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On Demand Migration for Email Current - User Guide

Introduction Preparing Migrations Test and Pilot Migrations Configuring and Running Migrations Post Migration Third Party Assessments and Certifications Glossary

Migrating Folder Permissions

ODME supports migration of folder permissions from Exchange server and Office 365.

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

To set up migration of folder permissions:

  1. Click the Options tab.
  2. Open the Migrate Permissions portion of the screen.
  3. Select the Folder Permissions option.

Matching information for source and target users is taken from the current migration plan.

We recommend the following migration approach:

  • To migrate folder permissions, create one or several separate plans in which:
    • Only the Folder Permissions option is selected. Items from the Select Items to Migrate partition are not selected.
    • A list of mailboxes contains all mailboxes that planned to be migrated by ODME and groups that can potentially participate as grantees in migrated mailboxes folder permissions. These groups will not be migrated, they will be used only for the matching operation.

    NOTE: The following statuses will be displayed for the groups:

    • Completed status when Use end-user credentials option is not selected.
    • Interrupted status when Use end-user credentials option is selected.
    • Interrupted status when the admin user account that is used to grant the consent to ODME does not have a valid Exchange Online license.

    The statuses do not mean that something goes wrong.

    You can run these plans as many times as necessary to synchronize the folder permissions.

  • For the content migration, use migration plans as usual and do not check the Folder Permissions option in these plans.

In case the target permission does not exist, permissions are migrated by ODME as is. If the target permission exists, a maximal value of the source and target access permissions will be set .

Source Target (in case matched folder permission does not exist in target)
Folder permission on the source
Folder permission on the target before migration Folder permission on the target after migration
None N/A None
Owner N/A Owner
Publishing Editor N/A Publishing Editor
Editor N/A Editor
Publishing Author N/A Publishing Author
Author N/A Author
Nonediting Author N/A Nonediting Author
Reviewer N/A Reviewer
Contributor N/A Contributor
Custom N/A Custom

Migrating Rules

ODME supports rules migration from Office 365, Exchange 2019, 2016, 2013, and 2010. This includes OWA (Outlook Web App) Inbox rules, and the rules created in an Outlook client version 2019, 2016, 2013, 2010, or Outlook for Office 365.

NOTE: Migration of rules created in Outlook from Exchange 2010 is not supported yet.

To migrate rules

  • Create a separate plan in which:
    1. Only the Rules option is selected. Other items from the Select Items to Migrate partition are not selected.
    2. A list of mailboxes contains all mailboxes that planned to be migrated by ODME and groups that can potentially participate in the rules to be migrated. These groups will not be migrated, they will be used only for the matching operation.

    NOTE: The following statuses will be displayed for the groups:

    • Completed status when Use end-user credentials option is not selected.
    • Interrupted status when Use end-user credentials option is selected.

    The statuses do not mean that something goes wrong.

  • To migrate other content (such as messages, contacts), use migration plans as usual and do not check the Rules option in these plans.

Matching information for source and target users is taken from the migration plan. When the source email address is an Active Directory user or group, you must specify the email address with its primary domain name in the target, or rules may not work properly after migration. During the migration of the rules for the mailbox, ODME checks for the presence of a user or group in the mailbox list of the plan. If the user or group is not in the list, rules will not be migrated.

Caution: Every time you run the migration plan to migrate rules, ODME removes all the existing rules from your target first (including previously-migrated rules, and the rules you created in the target), and then migrates all the rules on the source to your target.

 

Caution: If the rules in a user's target Outlook do not match the rules on the server, the following message appears when the user opens the target mailbox in Outlook after migration:

The rules on this computer do not match the rules on Microsoft Exchange. Only one set of rules can be kept. You will usually want to keep the rules on the server. Which rules do you want to keep?

In this case, the user has to select "Server" to avoid data loss.

Rules that contain unsupported conditions or actions will not be migrated, or will not work after migration. So, you will need to set them up manually on the target. For other known limitations to migration of rules, see the Rules section in Microsoft Exchange or Office 365

The following tables list the supported conditions and actions for rules created from Outlook:

Outlook Condition Outlook 2019 Outlook 2016 Outlook 2013 Outlook 2010 Outlook for Office 365
from people or public group Yes Yes Yes Yes Yes
with specific words in subject Yes Yes Yes Yes Yes
through the specified account

No

No No No No
sent only to me Yes Yes Yes Yes Yes
where my name is in the To box Yes Yes Yes Yes Yes
marked as importance Yes Yes Yes Yes Yes
marked as sensitivity Yes Yes Yes Yes Yes
flag for action Yes Yes Yes Yes Yes
where my name is in the Cc box Yes Yes Yes Yes Yes
where my name is in the To or Cc box Yes Yes Yes Yes Yes
where my name is not in the To box Yes Yes Yes Yes Yes
sent to people or public group Yes Yes Yes Yes Yes
with specific words in the body Yes Yes Yes Yes Yes
with specific words in the subject or body Yes Yes Yes Yes Yes
with specific words in the message header Yes Yes Yes Yes Yes
with specific words in the recipient's address Yes Yes Yes Yes Yes
with specific words in the sender's address Yes Yes Yes Yes Yes
assigned to specific category Yes Yes Yes Yes Yes
assigned to any category Yes Yes Yes Yes Yes
which is an automatic reply Yes Yes Yes Yes Yes
which has an attachment Yes Yes Yes Yes Yes
with a size in a specific range Yes Yes Yes Yes Yes
received in a specific date span Yes Yes Yes Yes Yes
uses the specific form Yes Yes Yes Yes Yes
sender is in specific Address Book No No No No No
with selected properties of documents or forms Yes Yes Yes Yes Yes
which is a meeting invitation or update Yes Yes Yes Yes Yes
from RSS feeds with specified text in the title Yes Yes Yes Yes Yes
from any RSS feed

Yes

Yes Yes Yes Yes
of the specific form type Yes Yes Yes Yes Yes
on this computer only Yes Yes Yes Yes Yes

 

Outlook Action Outlook 2019 Outlook 2016 Outlook 2013 Outlook 2010 Outlook for Office 365
move it to the specified folder Yes Yes Yes Yes Yes
move a copy to the specified folder Yes Yes Yes Yes Yes
assign it to the specific category Yes Yes Yes Yes Yes
delete it Yes Yes Yes Yes Yes
permanently delete it Yes Yes Yes Yes Yes
forward it to people or public group Yes Yes Yes Yes Yes
forward it to people or distribution list as an attachment Yes Yes Yes Yes Yes
redirect it to people or distribution list Yes Yes Yes Yes Yes
have server reply using a specific message No No No No No
reply using a specific template Yes Yes Yes Yes Yes
flag message for action in a number of days Yes Yes Yes Yes Yes
clear the Message Flag Yes Yes Yes Yes Yes
clear message's categories Yes Yes Yes Yes Yes
mark it as importance Yes Yes Yes Yes Yes
print it Yes Yes Yes Yes Yes
play a sound Yes Yes Yes Yes Yes
start application N/A No No No N/A
mark it as read Yes Yes Yes Yes Yes
run a script N/A No No No N/A
perform a custom action N/A N/A N/A No N/A
display a specific message in the New Item Alert window Yes Yes Yes Yes Yes
display a Desktop Alert Yes Yes Yes Yes Yes
apply retention policy No No No No No
stop processing more rules Yes Yes Yes Yes Yes

The following tables list the supported conditions and actions for OWA Inbox rules:

OWA Condition for Exchange

Exchange 2019

Exchange 2016

Exchange 2013

Exchange 2010

Message was received from the specified users or groups in GAL Yes Yes Yes Yes
Message was sent to the specified users or groups in GAL Yes Yes Yes Yes
Message contains the specified words in the subject

Yes

Yes

Yes

Yes

in the subject or body Yes Yes Yes Yes
in the sender's address Yes Yes Yes Yes
in the body

Yes

Yes

Yes

Yes

in the recipient's address Yes Yes Yes Yes
in the message header Yes Yes Yes Yes
My name is in the To or Cc box Yes Yes Yes Yes
the only recipient listed Yes Yes Yes Yes
in the To box Yes Yes Yes Yes
in the Cc box Yes Yes Yes Yes
not in the To box Yes Yes Yes Yes
Message is marked with Importance Yes Yes Yes Yes
Sensitivity Yes Yes Yes Yes
Message is accompanied by an attachment Yes Yes Yes Yes
of the type... Yes Yes Yes Yes
flagged as... Yes Yes Yes Yes
classified as... No No No No
Message size is within a specified range Yes Yes Yes Yes
Message was received within a specified date span Yes Yes Yes Yes
Apply to all messages Yes Yes Yes Yes
OWA Condition for Office 365 Office 365
People From Yes
To Yes
My name is I'm on the To line Yes
I'm on the Cc line Yes
I'm on the To or Cc line Yes
I'm not on the To line Yes
I'm the only recipient Yes
Subject Subject includes Yes
Subject or body includes Yes
Keywords Message body includes Yes
Sender address includes Yes
Recipient address includes Yes
Message header includes Yes
Marked with Importance Yes
Sensitivity Yes
Classification Yes
Message includes Flag Yes
Type Yes
Has attachment Yes
Message size At least Yes
At most Yes
Received Before Yes
After Yes
All messages Apply to all messages Yes
OWA Action for Exchange

Exchange 2019

Exchange 2016

Exchange 2013

Exchange 2010

Move message to folder Yes Yes Yes Yes
Copy message to folder Yes Yes Yes Yes
Delete message Yes Yes Yes Yes
Pin message Yes Yes N/A N/A
Mark message as read Yes Yes Yes Yes
as junk Yes Yes N/A N/A
with importance Yes Yes Yes Yes
with a category Yes Yes Yes Yes
Forward message to... Yes Yes Yes Yes
Forward message as an attachment to... Yes Yes Yes Yes
Redirect message to... Yes Yes Yes Yes
Send a text message to... [*] Yes Yes Yes Yes
Stop processing more rules Yes Yes Yes Yes

[*] This action will not work after migrated to Office 365 because Office 365 does not support it.

OWA Action for Office 365 Office 365
Organize Move to Yes
Copy to Yes
Delete Yes
Pin to top Yes
Mark message Mark as read Yes
Mark as Junk Yes
Mark with importance Yes
Categorize Yes
Route Forward to Yes
Forward as attachment Yes
Redirect to Yes
Stop processing more rules Yes

Setting Up Mail Forwarding

ODME supports automated mail forwarding on a per-user basis for these email services: G Suite, Office 365, GroupWise and Zimbra. After configuring your email service to interface with the ODME mail forwarding feature (as described in the section Setting Up Mail Routing), specify the required forwarding parameters in the Options tab.

To set up mail forwarding:

  1. Click the Options tab.
  2. Open the Forwarding (Optional) portion of the screen.
  3. Select the type of mail forwarding operation you want ODME to execute.

Options include:

  • Forward new items as they arrive — Mail is forwarded to a mailbox in a specified source or target email service and domain. When you select this option, you are prompted to select the source or target email service in the migration plan that you want to set forwarding on as well as the domain that mail is to be forwarded to.
  • Turn off existing forwarding — Existing mail forwarding settings are removed from a mailbox in a specified source or target email service and domain.

These options are enabled only if mail forwarding is supported for the source or target email service in the migration plan. If mail forwarding is supported for only one email service in the migration plan (source or target), then you can only select one of the two options.

If mail forwarding is supported for both the source and target, then both options are enabled. In this case, when you select one option, the other option is automatically selected as well. This is designed to prevent messages from looping perpetually between two mailboxes in the event that mail forwarding is inadvertently set on both the source and the target email service. However, if you want to set or remove mail forwarding on only one of the two email services in the migration plan, you can de-select one of the automatically selected options.

  1. If you selected the Forward new items as they arrive option, do the following:
    1. In the Set forwarding address on: field, select the source or target email service that you want to set forwarding on.

The source email service specified in the migration plan is selected by default. Select the target email service if you want to set forwarding on that instead.

When G Suite or GroupWise is selected as the source email service, these Forwarding Actions are available for you to decide what you want ODME to do when new mail items arrive:

  • KEEP: When new mail items arrive, new item is delivered to source mailbox and kept in the Inbox as well as forwarded to target mailbox.
  • DELETE:
    • For G Suite: When new mail items arrive, new item is delivered to source mailbox and moved to the Trash folder as well as forwarded to target mailbox.
    • For GroupWise: When new mail items arrive, new item is delivered to source mailbox and deleted from Inbox as well as forwarded to target mailbox.

  • MARK AS READ: When new mail items arrive, new item is delivered to source mailbox and marked as read in the Inbox as well as forwarded to target mailbox.
  • ARCHIVE (for G Suite only): When new mail items arrive, new item is delivered to source mailbox and archived (not visible in the Inbox) as well as forwarded to target mailbox.

 

Note: If mail forwarding is supported for both the source and target email services, when you set mail forwarding on one service (source or target), the option to turn off existing forwarding defaults to the other service automatically.

  1. In the Forward to: field, enter the domain that mail is to be forwarded to.

Improperly formatted domain names result in an error message.

The domain name part of the forwarding email address (<local_part>@<domain>) is specified by the domain you enter in the Forward to field. The local part depends on which email service you selected in step a: When the source email service is selected, the local part of the target email address will be used; And when the target email service is selected, the local part of the source email service will be applied.

  1. For Office 365, when the Use Modern Authentication option is enabled, the Forwarding section in a plan’s Options page contains additional fields where you need to specify the credentials of the account which has the permissions to modify forwarding settings.
  2. For G Suite only, enter the name and password of the administrator account used for mail forwarding.
  1. Click Test.

This validates that the proper administrator credentials have been provided to perform mail forwarding. For Office 365, the administrator account must be assigned the “Recipient Management” role. See the section Setting Up Mail Routing for more information.

  1. If you selected the Turn off existing forwarding option, do the following:
    1. In the Remove forwarding address from: field, select the source or target email service that you want to remove existing forwarding settings from.

Note: If mail forwarding is supported for both the source and target email service and you already set mail forwarding on one email service, this field defaults to the other service.

  1. In the Forwarding to: field, enter the domain to which mail is currently forwarded.

Improperly formatted domain names result in an error message.

  1. For Office 365, when the Use Modern Authentication option is enabled, the Forwarding section in a plan’s Options page contains additional fields where you need to specify the credentials of the account which has the permissions to modify forwarding settings.
  2. For G Suite only, enter the name and password of the administrator account used for the mail forwarding settings you want to remove.
  1. Click Test.

This validates that the proper administrator credentials have been provided to perform mail forwarding. For Office 365, the administrator account must be assigned the “Recipient Management” role. See the section Setting Up Mail Routing for more information.

Managing Google Throttling

Google traffic throttling imposes a daily limit on the amount of data you can extract from your G Suite source within 24 hours. When this limit is reached during a migration, G Suite throttles all connections to the affected mailboxes up to 24 hours, during this period users cannot access the mailboxes via web or mobile devices.

You can control how much data On Demand Migration for Email will extract during this period to avoid the risk of Google mailbox throttling.

 

Note: ODME currently does not coordinate data extraction from a mailbox across multiple migration plans or migrations within the same plan. For example, if two migration plans are migrating the same mailbox, ODME does not take into consideration the data downloaded from all the plans when determining when to pause a migration. Likewise, if a plan was migrated and finished, and then migrated again, the quota consumed from the first migration is taken into consideration when determining when to pause a migration. Additionally, if you stop and restart a plan, the quota consumed is not factored. Google, however, DOES record this information and could result in throttling taking effect.

To manage Google Throttling:

  1. Click the Options tab.

If you migrating from a G Suite source, the Manage Data Extraction portion of the tab is displayed.

  1. Specify the amount of data, in megabytes, that ODME will extract from Google before pausing for 24 hours.
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