Before you proceed, verify that the mail-enabled accounts in the source have been discovered and matched. For more information see Discovering and Matching Mailboxes.

In this topic:

• Considerations
• Limitations
• Migrating Rules
• Migrating Delegate Permissions
• Migrating Folder Permissions
• Setting Migration Limits
• Starting a Mail Migration Task
• Examples
• Reviewing the Mail Migration Task

Considerations

• The following types of mailboxes are supported: Regular, Room, Equipment (Resource), Shared.
• Mailboxes must be provisioned in the target.
• During remigration, On Demand Migration for Hybrid Exchange (ODMHE) remigrates mail, calendar, task, and sticky note items that have changed in the source mailbox to the target mailbox. Remigration of other types of items that have been modified or deleted in the source mailbox is not supported.
• During mail migration, users may want to receive emails from both source and target mailboxes, or keep custom forwarding. You can set this up in two ways:
  • Select the Manage Mail Forwarding options in the Mail Flow step of the New Mail Migration Task wizard.
  • Set up mail forwarding with the New Mailbox Switch Task wizard after you complete the mail migration.

Limitations

On Demand Migration for Hybrid Exchange is designed to provide a robust migration experience for a variety of source and target platforms. However, some limitations exist that are the result of inherent discrepancies between email service platforms and cannot be fixed.

General

• When viewing migrated data in OWA, there may be slight differences in the received time of emails when comparing the source to the time recorded in the target. This affects all Exchange source environments and Exchange 2013/2016/2019 target email services.
• When migrating from an Exchange server, any email addresses associated with existing users will be converted to SMTP addresses based on the source system. This means that X500 addresses will not be migrated for items, and the SMTP address on the migrated items will not be updated to the new SMTP address. In order to get Exchange to update to the new address the primary SMTP address on the source system should be an alias on the target system.
• For Exchange-based targets, Groups are treated as Distribution Lists and cannot contain a contact with no email address. Because of this, any group members that do not have an email address on the source will not be migrated as a member of that group on an Exchange/O365 target. The contact will still migrate, it just cannot be a member of a group without an email address.
• InfoPath items are not migrated from Microsoft 365 and Exchange server.

Rules

• For the source Exchange 2010, ODMHE migrates OWA Inbox rules only to the target, and rules with the action "Delete message" will have the option Stop processing more rules selected on the target after migration.
• Autodiscover must be enabled on your target for successful rules migration.
• During the migration, the name of a group participating in a source rule will be converted to an SMTP email address. The address is retrieved from the mailbox list of the migration plan, and will be used in the corresponding target rule.
• Migration of rules from or to personal archives is not supported.

Delegates

• Migration of security groups as delegates is not supported for Exchange 2013 or earlier.
• Migration of customized delegate permissions is currently not supported:
  • Custom folder permissions are migrated as None (lack of any permissions) when the target delegate does not exist.
  • If the target delegate exists, source and target delegate permissions are merged and the predefined Roles (Editor, Author, Reviewer and None) take precedence over any Custom permission set.
  • If the target delegate exists and both source and target permissions are set to Custom, the target permissions will be set to None.

Folder Permissions

• Migration of folder permissions for Recoverable Items is not supported.
• Migration of folder permissions from personal archive and to personal archive is not supported.
• The migration service will attempt to migrate permissions for all folders in the mailbox tree and create folders for each, regardless of the content type selected for migration. If a custom folder is specified, non-mail folder permissions are not migrated to the target tenant.

Migration to a Custom Folder

• Mailbox rules are not migrated.
• Mail folders, their content and permissions are migrated to the custom folder.
• Content and permissions of non-mail folders cannot be migrated either to the custom folder or to their default location because non-mail folders are not migrated to the target tenant when a custom folder is specified.

Setting Migration Limits

You can set limits for the maximum number of concurrent connections for the specified Exchange on-prem server. This is the maximum number of mailboxes which can be migrated in parallel. Where there are more mailboxes selected for migration then only the maximum limit specified will be migrated at the same time. The rest will wait in a queue until the current migration mailboxes count drops down.

Limit is set per on-prem server. If you have more projects with the same Exchange on-prem server then the limit is shared.

To set the migration limit

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 open an existing project.
4. Click the Mail tile, or click Open from the Mail tile to open the migration workspace.
5. Click the Mailboxes tab. The Mailboxes List opens.
6. Click Set Limits from the Actions menu. The Set Migration Limits dialog opens.

   

   Set the following parameter:

   Maximum number of concurrent connections - Specify the limit value. Default value is 25. Allowed value range is between 1 and 500.

7. Click Set Limits.

Starting a Mail Migration Task

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 open an existing project.
4. Click the Mail tile, or click Open from the Mail tile to open the migration workspace.
5. Click the Mailboxes tab. The Mailboxes List opens. If you don't see a list of mailbox-enabled accounts, you must run the Mailbox Matching from File task again.
6. Select the mailboxes that you want to migrate from the list. 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 mailboxes.
7. Click Migratefrom the Actions menu. The New Mail Migration Task wizard opens.
8. Step 1: 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.
   2. Specify which mailbox items you want to transfer to the target by selecting the appropriate check box:
      • Migrate Mail - select this option to migrate email items.
      • Migrate Calendar - select this option to migrate calendar items. The organizer of the calendar item will be mapped to the corresponding target user account. Invitees in calendar items are retained as the source user.
      • Migrate Tasks/Notes - select this option to migrate tasks and notes.
      • Migrate Contacts - select this item to migrate contacts.
      • Migrate Recoverable Items - select this option to migrate recoverable items. If the check box is unchecked these items will not be transferred.
9. Step 2: Migration Settings
   1. Specify which mailbox settings you want to transfer to the target by selecting the appropriate check box:
      • Migrate Mailbox Rules - select this option to migrate mailbox rules. See Migrating Rules for more details.
      • Migrate Mailbox Delegation - select this option to migrate delegation permissions. See Migrating Delegate Permissions for more details.
        • Enable Automapping for shared mailboxes - Auto-mapping is an Exchange & Exchange Online feature. Once enabled, any auto-mapped mailbox will be opened by the delegate's Outlook client in a persistent state with Full Access permissions and cannot be closed by the user. If users want to remove the auto-mapped mailbox from their Outlook client, administrative intervention is required to remove the Full Access permission or clear the auto-mapping flag.
      • Migrate Folder Permissions- select this option to migrate folder permissions. See Migrating Folder Permissions for more details.
      • Migrate Auto-Reply - select this option to migrate auto-reply messages and settings.
   2. Click Next.
10. Step 3: Mail Flow

    NOTE: You can skip this step and set up mail forwarding with the New Mailbox Switch Task wizard after you complete the mail migration.

    1. Manage Mail Forwarding - select this check box to control mail forwarding. This check box is unchecked by default. When this check box is selected, you can choose from the following options:
       • Apply 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 Mail Migration Task is completed, 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. See the Mail Flow column value (To Source or To Target) which can be switched with the switch mailboxes functionality.
         • 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.
       • Remove Mail Forwarding - choose this option to clear previously specified mail forwarding address, and remove forwarding addresses in source mailboxes before the migration and target mailboxes after the migration.
    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 . Mail will be migrated to a folders with the same name in the target .
       • Migrate all folders except - select this option to ignore the selected mailboxes and optionally provide an alternate folder name to migrate all other folder contents. When you select this option the following options are also available:
         • Folders to ignore: Choose from Deleted Items, Junk Email, Drafts, Conversation History, Sent Items, and Inbox. You can also specify one or more custom folder names separated by a semicolon.
       • Migrate specific folders - select this option to include the selected mailbox folders and optionally provide an alternate folder name to migrate the specified folder contents. When you select this option the following options are also available:
         • Folders to include: Choose from Inbox, Sent Items, Drafts, and Deleted Items. You can also specify one or more custom folder names separated by a semicolon.
       • Migrate content to a custom folder - select this option to migrate content from source mailbox to a custom folder. Calendar, contacts, and rules are not migrated into this folder. To run incremental migration, a mail migration task should be created with the same folder name. Any change in the folder name will be treated as a migration to a new custom folder.
         • Custom folder name - specify the name of the custom folder where content will be migrated.
       • Migrate to folder - select this option to specify a custom target folder for well known source folders such as Inbox, Deleted, Archive, and Sent Items. For example, the Inbox folder from the source can be migrated to the Inbox-Migrated custom folder in 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 with 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: Notification
    1. Select the options as described below:
       • Send notification email after the mail migration is completed - select this option to send a notification email when the mailbox migration task completes. The notification is sent whether or not the mailbox migration succeeds unless the Only in a case of failure option is selected.
       • Only in a case of failure - select this option to send the notification email only when one or more mailboxes cannot be migrated. When this option is selected, a notification email will not be sent if all the mailboxes are migrated successfully.
       • Recipients - enter a semicolon-delimited list of mailboxes where the notification will be sent. The mailbox of the current user will be entered by default and can be changed.

         NOTE: Notifications are sent from no-reply@quest-on-demand.com. Recipients must add this email address to the Safe Senders List. To add the email address to your Safe Senders list in Microsoft Outlook, do the following: On the Home tab, click Junk, and then click Junk E-mail Options. On the Safe Senders tab, click Add and add the no-reply@quest-on-demand.com e-mail address.

       The notification that is sent will contain the following information in the email body:

       • Project id - the unique identified of the project.
       • Task id - the unique identifier of the task.
       • Type - the type of the task: Mail Migration.
       • Created - the data and time when the task was created.
       • Modified - the most recent date and time when the task was modified.
       • Status - the state of the task.
       • Last operation - The last recorded event in the task.
       • Schedule - indicates when the task was run.
       • Mailboxes - The number of mailboxes selected for this migration categorized by migration status (New, Stopped, In Progress, Failed, and Completed) and count.

    2. Click Next.
14. Step 7: Reporting

    Select the check box Generate detailed report of migration errors to generate a migration error report when you run the Mail MigrationTask.

    You can download the report from the Reports tab in the project workspace by clicking the Download link in the Error Log column. If there are no migration errors, a download link is not available. Error reports are retained for 30 days. After 30 days the download link is replaced with the label Expired and you can no longer download the report. For more information about error reports, see Reports.

15. Step 8: 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 - 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.
16. Step 9: Summary
    1. Review the task summary. You can specify a custom task name. The default name is Mail Migration Task.
       • Mailbox Data - indicates the data types supported for migration like Mail, Calendar, Contacts, and Tasks or Notes.
       • Mail Folders - indicates the mail folder selection criteria. if all folders are selected, then the value is All.
       • Scheduled start - date and time when the task will start. Now indicates that the task will start immediately.
       • Mail Forwarding - direction of the mail flow. Not Set indicates that a mail flow direction is not set
    2. Click Finish to save or start the task depending on the schedule option selected.

Examples

Example 1 Task options selected: Migration Options: Migrate Mail and Migrate Calendar Migration Settings: Migrate Folder Permissions Result: A folder for each supported content type is created in the target tenant account mailbox tree, regardless of the content type selected. Mail folders, their content and permissions are migrated. Permissions of all folders are migrated regardless of the content type selected.

Example 2 Task options selected: Migration Options: Migrate Mail and Migrate Calendar Migration Settings: Migrate Folder Permissions Mail Folders: Migrate content to a custom folder> MyFolder Result: A custom folder called MyFolder is created in the target tenant account mailbox. A folder for each supported content type is created in MyFolder, regardless of the content type selected. Mail folders, their content and permissions are migrated to MyFolder. Calendar folders, their content and permissions are not migrated, either to MyFolder or their default locations, because they are non-mail folders.

Reviewing the Mail Migration Task

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 State column in the Mailboxes list view. The column values during and after a task is run are as follows:

Column value	Description
Migrating	Migration of this object has started.
Migrated	Migration is complete and successful.
Migrated with Issues	Migration is completed with errors.
Migration failed	Migration did not succeed
Migration stopped	Migration canceled by the user
Queued	Migration task is waiting for migration service resources to be available. For more information, see How Queuing Works.