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 a number of common questions and concerns, along with more information, guidance, and steps to resolve issues such as throttling.

What items are and are not 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.

Exchange Server 2010 SP1+

Migrated

  • Inbox
  • Folders
  • Email
  • Contacts
  • Calendars
  • Tasks
  • Journals
  • Notes
  • BCC Recipients
  • Post (when the destination is Exchange or Microsoft 365)

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
Note: If Exchange is the Source, and an account exists in the destination that matches
the UPN prefix of an account with Calendar Permissions in the Source prior to
submitting a migration, Calendar Permissions will be migrated, except for Resource
Calendars. Resource Calendars permissions are not migrated. 
If Exchange is the Source, and an account does not exist in the destination that
matches the UPN prefix of an account with Calendar Permissions in the Source
prior to submitting a migration, Calendar Permissions will not be 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 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. 

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. It is likely that 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 then 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.

To test:

  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​.

To 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, 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 exact same user name.
  5. Specify the service account password. If using admin credentials on the connector, enter the exact same password.
  6. Check 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, it is possible for large items/attachments to 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

Exchange Online EWS Modern Authentication Requirements

The steps listed below apply to both the source and/or 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.

Important: Failure to perform the steps for your Microsoft 365 endpoints, can result in failed jobs with 401 errors like the following in your project: Http POST request to 'autodiscover-s.outlook.com' failed - 401 Unauthorized


The administrator account being used for the project needs to be excluded from any MFA/2FA policies or Conditional Access policies that can block access for the administrator account. This requirement does not apply to the items or users being migrated in the project.

Configuring Modern Authentication to work with MigrationWiz for mailbox, archive mailbox, and public folder projects in Exchange Online is now the default method after Microsoft discontinued support for Basic Authentication in Exchange Online after December 2022. The following Microsoft documentation outlines this change in more detail. Should you have additional questions on how this change may impact your tenant, please contact Microsoft to assist with providing that information: Deprecation of Basic authentication in Exchange Online

The Azure Security Defaults must also be disabled in the tenant. (This is often enabled by default for all new Exchange Online tenants and there is no workaround for this requirement). For steps on where to enable/disable the Azure Security Defaults, see Enabling security defaults in the following Microsoft documentation. To disable, set Enable Security defaults to No: Security defaults in Azure AD

Modern Authentication Steps
  • Log in to the Azure AD admin console with a Global Administrator login.
  • Select Azure Active Directory in the Azure Active Directory Admin Center.
  • Select App Registrations, which is found under Manage.
  • Select New Registration at the top of the screen.
  • Give the app a distinct name. You can change this later if necessary.
  • Select the Accounts in any organizational directory button.
  • Under Redirect Uri, select Public Client (mobile & desktop) and set it to urn:ietf:wg:oauth:2.0:oob
  • Click Register.
  • Go back to App registrations.
  • Select the App you just created.
  • In the Overview, you will find a ClientId (aka Application) and Directory (Tenant) ID.
  • Copy both of these to another application, such as Notepad, for use later in this process.
  • Under the Manage menu, select Authentication.
  • Set the option Allow public client flows to Yes
  • Click Save.
  • From the Manage menu, select API permissions.
  • Select Add a Permission.
  • Select APIs my organization uses

  • Scroll down and select Office 365 Exchange Online

  • Then select Delegated Permissions

  • Select EWS

  • Check the box under EWS for EWS.AccessAsUser.All.
  • Click Add permissions. This permission only allows the OAuth application (MigrationWiz) to be associated with EWS.
      • Important: This does not grant access to all mailbox data.
  • Click Grant admin consent.
  • Click Yes to confirm the settings.
  • In MigrationWiz, select the project that needs to be configured for Modern Authentication.
  • Click the Edit Project menu.
  • Select Advanced Options.
  • Under Support Options enter the ClientID and TenantID information you saved earlier in the following format:
    • If enabling Modern Authentication for the Source:
      • ModernAuthClientIdExport=xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx
      • ModernAuthTenantIdExport=xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx
    • If enabling Modern Authentication for the Destination:
      • ModernAuthClientIdImport=xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx
      • ModernAuthTenantIdImport=xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx 
        • Enter the specific ClientID and TenantID for your tenant in place of the xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx.
        • These options can be entered for either the Source or the Destination, or both, depending on the settings on the tenants.
        • These options need to be configured for each MigrationWiz project that needs to have Modern Authentication enabled.

  • Run a Verify Credentials to confirm that MigrationWiz can connect using Modern Authentication. 
  • Click on the item that was verified. There will be a message in the MigrationWiz Migration Information page that Modern Authentication is being used. This message will show in the “Migration Errors” box; however, it is not an error. This is just a message confirming that Modern Authentication is now active and being used for the connection.

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

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.

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 Migration 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. 

To create a new source endpoint:

    1. Click New.
    2. Name the endpoint.
    3. Select type Exchange Server 2003+.
    4. Enter the 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.
    9. To create a new destination endpoint:
      1. Click New.
      2. Name the endpoint.
      3. Select type Microsoft 365.
      4. Provide credentials.
      5. Click Add.
      6. Click Next Step.
      7. Click Save and Go to Summary.

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.

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.
  • 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 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, 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, 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 Advanced Options

Navigate to Support Options and add the following:

  1. IMPORTANT: Set your preferred Destination. The default is to migrate into the primary mailbox, not the archive mailbox at the Destination. To change this, set Destination: Microsoft Office 365 > migrate to: Archive under the Source/Destination in the advanced options of the project.
  2. Set to use impersonation at the Destination. Checkmark the Use impersonation at Destination box.
  3. Set 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 be 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.

Run Verify Credentials

  1. ​Sign in to your MigrationWiz account​.
  2. Open the Project containing items you wish to validate​.
  3. Select the items you wish to validate.
  4. Click the Start button in your dashboard.
  5. 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

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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