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On Demand Migration Current - Administrator Guide

About On Demand Migration Before You Start Working with On Demand Migrations Starting Migration Project Configuring Connections Sharing Availability Information Collecting Account Information Pre-Migration Assessment Account Migration Domain Coexistence Mail Migration OneDrive Migration Resource Processing Public Folders Migration SharePoint Online Migration Microsoft Teams Migration Finalizing the Migration

Guest User Account Migration Considerations

TIP: Guest user accounts have specific icon to distinguish them from the domain members.

Before adding a guest user account to the migration task, please consider the following:

  • Guest user account cannot be migrated in case an original account for this guest user account is already a member of the target tenant. It is recommended to use a matching task to pair these accounts, if necessary.
  • Guest user account cannot be migrated in case a guest user account of the same original account is already in the target tenant. To update the target guest user account properties create a matching task to pair these guest user accounts and then migrate the source guest user account again
  • Guest user account cannot be migrated in case the invitation procedure in source domain is not finished yet.

Domain Coexistence

Mergers and acquisitions are often accompanied by the unification of brands and corporate identities, including the unification of email addresses. However, the full transition from source to target tenant might take a considerable amount of time. To close this gap, On Demand Migration offers the domain coexistence services, allowing your employees to send mail from new addresses and access cross-tenant data before the migration is finished. The following services are currently available:

  • Address Rewrite Service seamlessly changes the source users' email flow, as if they're already fully migrated to the target tenant. The outgoing mail addresses are substituted with the target ones, while all incoming mail is automatically redirected to the source mailbox. The address rewriting can be started once the account is matched or migrated, giving you time to prepare and migrate mailboxes without a rush. Address Rewrite Service requires additional licensing.
  • Calendar Sharing allows users from the source and target tenants to see each other's free/busy information.

Address Rewrite Service

Address Rewrite Service substitutes the "From", "To" , and "Cc" addresses in the outgoing emails with the addresses from the target or source tenant depending on selected address rewriting scenario. All incoming mail is automatically redirected to the source or target mailbox according to specified mail forwarding direction. You can specify the users that are processed by the service, for example, only turn it on for Sales and Marketing team members. Address Rewrite Service requires additional licensing.

IMPORTANT: The service only works with accounts that have pairs in the target tenant. Mailbox provisioning is not required, mail users are also supported. Check the documentation on matching or migrating accounts.

Basic Address Rewriting workflow consists of the following steps:

# Step
Select Scenario for Address Rewriting
Provision Address Rewrite Service
Add mailboxes to address rewriting
Optionally: add Address Rewrite Service's IP address to the target DNS SPF record
Enable address rewriting. You can disable address rewriting at any time or turn off address rewriting for individual mailboxes
Address Rewrite Service Workflow

Address Rewrite Service is intended for creating a coexistence space for domains in which all the email messages coming from the source or target mail domain will look alike they was send from the unified mail domain according the selected settings. Address Rewrite Service will take all the necessary steps for creating this coexistence space in Exchange online environment including creating and managing all necessary connectors, mail flow rules, mail-enabled users and groups both in source and target environments, leaving on behalf of administrator only adding or removing source mail user to this coexistence space and activating / deactivating Address Rewrite Service.

The basic mail message flow in domain coexistence with Address Rewrite Service looks like:

Unified mail domain on the target tenant

  1. When user sends an email as user@source domain mail user it redirected to Address Rewrite Service server in case it is addressed to the external recipients.
  2. Address Rewrite Service receives email from user@source domain, check mail user eligibility to make address rewriting and then process it by rewriting @source mail domain to @target mail domain for every address of users added to coexistence space. These addresses in "From", "To" and "Cc" of the email message are rewritten for all external recipients. Then Address Rewrite Service pass the processed email message to target Exchange Online environment. Internal recipients that reside in source receive this email message with unchanged addresses.
  3. Target Exchange Online sends message to external recipients as it was sent by user from @target mail domain, all addresses of users added to coexistence scope in "From", "To" and "Cc" are rewritten for external recipients.
  4. External recipient doesn’t aware about @source and replies (or create a new email) to the @target mail user.
  5. When the reply or a new mail arrives to target mail domain it will be forwarded to the source. Source recipient gets message as it was natively forwarded from target Exchange online environment from corresponding user@target email user

Unified mail domain on the source tenant

  1. When user sends an email as user@target domain mail user, it redirected to Address Rewrite Service server in case it is addressed to the external recipients.
  2. Address Rewrite Service receives email from user@target domain, check mail user eligibility to make address rewriting and then process it by rewriting @target mail domain to @source mail domain for every address of users added to coexistence space. These addresses in "From", "To" and "Cc" of the email message are rewritten for all external recipients. Then Address Rewrite Service pass the processed email message to source Exchange Online environment. Internal recipients that reside in source receive this email message with unchanged addresses.
  3. Source Exchange Online sends message to external recipients as it was sent by user from @source mail domain, all addresses of users added to coexistence scope in "From", "To" and "Cc" are rewritten for external recipients.
  4. External recipient doesn’t aware about @target and replies (or create a new email) to the @source mail user.
  5. When the reply or a new mail arrives to target mail domain it will be forwarded to the target. Target recipient gets message as it was natively forwarded from source Exchange online environment from corresponding user@source mail user

TIP: If Exchange Server Integration failed, click Try to fix button and Quest try to help you resolve the issue.

Considerations

Each customer has a dedicated environment and inbound IP address for Address Rewrite Service.

The following groups, connectors and rules appear in Exchange Admin Centers after Exchange Server Integration is configured:

Caution: Do not edit or remove the groups, connectors and rules related to Address Rewrite Service otherwise the service may fail.

On source tenant:

  • Quest On Demand Coexistence group contains accounts (recipients) joined to Address Rewriting
  • Inbound Quest Coexistence Connector helps control mail flow for Address Rewrite Service from Office 365 to the organization
  • Outbound Quest Coexistence Connector helps control mail flow for Address Rewrite Service from the organization to Office 365
  • Quest Coexistence Rules implement Address Rewriting messaging policy for accounts joined to Address Rewriting

On target tenant:

  • Quest Coexistence Connector helps control flow of email messages for Address Rewrite Service from the organization to Office 365

IMPORTANT: The service only works with accounts that have pairs in the target tenant. You should match or migrate an account before adding it to address rewriting.

 

NOTE: Target mail-enabled users should be configured to redirect messages from target to the source mailbox. See Switching Clients for details.

Address Rewriting Scenarios

Address Rewriting supports the following scenarios:

  • Replace senders’ address with the target primary email address.
  • Replace senders’ address with the source primary email address.

NOTE: The address is only rewritten in the mail that goes to the recipients outside your organization. Internal users receive the mail with the original address.

Rewriting senders’ address to the target address

Use case: users from the source tenant need to communicate with external recipients from the name of the target organization. It usually happens when the mail migration is not yet finished, but you want to use the consistent branding.

To rewrite senders’ address to ones from the target select To target for the Rewrite senders’ address to on the Domain Coexistence widget. You cannot change this setting after Address Rewrite Service is provisioned.

Check Senders' Address property on the Mailboxes tab to find the effective email address after rewriting. If the account don't have the Exchange mailbox provisioned in the target tenant (mail user), the target primary SMTP address is used for address rewriting.

IMPORTANT: To ensure that all incoming mail is automatically redirected to the source mailbox, set Mail Flow to To source. See Switching Clients for details.

Rewriting senders’ address to the source address

Use case: migrated users need to communicate with external recipients from the name of the source organization. It usually happens when you need to keep the original brand while merging all accounts in the target tenant.

To rewrite senders’ address to ones from the source select To source for the Rewrite senders’ address to on the Domain Coexistence widget. You cannot change this setting after Address Rewrite Service is provisioned.

Check Senders' Address property on the Mailboxes tab to find the effective email address after rewriting.

NOTE:Check that the Mail Flow for the mailbox is set to To target. See Switching Clients for details.

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