Mod 7: Exchange Online Deployment & Migration

Mod 7: Exchange Online Deployment & Migration Version 2.0 for Office 365 Chris Oakman | Managing Partner Infrastructure Team | Eastridge Technology Stephen Hall | CEO & SMB Technologist | District Computers

Jump Start Schedule– Target Agenda

Module 7: Exchange Online Deployment & Migration For Midsize Businesses and Enterprises • Deployment Considerations • Migration Options Decision Framework • Simple Migrations • Exchange Cutover Migration • Staged Migration • Remote Move Migration

Remote Move Migration Used to migrate on-premises Exchange mailboxes to Exchange Online in an Exchange hybrid deployment Requires a hybrid deployment Staged Exchange Migration mailboxes in your on-premises Exchange organization are migrated to Exchange Online in batches. A staged Exchange migration is a good option if your current on-premises email organization and migration goals meet the following conditions Migration Options

Cutover Exchange Migration mailboxes in your on-premises Exchange organization are migrated to Exchange Online in a single migration batch IMAP Migration contents of users' mailboxes on an IMAP messaging system are migrated to their Exchange Online mailboxes Migration Options

Compare Migration Types

Included Web-based Exchange Migration • Free migration tools • No software to install • Migrate email, calendar, contacts, and tasks from Exchange 2003, 2007, 2010 • Migrate email from all platforms that support IMAP • Allows fast cutovers or staged migration Additional options available with tools from migration partners

A good way to determine which migration type to use to migrate mailboxes to Exchange Online is by using the Exchange Server 2013 Deployment Assistant. It's a web-based tool that helps you deploy Exchange 2013 in your on-premises organization, configure an Exchange hybrid deployment between your on-premises and Office 365 organizations, or migrate on-premises mailboxes to Office 365. The Deployment Assistant asks you a small set of questions and then, based on your answers, provides instructions to deploy and configure Exchange 2013 in an on-premises hybrid deployment, or migrate mailboxes to Office 365. Exchange 2013 Deployment Assistant Exchange Server 2013 Deployment Assistant

Choice of Migration Solutions

Picking Exchange Migration Solution Hybrid Co-existence Stage Exchange Migration (SEM) Cutover Exchange Migration (CEM) 1 150 5,000 25,000 Migration Solutions Organizational Size in Users <1 Week 2 Weeks 3 Weeks Several Months Time For Migration including Planning None Mailflow/GalSync Free/Busy, Archive in Cloud Coexistence Requirements

Deployment Plan Decision Factors

Cutover Executed over a weekend; switch the MX record All users moved as part of a “big switch” to the cloud Pilot mailboxes with alternate domain name (i.e., DOMAIN.onmicrosoft.com) No on-premises configuration or hardware requirement Cutover vs. Hybrid “Can I do this it weekend?” • Hybrid • Executed over period of time (week, month, year) • No requirement to flip “a switch” • Can run in hybrid scenario indefinitely • Requires on-premises configuration and hardware

IMAP/POP Cutover Migration • Migrate E-Mail from an IMAP Server to Cloud-based Mailboxes • http://technet.microsoft.com/en-us/library/jj159545.aspx

On-premises migration tool is not required Access to IMAP ports (TCP/143/993) Users must be provisioned in the cloud prior to migration Bulk provisioning, CSV parser, manual, etc. Gather user credentials or setup admin credentials Prepare a CSV file with list of users EmailAddress, UserName, Password Max of 50,000 rows Max 10 MB in size IMAP/POP Migration Requirements

What is migrated: Mail messages (Inbox and other folders) Maximum of 500,000 items Possible to exclude specific folders from migration(e.g. Deleted Items, Junk E-Mail) What is not migrated: Contacts, Calendars, Tasks, etc. Excluded folders Folders with a forward slash ( / ) in the folder name Messages larger than 35 MB Scope: Migrated vs. Not-Migrated

Admin must distribute new passwords Users’ Outlook profiles must be re-created using new password All mail is downloaded from the Office 365 mailbox i.e. the OST file must be recreated User sets personalized password User recreates Calendar, Contacts, Tasks, Signatures and Autocompletes End User Experience

Typical IMAP/POP Cutover Migration Flow

Exchange Cutover Migration • Migrate All Mailboxes to the Cloud with a Cutover Exchange Migration • http://technet.microsoft.com/en-us/library/jj874016(v=exchg.150).aspx

Objective A simple Exchange migration solution for small and medium businesses to move to Office 365 Requirement Organization should be less than 1000 in size Outlook Anywhere service Identity management in the cloud Exchange Cutover Migration • Capability • Migration without the need for on-premise tools • Migration from Exchange Server 2003 and greater • On-premise or hosted systems • Integrated provisioning • High fidelity migrations - mail, calendar, tasks and many more

Outlook Anywhere on source Exchange Org Must have SSL certificate issued by a public CA Migration Account with Full Access or Receive-As permissions to all mailboxes that will be migrated SMTP domain(s) configured in Office 365 tenant DirSync cannot be enabled on the Office 365 tenant Max of 1,000 mailboxes Requirements For Cutover Migrations

Accounts Provisioning Migration process creates users, mailboxes, distribution groups and e-mail contacts Mailboxes are configured so that replies to migrated messages will work after migration(i.e. provision process brings over the Legacy DNs) Passwords No access to passwords from source directory New passwords created for all provisioned users A link to download passwords is sent to admin Users must change password on their first login Accounts and Passwords Provisioning

Migration Flow

These items are NOT migrated Security Groups, Dynamic Distribution Lists, System mailboxes, Dumpster, Send-As Permissions, messages larger than 35 MB Mailboxes enabled for Unified Messaging cannot be migrated Existing cached-mode files (OST files) cannot be preserved Partial migrations are not possible Folder exclusion Time range selection Not possible to configure the incremental sync interval (24 hours) Limitations of Cutover Migrations

Message Items Delivery Reports Read/Non-Read Receipts NDRs Folders Rules Categories What’s Migrated • Calendar items • Recurrences • Exceptions • Meeting Requests/Cancelations/Responses • Out-of-Office settings • Categories • Other Items • Tasks • Notes • Contacts • Public delegates • Folder permissions • Custom forms • Outlook settings (e.g. folder favorites)

Admin needs to distribute new passwords to end users Users’ Outlook profiles are re-created using new password All mail is downloaded from the Office 365 mailbox (i.e. the OST file must be re-created) User sets personalized password End User Experience

Typical Exchange Cutover Migration Flow

Staged Exchange Migration • Migrate All Mailboxes to the Cloud with a Staged Exchange Migration • http://technet.microsoft.com/en-us/library/jj898486(v=exchg.150).aspx

Objective Simple Exchange migration solution for medium and large size organizations Exchange Staged Migration • Capability • Migration from Exchange Server 2003 and Exchange 2007 only (*) • Migrate in batches • High fidelity migrations • Mail, calendar, tasks & many more • * for Exchange 2010 or 2013 consider Cutover or Hybrid

Outlook Anywhere on source Exchange Org Must have SSL certificate issued by a public CA Migration Account with Full Access or Receive-As permissions to all mailboxes that will be migrated SMTP domain(s) configured in Office 365 tenant DirSync must be enabled on the Office 365 tenant Simple Coexistence No limit on the overall number of mailboxes to migrate (up to 1,000 mailboxes in each CSV batch) Requirements For Staged Migrations

Use DirSync to establish address book in Office 365 Mail flow between all mailboxes During migration, mailboxes exist across on-premises and Office 365 End goal is to fully migrate to Office 365 No Free/Busy calendar sharing Simple Coexistence

Accounts Provisioning For every on-premises mailbox to be migrated there needs to be a MEU or Mailbox in Office 365 Migration Service relies on DirSync to do the provisioning Passwords Target mailbox passwords need to specified for all the users Administrators can force users to change passwords on first login Profiles Users must create new Outlook Profiles Accounts and Passwords Provisioning

Staged batches of 1,000 users (max per batch), no upper limit Incremental syncs not needed Users start using their cloud mailboxes upon creation New mail is available immediately, old content fills in Stamps targetAddress on source mailboxes to support mail flow from on-premises to cloud (*) Optional password change *In Exchange 2010 and Exchange 2013, the TargetAddress property can't be modified. This is the reason that staged Exchange migration doesn't support migrating Exchange 2010 and Exchange 2013 mailboxes to Exchange Online.

Typical Exchange Staged Migration Flow

Remote Move Migration • Exchange Server 2013 Hybrid Deployments • http://technet.microsoft.com/en-us/library/jj200581(v=exchg.150).aspx

Objective provides the seamless look and feel of a single Exchange organization between an on-premises Exchange Server 2013 organization and Exchange Online in Microsoft Office 365 Remote Move Migration • Capability • Migration from Exchange Server 2010 and Exchange 2013 only • Migrate in batches, groups or one at a time • Free/busy and calendar sharing between on-premises and Exchange Online • Mail, calendar, tasks & many more **You have to implement a hybrid deployment to migrate more than 1,000 Exchange 2010 or Exchange 2013 mailboxes to Exchange Online.

Hybrid Key Features

Hybrid Coexistence Feature Comparison

Exchange 2013 CAS/MBX server on-premises Hybrid configuration in place On-premises config, O365 config, federation using MFG, certificates, etc. Much of the config is automated by the Hybrid Configuration Wizard SMTP domain(s) configured in O365 tenant Directory Sync tool enabled in O365 tenant Requirements for Remote Move Migration

Exchange 2003 is not supported Delegation coexistence cross-premises(delegate permissions are migrated when users are in the same batch) Migration of Send As/Full Access permissions 2013 Hybrid Limitations

If configured for SSO, users login with their AD credentials. Otherwise, admin needs to distribute new password to user. User’s current Outlook profile is updated with the Exchange Online server name via Autodiscover. Offline files (OST files) do not have to be recreated. If using Outlook at the time of the mailbox move, user is prompted to close and reopen Outlook. Hybrid user experience

Remote Move Migration Process General Office 365 deployment tasks Exchange specific deployment tasks (deep dive on next slide)

Migration Tools Also available via PowerShell Example:- new-MoveRequest -identity $_.UserPrincipalName -Remote -RemoteHostName 'mail.company.com' -RemoteCredential $cred -TargetDeliveryDomain‘tenantname.mail.onicrosoft.com' Set of Hybrid Move Cmdlets • New-MoveRequest • Get-MoveRequest • Get-MoveRequestStatistics • Suspend-MoveRequest • Resume-MoveRequest • Remove-MoveRequest

Exchange Deployment Assistant http://technet.microsoft.com/en-US/exdeploy2013/Checklist?state=1119-W-AAAAAAAAQAAAAA~~ IMAP/POP Migration http://technet.microsoft.com/en-us/library/jj159545.aspx Exchange Cutover Migration http://technet.microsoft.com/en-us/library/jj874016(v=exchg.150).aspx‘ Exchange Staged Migration http://technet.microsoft.com/en-us/library/jj898486(v=exchg.150).aspx Exchange Remote Move Migration http://technet.microsoft.com/en-us/library/jj200581(v=exchg.150).aspx Resources

Mod 7: Exchange Online Deployment & Migration