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On Demand Migration Current - Administrator Guide

About On Demand Migration Signing up for Quest On Demand Before You Start Working with On Demand Migration Starting a Migration Project Account Migration Mail Migration Public Folders Migration OneDrive Migration SharePoint Migration Microsoft Teams Migration Content Migration for Office 365 Groups Troubleshooting Finalizing the Migration

Deploying Client Update Agent

Once the migration is complete, Outlook clients should be redirected to the new Exchange Online. You can control this switch automatically through On Demand Migration console – all you have is to deploy a small utility called Client Update Agent to the end-user machines.

Downloading the Agent
  1. Go to the migration project Dashboard in case you use new migration UI. In case you are using classic experience or you are already on the account migration Dashboard, go to step 3.
  2. Click Accounts widget.
  3. Go to the accounts migration dashboard and click More Actions | Download Agent action.
  4. Click Download.

IMPORTANT: The Client Update Agent package comes with the certificate for securing connections between the agent and On Demand Migration. If you suspect that the certificate might be compromised – download the package again, selecting Reissue the certificate option. The previously issued certificate will be immediately revoked.

Deploying the Agent

The Client Update Agent package comes with the agent’s executable that checks the migration status and performs the switching odmclient.exe and the certificate for securing connections between the agent and On Demand Migration certificate.pfx. Now you can automatically distribute then across all clients:

  1. Deploy the certificate to all end-user machines with Group Policy.

See https://docs.microsoft.com/en-us/windows-server/identity/ad-fs/deployment/distribute-certificates-to-client-computers-by-using-group-policy for details.

  1. Create a log in script for client computers.
    For detailed information on command-line parameters, See the document (readme.txt) that comes with the package.

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 Collecting Account Information

Steps to migrate mailboxes
  1. Log in to Quest On Demand.
  2. From the navigation pane, click Migration to open the My Projects list.
  3. Locate or create a project to migrate mailboxes.
  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: Mail, Calendar, Contacts, Tasks/Notes.
    3. Migrate OWA Inbox Rules - select this check box 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.
    4. Migrate Recoverable Items - select this check box to migrate recoverable items, mailbox delegation, and folder permissions. If the check box is unchecked these items will not be transferred.
    5. Migrate Mailbox Delegation - select this check box 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.
    6. Migrate Folder Permissions- select this check box 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.

    7. 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. On Demand Migration allows mail forwarding from target to source and source to target. From the On Demand Migration table of mailboxes, the forwarding email is in the Source Mailbox / Target Mailbox as dependent on the flow of mail forwarding (target to source or source to target). 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.
    8. Click Next.
  10. Step 3: Mail Folders
    Specify which mail folders should be transferred during mail migration processing, if necessary. Well known folders (inbox, deleted, archive, and sent items) can be migrated to a custom name mailbox. For example "inbox" on the source can be migrated to "inbox_Migrated" on the target.
    1. Ensure the Migrate to folder check box is selected.
    2. Provide a target folder name corresponding to the source folder (inbox, deleted, archive, sent items).
    3. If you do not provide a target folder name or do not select the Migrate to folder checkbox then the mail migration process will migrate the content of source folder to a folder of the same name on the target.
    4. Click Next.
  11. Step 4: 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.
  12. Step 5: Schedule
    1. Schedule when the task will be started. See Task Scheduling for details.
    2. Click Next.
  13. Step 6: Summary
    1. Review the task summary. Name the task and check selected options.
    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.

 

Switching Clients

The mail migration is complete and you have deployed Client Update Agent in your on premises environment. Now it is time to switch the Outlook clients to the target Exchange Online.

Note: Client Update Agent may incorrectly switch the client profile during the transfer of the vanity domain name from the source tenant to the target tenant. It is not recommended to create a Mailbox Switch task during domain name transfers.

Create a Mailbox Switch Task:

  1. Go to the migration project Dashboard in case you use new migration UI. In case you are using classic experience or you are already on the account migration Dashboard, go to step 3.
  2. Click Accounts widget.
  1. Open Mailboxes.
  2. Select the migrated mailboxes.

NOTE: Only migrated mailboxes can be switched. Use filtering by Completed status to see all migrated mailboxes.

  1. Click Switch Mailboxes.
  2. Specify mail forwarding direction:
    • From source to target – standard switching scenario (switch). The clients are automatically switched to the target tenant, but custom forwarding, if set, remains unchanged as described in Mail Forwarding Scenarios
    • From target to source – reverse scenario (unswitch). The users are connected to the source tenant and all email sent to the target addresses are forwarded to the source / to custom forwarding address, if set, as described in Mail Forwarding Scenarios.

Tip In case of Outlook 2013 usage, the external Auto-discover service is required for reverse scenario. You can use Microsoft Office Outlook Connectivity Tests (Office 365 tab) to check whether Service Connection Point (SCP) is available from the cloud. Otherwise the switch fails and the following message is returned by server: Auto-discover service returned: Unauthorized.

  1. Provide the custom domain name for forwarding, typically your corporate domain name. Click Next. To use the same target domain name that was used on the source, you should check whether you have completed all steps of the Tenant to Tenant Migration with Domain Transfer Scenario

IMPORTANT: The custom domain name must be set up on the target tenant. See Quickstart: Add a custom domain name to Azure Active Directory for details.

  1. Configure notification messages (optional), if necessary. See Configuring Notifications for Mailbox Owners for details.
  2. Schedule when the task will be started. See Task Scheduling for details. Click Next to view the task summary.
  3. Check selected options and name the task. Click Finish to save or start the task depending on schedule option selected.

The task is created. You can track its progress in the Tasks, view the summary on the Dashboard or monitor alerts and notifications in the Events.

Configuring Notifications for Mailbox Owners

On Demand Migration allows to configure notification messages that appear after successful switch in:

  • in new target mailboxes and / or in original source mailboxes (used now) in case you have selected Source to target mail forwarding direction on Mail Flow page
  • in "new" (destination) source mailboxes and / or in original target mailboxes (used now) in case you selected Target to source mail forwarding direction on Mail Flow page

The following can be configured :

  • Sender's email address - specifies email to replay (optional). In case no replay needed you can skip this field. In this case no email address will be displayed in the message.
  • Send from: - specifies sender that will be displayed to user
  • Subject: - specifies message subject
  • Message: - specifies message text (plain text only)
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