Basic mailbox migration workflow consists of the following steps:
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Collect Statistics |
| 2 |
Migrate Mailboxes |
| 3 |
Optional: Use Desktop Update Agent (DUA) to automatically reconfigure user Microsoft Outlook Profiles to connect to the Exchange Online server in the target tenant. |
Migration limitations indicated below may not be an exhaustive list of limitations as some may appear in unique customer migration scenarios, or arise due to platform or legacy support restrictions. In some cases, a solution to a limitation may already be on the product roadmap.
Quest On Demand migrates the following Mailbox components:
| User mailbox |
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| Shared mailbox |
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| Distribution Group |
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| Microsoft 365 Groups |
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| Resource mailbox |
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e.g. conference rooms, equipment |
| Inbox |
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| Folders |
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| Email |
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| Calendars |
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| Tasks |
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| Journals |
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| Notes |
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| Rules |
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| Folder Permissions |
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| Public folders |
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| Calendar acceptance status emails |
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| Resource calendar permissions (e.g., for conference rooms) |
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| Personal distribution lists |
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| Personal contacts |
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| Bounce notifications such as non-delivery reports or receipts (NDR) |
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| Delivery Status Notifications (DSN) |
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| Custom rules like color categorization of emails, specific logic, sub-calendars and flags |
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| Calendar notifications such as invites, responses, cancellations, etc. |
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| PST Connection to Outlook Profile |
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| Calendar permissions sharing to more than 2 users |
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| Pictures that have been added within a Business Card |
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| Deleted items including recoverable deleted items. |
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| Mailbox permission settings, sharing settings, delegates, and other mailbox-related settings |
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PST personal archives |
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Quest Offers a solution for PST to M365 migration |
| Safe Sender or Blocked Lists |
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| RSS Feeds |
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| Client settings (e.g., default fonts), folder views, outlook customizations |
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| User defined or custom fields |
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| Notifications scheduled more than one week in the future |
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Default notifications that are set to 15 or 30 minutes will be migrated. |
| Outlook Quick Steps |
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The List View displays the summary of the Mailboxes from the source and target tenants. Initially, the List View displays the list of accounts with mailboxes and other columns are blank. As you run the discovery, collect statistics and migration tasks, the list view will display more information about the accounts and the state of the mailbox migrations.
To open the List View, open the Accounts and User Data migration workspace. Then select the Mailboxes tab and then select List View if not already selected.
The Mailboxes List View is comprised of the following components:
Notification panel - presents relevant information and shortcuts to migration activities.
Filter panel - consists of predefined filters to help you search for mailboxes. See Filtering for more information about working with filters. The predefined filters are:
- Mailbox State - returns a list of mailboxes based on the based on the selected mailbox stage. See the Mailbox State column description below for filter values.
- Archive Mailbox State - returns a list of mailboxes based on the various stages in the migration process for mailboxes with archiving enabled.
- Mailbox Type - returns a list of mailboxes based on the type of mailbox. See the Type column described below for filter values.
- Mailbox View - returns a list of mailboxes with or without archives. The filter values are:
- Mailboxes with archive - mailboxes that have an archive enabled
- Mailboxes without archive - mailboxes that don't have archive enabled.
- Address Rewrite - returns a list of mailboxes based on the availability of the Address Rewrite feature. See the Address Rewrite column description below for filter values.
- Mailbox Size - returns a list of mailboxes based on the size of the mailbox. See the Size column description below for filter values.
- Mail Flow - returns a list of mailboxes based on the mail forwarding direction of the mailbox. See the Mail Flow column description below for filter values.
List View - displays information about Mailboxes in the source and target tenants. Use the Edit Columns to show or hide columns in the list. The columns are as described below:
- Type - icon that indicates the type of mailbox. The following mailbox types are supported:
- User -mailbox associated with an individual user or account. It stores and manages email messages, contacts, calendar events, and other personal information for a specific user.
- Resource - mailbox designed for non-human entities or shared resources rather than individual users. It is used to manage and organize emails, events, or other information related to a specific resource such as a meeting room, equipment, or shared space.
- Room - mailbox is specifically used to manage and coordinate reservations and scheduling for physical meeting rooms or spaces. Users can book or schedule the room through the room mailbox, helping to avoid conflicts and ensure efficient use of meeting spaces.
- Equipment - similar to a room mailbox but is used to manage resources other than meeting rooms, such as projectors, audio-visual equipment, or any shared equipment. It helps in scheduling and coordinating the use of equipment among different users.
- Scheduled - mailbox associated with a specific schedule or timeline. It might be used to manage and organize emails or events based on predefined schedules or timeframes.
- Shared - a mailbox that multiple users can access and use collaboratively. It is often used for teams or groups to manage communications, such as a shared email address for customer support or a shared calendar for a project team.
- Name - name of the account in the source tenant.
- Mailbox State - indicates various mailbox stages in the migration process of a primary mailbox.
- Discovered - mailbox-enabled account has been found in the source tenant.
- Provisioning - mailbox is being set up in the target tenant.
- Provisioning Failed - mailbox could not be set up in the target tenant.
- Matched - mailbox in source matched to mailbox in target tenant.
- Mapped - mailbox in source mapped to mailbox in target tenant.
- Queued - mailbox migration task is waiting for migration service resources to be available. For more information, see How Queuing Works.
- Migrating - source and target tenants analyzed and mailbox migration started.
- Migrated - mailbox migrated successfully to the target tenant.
- Migrated with Issues - some content is migrated but errors or warnings were encountered during migration. Use a reporting task to look for missing files or other errors.
- Migration Failed - critical error occurred during migration and nothing has been migrated. See task event details for more information.
- Switched - mailbox is switched between source and target.
- Migration Stopped - mailbox migration task has been stopped by the user.
- Task Status - status of the most recent task that was run for this mailbox. Valid values are New, Stopped, In Progress, Failed and Completed.
- Source Mailbox - account mailbox in the source tenant.
- Target Mailbox - account mailbox in the target tenant.
- Source UPN - User Principal Name (UPN) of the source account.
- Target UPN - User Principal Name (UPN) of the target account.
- Mail Flow - indicates the mail forwarding direction. Valid values are To source, To target or Not Set.
- Address Rewrite - indicates whether another domain is being used for this mailbox. Valid values are:
- On - domain is setup and is active.
- Off - domain is setup and is inactive.
- Not supported - domain is not setup.
- All Items - number of all the items in a mailbox. Includes email messages, contacts, calendar events, and other personal information
- Size - size of the mailbox in MB
- Items to Migrate - the number of items considered for migration in the primary mailbox after the estimation phase
- Processed - the number of items in the primary mailbox which were attempted to migrate.
- Errors - count of errors during migration.
- Archive Mailbox Status - indicates various mailbox stages in the migration process of an archive enabled mailbox.
- Archive Items to Migrate - the number of items considered for migration in the archive enabled mailbox after the estimation phase
- Archive Processed - the number of items in the archive enabled mailbox which were attempted to migrate.
A Collect Mailbox Statistics Task conducts an assessment of mailboxes of all accounts in the source tenant and matching accounts in the target tenant.
Each Collect Mailbox Statistics Task generates events. Events are milestones that a task achieves as it runs. For example, when a Collect Mailbox Statistics Task starts, an event is logged and it appears in the events list. When the number of accounts that are selected for assessment is large, the Collect Mailbox Statistics Task divides the total number of accounts into manageable sets. Each set is called a batch. When a batch of accounts is assessed, another event occurs.
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NOTE: Before you proceed, verify that the source tenant accounts have been discovered. For more information see Discovering Accounts |
In this topic:
Create a Collect Mailbox Statistics Task
- Log in to Quest On Demand and choose an organization if you have multiple organizations.
- From the navigation pane, click Migration to open the My Projects list.
- Create a new project or open an existing project.
- Click the Mail tile, or click Open from the Mail tile to open the Accounts and User Data dashboard.
- Select the Mailboxes tab and then select List View if not already selected.
- Select the accounts in the list from where you want to collect statistics. You can use search, filtering or collections to quickly navigate through the list of mailboxes. You can select the check box in the table header to select all the accounts.
- Click Collect Statisticsfrom the Actions ribbon. The New Collect Mailbox Statistics Task wizard starts. Each step is described below:
- Description
- Refresh mailbox statistics that have been already been collected- select this checkbox if needed to refresh statistics collected from previous tasks.
- Collect statistics from target - select this option to collect statistics from the target tenant and generate the Comparison Report.
- Click Next.
- Notification
- Send notification email once the task is completed - select this option to send a notification email when a discovery task completes.
- Only in a case of failure - Select this option to send the email if the discovery task fails to complete successfully.
- Recipients - enter the email address of the recipients of this email. You can specify multiple recipient email addresses separated by semicolon.
- Click Next.
- Schedule
- Choose from one of three options to schedule the task. The scheduler will be activated only after you complete the task wizard.
- Run now - task runs immediately.
- Run later - task must be started manually.
- Schedule - task will be started at a future date and time entered in the corresponding calendar field.
- Click Next.
- Summary
- Verify the task specifications as described below:
- Name - name of the task. You can specify a custom name. The default name is Collect Mailbox Statistics Task.
- Source tenant - name of the tenant where the statistics will be collected.
- Scheduled start - date and time when the task will start. Now indicates that the task will start immediately.
- Click Back to revise or review a previous step or click Finish to complete the task wizard and start the task as scheduled.
Review the Collect Mailbox Statistics Task
- Open the Tasks tab.
- Select the Collect Mailbox Statistics Task that you want to review.
- In the task details pane that opens, the information presented is as described below:
- Type - Type of the task. The type is Mailbox Assessment.
- Created - Date and time when the task was created.
- Modified - Date and time when the task was last updated.
- State - State of the task.
- Last Operation - The action that was most recently performed in this task.
- Schedule - Date and time when the task started. Now indicates that the task started immediately after the task was created.
- Events (number) - The number of events that the task encountered.
Review the statistics collected
- Open the Tasks tab.
- Select the Collect Mailbox Statistics Task that you want to review.
- From the task details pane, click Download Premigration Report.
- Download and save the ZIP file to a suitable folder, and extract the report.
Review the Collect Mailbox Statistics Task Events
- Open the Tasks tab.
- Select a task named Collect Mailbox Statistics Task that you want to review.
- In the task details pane that opens, click Events (number). The Events tab opens with a filtered list of events for the selected task.
- Select an event that you want to review. In the task details pane that opens, the information presented is as described below:
- Object - name of the account if applicable.
- Task - name of the task.
- Time - date and time when the event occurred.
- Category - type of task. the value is Mailbox Assessment.
