to enter the Destination email address of each user.

Bulk Add

To import one or more mailboxes once you have gathered the necessary credentials: 

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

Add Advanced Options

Under Support/Support options:

  • Set to use impersonation at Destination. Checkmark the Use impersonation at Destination box. 

Run Verify Credentials

  1. Open the Project containing items you wish to validate​.
  2. Select the items you wish to validate.
  3. Click on 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.

Run Migration

Pre-Stage pass

  1. Select the users you wish to migrate
  2. Click the Start button from the top
  3. Select Pre-Stage Migration
  4. Under the Migration Scheduling section, from the drop-down list, select 90 days ago
  5. Click Start Migration.

MX Record Cutover

Change over MX records on the DNS provider's portal.

Also, include the AutoDiscover (CName) setting.

Notify users

Send email to end users to let them know what to expect for their Outlook profile reconfiguration. Samples and screenshots can be found in our DeploymentPro documentation.

Enable AutoDiscover again, so that users can create new profiles via AutoDiscover, or use DeploymentPro to automate the configuration of new Outlook profiles. 

Full (Delta) pass

  1. Select the users
  2. Click the Start button from the top
  3. Select Full Migration
  4. Click Start Migration

Run Retry Errors

Look through the user list and click any red "failed migration" errors. Review the information and act accordingly.

If problems persist, contact Support.

Unexpected Extra Arguments

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. 

Steps

  1. Click the Edit Item icon to the right of the item that you wish to edit
  2. Under the Support section, enter the support option: AllowQuoteInFolder=1
  3. Click Save Item
  4. Select the line item in your MigrationWiz dashboard
  5. Click Start
  6. Retry Errors

Outlook Configuration

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.

Request Statistics

Click the pie chart icon in the MigrationWiz dashboard to receive an email containing all the project migration statistics.

 

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