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On Demand Migration Current - Hybrid Exchange User Guide

Mailbox Migration

After you have completed your setup, the mailbox migration steps are as listed below:

Stage # Step
Setup 1 Add source or target tenant and on-premise Exchange server
2 Grant consents
3 [optional] Upgrade throttling policies, install a Desktop Update Agent, plan a test or pilot migration
4 Create a migration project
Preparation 5 Prepare your source email service for migration
Mailbox migration 6 Discover mailboxes from file
7 Migrate mailboxes
Management 8 Monitor the progress and track issues

Preparing the Exchange On-premise Sever for Migration

On Demand Migration for Hybrid Exchangesupports migrating content between Microsoft Exchange 2010/2013/2016/2019 and Exchange Online. Before you can start the migration, you must prepare the Exchange On-premise server for migration.

In this topic:

Enabling Application Impersonation Rights

To migrate data to or from Exchange 2010/2013/2016/2019 you must enable Application Impersonation for the migration administrator account. This allows the migration administrator to impersonate all users on all your client access servers.

To enable Application Impersonation rights, use role based access controls, and create a role group that has Application Impersonation rights.

To create a role group for impersonation, use the PowerShell cmdlets from the articles above. The following is a step by step guide for creating the impersonation role and assigning a user to that role.

  1. Log in to your Exchange server, or to a machine that has the Exchange Administration tools installed on it as an Exchange administrator.
  2. Run Exchange Management Shell.

  3. Run the cmdlet to create the management role group and assign the ApplicationImpersonation role to that group, and then assign the user you want to use as a migration administrator.

In the following example, we are using the user migAdmin@example.com.

New-RoleGroup -Name MigrationImpersonation -Roles ApplicationImpersonation -Members migAdmin@example.com

You can add multiple users using commas to separate each user.

Accessing the Mail Server

To migrate data to or from Exchange 2010/2013/2016/2019, make sure that Outlook Web Access (OWA) is accessible from the internet. On Demand Migration for Hybrid Exchange uses Exchange Web Services (EWS) to access your mail server from the internet. The OWA server name can be used for accessing your Exchange server with EWS. If you are not using HTTPS for OWA, you will need to enter the full URL for your EWS service which follows the format http://servername/EWS/Exchange.asmx.

You can find the URL for your EWS server using PowerShell. From the Exchange Management Shell, execute the following command:

Get-WebServicesVirtualDirectory | Select name, *url* | fl

The EWS server URL will be returned in the ExternalUrl value. To access the mailboxes slated for migration, the migrator needs to have an account with the ApplicationImpersonation role.

Specifying Administrator Credentials

When specifying the administrator credentials in the Migration settings screen, the Admin value is the account's UPN or Windows domain login (domain\samAccountName). Click https://technet.microsoft.com/en-us/library/cc756018(WS.10).aspx for more information about adding additional domains for UPNs.

Upgrading Throttling Policies

To minimize migration throttling and raise the overall migration throughput, we highly recommend that you upgrade the throttling policies. Please raise the limits for the following throttling parameters to 'Unlimited':

Microsoft Exchange 2013/2016/2019

  • EwsMaxConcurrency
  • EwsMaxBurst
  • EwsRechargeRate
  • EwsCutoffBalance

Microsoft Exchange 2010

  • EWSPercentTimeInMailboxRPC
  • EWSPercentTimeInCAS
  • EWSPercentTimeInAD

We also recommend creating a custom throttling policy and assigning it to all the admin accounts used for your migration.

The upgrade can be done for the time of your migration only.

Setting Up Mail Routing

Before migrating or creating mailboxes, you must implement a mail routing strategy that will enable users to send and receive mail from both internal and external sources. There are different strategies to do this depending on how you want mail directed to and from the internet.

During the co-existence period of on-premises mail and hosted mail, you must decide which system will initially receive the email traffic for your organization. To make the best decision for your organization, please review the Microsoft documentation associated with your target email service:

Creating Target Mailboxes

The next task in migrating mailboxes from a source or target email service is to create the mailboxes in the recipient tenant or Exchange server. On Demand Migration for Hybrid Exchange does not create them for you. The procedure for creating mailboxes varies between email systems, and you should refer to the documentation provided with your system for particular instructions.

Discovering and Matching Mailboxes

Before you can start the migration of mailboxes, the On Demand Migration for Hybrid Exchange service must be able to discover the set of mailboxes you intend to migrate. The discovery process uses a a CSV file which lets you specify the mailboxes that you want to discover and ignore the rest.

Discovery and matching is a two-step process as described below:

Step 1: Preparing the CSV file

  1. Open Microsoft Excel.
  2. Enter the following information in adjacent columns for each email that you want to migrate. The column headers are mandatory.
    1. SourceEmail - email address of the mailbox in the source.
    2. SourceUPN - User Principal Name of the mailbox account in the source.
    3. TargetEmail - email address of the mailbox in the target.
    4. TargetUPN - User Principal Name of the mailbox account in the target.
  3. Save as a CSV file. You can rename the file if needed.

Step 2: Starting the Mailbox Matching from File 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 open an existing project.
  4. Click the Mailboxes tab. Then click Matching from File from the Actions menu.
  5. The New Mailbox Matching from File Task wizard opens.
  6. Step 1: Matching Options
    1. Click Select CSV File and select the CSV that contains the information about mailboxes you want to discover and match.
    2. Click Next.
  7. Step 2: Validation
    1. Validate source mailbox existence - read only. The task will automatically verify the mailboxes in the source.
    2. Validate target mailbox existence - select this option to verify the existence of mailboxes in the target. A mismatch will be indicated as an error in the events related to this task. You can clear this check box to skip validation when you want to load the data into ODMHE for a future migration but the target mailboxes are not ready.
    3. Click Next.
  8. Step 3: Notification
    1. Send notification email once the task is completed - select this option to send a notification email when the matching task completes.
      • Only in a case of failure - select this option to send the email if the matching task fails to complete successfully.
    2. Recipients - enter the email address of the recipients of this email. You can specify multiple recipient email addresses separated by semicolon.
    3. Click Next.
  9. Step 4: 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 - task runs immediately.
      • Run later - task must be started manually.
      • Schedule - task will be started at a future date and time.
        • Start - enter the start time for the task.
    2. Click Next.
  10. Step 5: Summary
    1. Verify the task specifications as described below:
      1. Name - name of the task. You can specify a custom name. The default name is Mailbox Matching from File.
    2. Click Back to revise or review a previous step or click Finish to complete the task wizard and start the task as scheduled.

Reviewing the Mailbox Matching from File Task

  1. Select the Tasks tab.
  2. Select the task that you want to review. The default name is Mailbox Matching from File.
  3. In the task details pane that opens, the information presented is as described below:
    1. Type - Type of the task. The type is HE Mailbox Matching from File.
    2. Created - Date and time when the task was created.
    3. Modified - Date and time when the task was last updated.
    4. State - 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) - Number indicates the count of events that the task encountered. The values indicate the type of the events and the event count for each type.

Reviewing the Mailbox Matching from File Task Events

  1. Select the Tasks tab.
  2. Select the 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 event details pane that opens, the information presented is as described below:
    1. Object - Name of the mailbox.
    2. Task - Name of the task.
    3. Time - Date and time when the event occurred.
    4. Category - Type of task. the value is Hybrid Exchange.
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