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On Demand Migration Current - User Guide

About On Demand Migration Before You Start Account Migration Mail Migration Public Folders Migration OneDrive Migration SharePoint Migration Microsoft Teams Migration Microsoft 365 Groups Migration Troubleshooting Finalizing the Migration

Mail Migration

Basic mailbox migration workflow consists of the following steps:

# Step
1 About Update Agents
2 Migrating Mailboxes
3 Configure mail forwarding from target to source
4 Configure notifications for mailbox owners
5 Switch mailboxes

Collecting Statistics

A Mailbox Collect Statistics Task conducts an assessment of mailboxes of selected accounts in the source tenant and provides the following information:

  • Size of the mailbox
  • Number of items in the mailbox

Each Mailbox Collect Statistics Task generates events. Events are milestones that a task achieves as it runs. For example, when a Mailbox Collect 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 Mailbox Collect 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.

The Mailbox Collect Statistics Task and its events provide additional information about the mailbox for the set of source tenant accounts that are assessed.

NOTE: Before you proceed, verify that the source tenant accounts have been discovered. For more information see Discovering Accounts

In this topic:

Create a New Collect Statistics Task

  1. Log in to Quest On Demand and choose an organization if you have multiple organizations.
  2. From the navigation pane, click Migration to open the My Projects list.
  3. Create a new project or select an existing project.
  4. Click Mail from the project tile. You can also click Open Project to open the project dashboard and then click Open from the Mailbox tile. The Accounts and User Data dashboard opens.
  5. Select the Mailboxes tab and then select List View if not already selected.
  6. 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.
  7. Click Collect Statisticsfrom the Actions ribbon. The New Collect Statistics Task wizard opens.
  8. Step 1:Description
    1. Select the check box Refresh mailbox statistics which have been already collected in the past if needed.
    2. Click Next.

  9. Step 2:Schedule
    1. Choose from one of three options to schedule the task. The scheduler will be activated only after you complete the task wizard.
      • Run now - the task will run immediately.
      • Run later - the task must be started manually.
      • Schedule - specify a future date and time to run the task.
    2. Click Next.
  10. Step Summary
    1. Verify the task specifications as described below:
      1. Name - name of the task. You can specify a custom name.
      2. Source tenant - name of the tenant where the statistics will be collected.
      3. Target tenant - name of the target tenant in this project.
      4. Scheduled start - date and time when the task will start. Now indicates that the task will start immediately.
    2. 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 Mailbox Collect Statistics Task

  1. Select the Tasks tab.
  2. Select the Mailbox Collect Statistics Task that you want to review.
  3. In the task details pane that opens, the information presented is as described below:
    1. Type - Type of the task. The type is Mailbox Assessment.
    2. Created - Date and time when the task was created.
    3. Modified - Date and time when the task was last updated.
    4. Status - State of the task.
    5. Last Operation - The action that was most recently performed in this task.
    6. Schedule - Date and time when the task started. Now indicates that the task started immediately after the task was created.
    7. Events (number) - The number of events that the task encountered.

Review the Mailbox Collect Statistics Task Events

  1. Select the Tasks tab.
  2. Select a task named Mailbox Collect Statistics Task that you want to review.
  3. In the task details pane that opens, click Events (number). The Events tab opens with a filtered list of events for the selected task.
  4. Select an event that you want to review. In the task details pane that opens, the information presented is as described below:
    1. Object - Not applicable for this event.
    2. Task - Name of the task.
    3. Time - Date and time when the event occurred.
    4. Category - Type of task. the value is Mailbox Assessment.

Review the statistics collected

  1. Select the Mailboxes tab and then select List View if not already selected.
  2. Inspect the results of the task in the table as described below:
    1. Name - Name of the account in the source tenant.
    2. All Items - Number of items in the mailbox. If there is no value the account has not yet been assessed or the mailbox has not been used.
    3. Size- Total size of all the items in the mailbox. If there is no value the account has not yet been assessed or the mailbox has not been used.

Assessment

When you complete the collection of statistics for the mailboxes you can view the reports about the mailboxes. Switch to the Assessment view to see the reports on the mailboxes.

The following reports are available for Mailboxes:

  • Mailbox statistics
    • Total mailboxes
    • Total size
    • Average size
    • Maximal size
    • Average Item Count
  • To clean up
    • The users not logged on to mailbox for 30 days
    • The users not logged on to mailbox for 90 days
    • The users never logged on to mailbox
    • Disabled users with mailbox
  • Inventory
    • Mailboxes with archive
  • To adjust
    • Mailboxes with duplicate user name

When you are done with the assessment you are ready to start the migration.

Migrating Mailboxes

Make sure that all associated accounts are matched or migrated and create the Mail Migration task:

NOTE: Before you proceed, verify that the source tenant accounts have been discovered. For more information see Discovering Accounts

Steps to migrate mailboxes
  1. Log in to Quest On Demand and choose an organization if you have set up multiple organizations.
  2. From the navigation pane, click Migration to open the My Projects list.
  3. Create a new project or select an existing project.
  4. Click Mail from the project tile. You can also click Open Project to open the project dashboard and then click Open from the Mail tile. The Accounts and User Data dashboard opens.
  5. Select the Mailboxes tab. The Discover Accounts list opens. If you don't see a list of accounts, you must run the New Discovery Task again.
  6. Select the mailbox accounts in the list that you want to migrate. You can use search, filtering or collections to quickly navigate through the list of mailboxes. You can also select the check box in the table header to select all the mailbox accounts.
  7. From the local toolbar, select Migrate Mail. The New Mail Migration Task wizard opens.
  8. Step1: Licensing Plan
    1. Set license at the target - select this check box to assign a selected license to migrated mailbox accounts in the target tenant. Clear the check box to skip license assignments for migrated mailbox accounts.
    2. Select the licensing plan - this drop down appears if the Set license at target check box is checked. Select the licensing plan from the drop down that you want to assign to migrated mailboxes.
    3. Specify how the selected licensing plan will be assigned to the target accounts:
      • Assign the plan to accounts without Exchange Online option. Licensed users will retain the existing plans - Retain the existing licenses and assign the selected plan only to unlicensed accounts (default). Licensed users will retain the existing plans.
      • Assign the plan to all accounts. Licensed users will be switched to the selected plan - Replace all license assignments with the licenses from the selected plan. Licensed users will be switched to the selected plan.

      NOTE:

      • Resource mailboxes that have not been licensed on the source tenant will retain the unlicensed status.
      • Licensed resource mailboxes will be handled according to the selected option.
      • In case no usage location is set on the target the source value will be used for the assigned license. Otherwise the target usage location value remain unchanged and can be modified manually, if necessary.
      • If no license plan is selected users that are unlicensed at the target will fail to migrate.
      • Selected licensing option is only applicable to Exchange Online. It does not affect the licensing plans picked for OneDrive Migration

    4. Click Next.
  9. Step 2: Migration Options
    1. Specify a migration flow:
      • From Primary Mailbox to Primary mailbox - migrate content of the primary mailbox (default scenario.)
      • From Archive mailbox to Archive mailbox - migrate content of the archive mailbox.
      • From Archive mailbox to Primary mailbox - restore archived content to primary mailbox.
      • From Primary mailbox to Archive mailbox - migrate some of the content of the primary mailbox to archive. Useful with the specific Migration Options selected.

      Tip: It can take a while to migrate mail to archive mailboxes. Source mailboxes that have archives can be easily selected using Inventoryreport on Assessment view of Mailboxes. It would be useful to re-run the Discovery task to update the information.

    2. Specify which mailbox items you want to transfer to the target by selecting the appropriate check box:
      1. Migrate Mail - select this option to migrate email items.
      2. Migrate Calendar - select this option to migrate calendar items. The organizer of the calendar item will be mapped to the corresponding target tenant user account. Invitees in calendar items are retained as the source tenant user.

        NOTE: The source tenant links to Microsoft Team meetings in calendar items are retained and must be migrated separately. For more information see Migrating Meeting Links.

      3. Migrate Contacts - select this item to migrate contacts.
      4. Migrate Tasks/Notes - select this option to migrate tasks and notes.
      5. Migrate OWA Inbox Rules - select this option to migrate OWA Inbox rules. For all mailboxes that are migrated to existing target mailboxes, On Demand Migration removes the existing rules from the target tenant like OWA Inbox rules and the rules created in Outlook from the target tenant including previously-migrated rules. Then all the rules from the source are migrated to the target.
      6. Migrate Recoverable Items - select this option to migrate recoverable items, mailbox delegation, and folder permissions. If the check box is unchecked these items will not be transferred.
      7. Migrate Mailbox Delegation - select this option to migrate delegation permissions. Mailbox delegation permissions like Full Access, Send As and Send On Behalf can be transferred if the matched delegate exists in the target tenant. If the matched delegate does not exist, mailbox delegation cannot be migrated and an error event will occur. If the target mailbox delegation is not set, the mailbox delegation will be transferred as is. If the mailbox delegation has been set in the target tenant before the migration starts, rules and exceptions specified in Migrating Delegate Access Permissions topic in the On Demand Migration for Email User Guide are applied to set the mailbox delegation.
      8. Migrate Folder Permissions- select this option to migrate folder permissions. If folder permissions in the target mailbox do not exist, then folder permissions from the source mailbox will be transferred as is. If folder permissions were already set in the target mailbox before the migration starts, rules and exceptions specified in Migrating Folder Permissions topic in the On Demand Migration for Email User Guide are applied to set the folder permissions.

        NOTE: Migration of folder permissions for Recoverable Items is not supported.

      9. Migrate Auto-Reply settings - select this option to migrate auto-reply settings.
    3. Click Next.
  10. Step 3: Mail Flow
    1. Enable/Disable Mail Forwarding - select this check box to control mail forwarding. This check box is selected by default. When this check box is selected, you can choose from the following options:
      • Enable Mail Forwarding - Enable Mail Forwarding (on by default for the initial New Mail Migration Task) from Target to Source. On Demand Migration assumes that end-users will not be using their new target mailboxes immediately after the first "Migrate Mail" task (cut-over), so forwarding is set on the new target mailbox to forward any new mail that is received in the target back to the source. This way any new mail is assured to be delivered to the active end-user mailbox.
        • Mail forwarding direction - Set the mail forwarding direction by choosing From target to source or From source to target. From the On Demand Migration table of mailboxes, the forwarding email is in the Source Mailbox / Target Mailbox depending on the mail forwarding direction selected.
        • Custom domain for forwarding - Specify the custom domain name for forwarding email addresses. If the domain is omitted or does not exist, the primary SMTP address will be used. See the Mail Flow column value (To Source or To Target) which can be switched with the switch mailboxes functionality (see Switching Clients).
      • Disable Mail Forwarding - Choose this option to remove any populated mail forwarding address. Use this option to remove forwarding addresses in source mailboxes before the migration and target mailboxes after the migration. You cannot disable mail forwarding using the switch mailboxes functionality described in the topic Switching Clients.
    2. Click Next.
  11. Step 4: Mail Folders
    1. Specify which mail folders to migrate and where they should be migrated by selection one of the following options
      • Migrate all folders - select this option to migrate all folders from the source to the tenant. Mail will be migrated to a folders with the same name in the target tenant.
      • Migrate all folders except - select this option to ignore the mailboxes from the selection provided. Provide a target folder name corresponding to the source folder (inbox, deleted, archive, sent items).
      • Migrate specific folders - select this option to migrate specific folders from the list provided, and specify the target folder. Well known folders such as inbox, deleted, archive, and sent items can be migrated to a custom mailbox. For example Inbox on the source can be migrated to Inbox-Migrated on the target. If you do not provide a target folder name then the mail migration service will migrate the contents of the source folder to a folder of the same name on the target.
    2. Click Next.
  12. Step 5: Date Range
    Limit the date range for content transfer. You can set any of the following options:
    1. Migrate mail before to set end date for the date range
    2. Migrate mail after to set start date for the date range
    3. Click Next.
  13. Step 6: Schedule
    1. Choose from one of three options to schedule the task. The scheduler will be activated after you complete the task wizard.
      • Run now - the task will run immediately.
      • Run later - the task must be started manually.
      • Schedule - specify a future date and time to run the task.
    2. Click Next.
  14. Step 7: Summary
    1. Review the task summary. You can specify a custom task name.
    2. Click Finish to save or start the task depending on the schedule option selected.
How to track the migration

You can track a task's progress from the Tasks tab, view the summary on the Dashboard or monitor alerts and notifications in Events.

You can track the migration of objects from the mailbox status column of the mailboxes migration user interface. The column values are as follows:

Mailbox status column value Description of value
--: A dash There is an existing migration. The system is unable to fetch and set the value of already migrated objects.
New The migration has not yet started.
Provision The mailbox is being provisioned.
Migrating The migration of this object has started.
Migrated The migration is complete and successful.
Migrated with errors Migration is completed with errors.
Switched Mailbox is switched between source and target.
Mailbox Migration Considerations
  • The following types of mailboxes are supported: Regular, Room, Equipment (Resource), Shared.
  • In case of re-migration, On Demand Migration remigrates mail, calendar, task, and sticky note items that have changed in the source mailbox to the target mailbox. Also, calendar items that have been removed from the source mailbox will be removed from the target mailbox. Re-migration of other types of items that have been modified or deleted in the source mailbox is not supported.
  • During the mail migration, users might receive email to both source and target mailboxes. Apparently the users might want to receive the email sent to both mailboxes or keep custom forwarding, if any. To achieve this, we automatically set up mail forwarding from target to source which works until the clients are switched to the target tenant.

 

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