On-Premises Exchange 2007+ In-Place Archives to Microsoft 365 Personal (In-Place) Archives Migration Guide

This guide contains the steps necessary to migrate in-place archive mailboxes from On-Premises Exchange servers (versions 2007 and later) to in-place archive mailboxes on Microsoft 365. 

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.

Exchange Questions and Troubleshooting

Our Exchange Mailbox FAQ, Exchange Migration Setup and Planning, and Exchange Mailbox Migration Troubleshooting guides contain several common questions and concerns, along with more information, guidance, and steps to resolve issues such as throttling.

Which Items Are Migrated?

Migrated items vary by version of Exchange. The following list is for Exchange Server 2010 SP1+. If you are using an alternate version of Exchange, please refer to the Migrated and Not Migrated Items list and check for your version of Exchange.

  • Inbox
  • Folders
  • Email
  • Contacts
  • Calendars
  • Tasks
  • Journals
  • Notes
  • BCC Recipients
  • Post (when the destination is Exchange or Microsoft 365)
Which Items Are Not Migrated?
  • Inactive mailboxes
  • Email templates
  • Email flags (if the destination is G Suite)
  • Safe Sender/Block Lists
  • Mail Settings
  • Standalone documents stored in Mailbox Folders or Public Folders (Example: IPM.Document item types)
  • System Public Folders
  • StickyNote folders
  • Public folder permissions
  • Items located in the root folder of the mailbox

Important

Before submitting a migration, ensure there is no account with the same UPN prefix in the destination as one with Calendar Permissions in the Source. If there is, only the Calendar Permissions will be migrated, the Resource Calendars will not be migrated. Resource Calendars are not migrated.

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 modifications 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. 

Preparation

If your Source server is running Exchange version 2003, or Small Business Server (SBS), refer to the Prepare Source Exchange Environment section for instructions on how to prepare your Source server for migration: On-Premises Exchange 2003 to Microsoft 365 Migration Guide.

We recommend that the mailbox migration project is performed first, before migrating archives. For guidance, refer to the migration guide that matches your scenario. For example, if your Source server is Exchange 2007 or later, refer to On-Premises Exchange (versions 2007 and later) to Microsoft 365 Migration Guide.

If a mailbox migration project has already been performed, the same administrative credentials that you used during your mailbox migration project can be used for this project. Likely, you have already performed all of the steps in each section, other than the MigrationWiz Steps. Proceed to the MigrationWiz section of this guide.

Important

If the In-Place Archive mailbox being migrated is more than 100 GB in size and auto-expanding archiving is enabled for the In-Place Archive mailbox in the destination tenant, the migration may take 30 days or more to complete due to the auto-expanding archiving process not making space available immediately in the destination archive mailbox when moving data. If you have additional questions, please contact BitTitan support.

A Note on Root Migrations

Exchange migrations do not migrate from the root, as EWS only sees and migrates items contained in folders. To migrate items at the root, create a folder for these items, drag and drop the items into the folder, and then migrate as usual. 

Prepare the Source Exchange Environment

If you have already completed a mailbox migration project against this Source environment, these steps will already have been completed.

Create Administrator account

Set up an administrator account for migration on the Source Exchange mailbox server. EWS must be working on the Source Exchange server.

Test Your Account

  1. Close all browser instances. This ensures that all session state browser cache is flushed.
  2. Open a new browser instance.
  3. Navigate to your OWA login page.
  4. Log in to OWA.
  5. Once you see the inbox, copy the URL from the navigation bar of the browser. This is the exact OWA URL that should be entered into MigrationWiz.

Set up the Administrator Account

  1. Open the Exchange Management Console.
  2. Expand the Recipient Configuration node.
  3. Right-click on the Mailbox node.
  4. Click New Mailbox.
  5. Click Next.
  6. Click Next.
  7. Enter "MigrationWiz" as the first name.
  8. Enter "MigrationWiz" as the user logon name, and optionally select a user principal name (UPN) domain.

OWA

If you have not already done so, set up router ports for OWA traffic, by following the steps in the Prerequisites section of this article. Set different OWA URLs for each environment and configure router ports to accept inbound/outbound mail traffic for those OWA URLs.

If you have followed through all the prerequisite steps of this guide, this step will already have been completed.

Test Mailbox Access

 You can verify independently if a mailbox is accessible using EWS with the following steps:

  1. Go to https://testconnectivity.microsoft.com
  2. Select Service Account Access (Developers) and click Next.
  3. Specify the target mailbox email address.
  4. Specify the service account user name. If using admin credentials on the connector, enter the same user name.
  5. Specify the service account password. If using admin credentials on the connector, enter the same password.
  6. Check the Specify Exchange Web Services URL and specify the URL (example: https://server/EWS/Exchange.asmx).
  7. Do not check Use Exchange Impersonation.
  8. Check Ignore Trust for SSL.
  9. Click Perform Test.
  10. Once results are displayed, check the overall result, and click Expand All.

Disable Throttling

This is only relevant for Exchange 2010+. Exchange 2007 and earlier do not have throttling policies. Disabling the throttling will allow for a faster migration. Follow the instructions in Option 1 for the relevant Exchange instance.

Prepare the Destination Environment

If you have already completed a mailbox migration project against this Source environment, these steps will already have been completed. If not, create an administrator account in Microsoft 365 to use for this migration, or use the global admin account for the tenant. 

Set up Accounts

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

Large Items

Prepare the tenant to send and receive large mail items. We do not impose any limit on item/attachment sizes. However, large items/attachments can fail to migrate because of external factors. There are two considerations:​

  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:

When migrating from or to Office 365 use the steps provided here to increase the Max Send and Max Recieve quotas for mailboxes in the tenant, Change message size limits in Office 365.

Modern Authentication Requirements

The steps listed in the Obtain Client and Tenant ID Settings for Mailbox and Exchange Online Migrations section of the Authentication Methods Migrations KB apply to both the source and destination tenant when they are Exchange Online, in regards to Exchange Web Services (EWS) in mailbox, archive mailbox, and public folder projects. Use a Global Administrator for the configuration steps.

Please review the documentation before preparing the destination.

MSPComplete Steps

If you have already completed a mailbox migration project against this Source environment, these steps will already have been completed. The endpoints that were created for your mailbox migration project can be used for your in-place archive migration project.

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

A User Migration Bundle license is required 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

Purchase a license by following the next steps.

  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.

MigrationWiz Steps

Create a Migration Project

Create a Personal Archive Migration project.

  1. Click the Go to My Projects button.
  2. Click the Create Project button.
  3. Select Personal Archive Project.
  4. Click Next Step.
  5. Enter a Project name and select a Customer.
  6. Click Next Step.

Endpoints

You may either select an existing endpoint or create a new one. 

If you are selecting existing endpoints, use Exchange Server 2003+ for the source, and Microsoft 365 for the destination. 

Create a Source Endpoint

  1. Click New.
  2. Name the endpoint.
  3. Select type Exchange Server 2003+.
  4. Enter the Outlook Web Access (OWA) URL.
  5. Provide credentials: Click the Provide Credentials radio button, and enter the admin account credentials for the account that was set up under the “Prepare the Destination Environment” section of this guide.
  6. Click Add.
  7. Click Next Step.
  8. Select or create a new destination endpoint.

Create a Destination Endpoint

  1. Click New.
  2. Name the endpoint.
  3. Select the endpoint type Microsoft 365.
  4. Provide credentials.
  5. Click Add.
  6. Complete the Application (client) ID and the Directory (tenant) ID fields.Destintation Settings.png

    Important

    Do not forget to complete the client ID and the tenant ID fields, otherwise, you cannot save your project migration.
  7. Once the information has been provided for both, the source and/or destination endpoint, and the customer selects Save Project and Go to Summary, MigrationWiz performs an endpoint validation check.

This validation tests the administrator credentials entered into the project and the Modern Authentication setup only. If there is an issue, the screen redirects to the endpoint and provides an error message or flyout that can be selected for more information regarding the error.

Common Errors when Configuring Your Endpoint

For more information, review the AADSTS700016, AADSTS90002, and ADDSTS50126 issues on the Common Errors Using Modern Authentication page.

Add Users

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.

Quick Add

This option allows you to add items one at a time. To do so, you only have to provide an email address if you entered administrative credentials when setting up the project. If you did not, enter the following user information:

  • An email address
  • Login name
  • Password
  • Mailbox status
Bulk Add

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.

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

​Autodiscover process within MigrationWiz can be used to discover items from the Source environment so that they can be imported into your projects. This can then be edited in the project to remove users not being migrated. All users are 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.

There are a few requirements for this to work:

  • The Source has to be Exchange 2007 or later.
  • 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).

One additional item to note here is that there is no 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 one of the other available options.

Autodiscover of items will not work while using Modern Authentication

Autodiscovery exposes the following items:

  • For mailbox migration, Autodiscover 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, click the Add drop-down on the top navigation bar, then select Autodiscover Items. This will begin the Autodiscover process.

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

Advanced Options

The following advanced options show you some options that will help you to perform or complete a migration.

Performance Tab

Set the Maximum concurrent migrations. 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 30. If the Source server has very few available server resources (e.g., it is running low on memory or it has a very high CPU utilization), we recommend setting this value to a lower number to avoid overwhelming the Source server with requests.

Source/Destination Tab

Under the Source: Exchange Server 2003+ section, checkmark the Use impersonation at Destination box.

Set your preferred Destination. The default is to migrate into the primary mailbox, not the archive mailbox at the Destination. To change this, set Archive Mailbox under the Destination: Microsoft Office 365.

Run Verify Credentials

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

Once complete, you can check the results of the verification in the Status section.​ 

Notify Users

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

Run Migration

For archive migrations, we recommend only running a Full Pass Migration, rather than following the Pre-Stage Migration strategy (typically used with mailbox migration projects).

Since the archive migration project is typically performed after the mailbox migration project has been completed (or at the same time), this guide does not include the steps for MX record cutover.

Full 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.

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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