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

Considerations

• The following types of mailboxes are supported: Regular, Room, Equipment (Resource), Shared.
• In case of remigration, 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. remigration 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.

In this topic:

• Starting a Mail Migration Task
• Reviewing the Mail Migration Task

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 Accounts and User Data dashboard.
5. Click the Mailboxes tab. The Mailboxes List opens. If you don't see a list of mailbox-enabled accounts, you must run the New Account 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. Step 1: 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 dropdown list appears if the Set license at target check box is checked. Select the licensing plan from the dropdown list 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.
   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 tenant user account. Invitees in calendar items are retained as the source tenant user.

        NOTE: The source tenant links to Microsoft Team meetings in calendar items are retained and must be migrated separately. For more information see Migrating Meeting Links.

      • 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.
10. Step 3: Migration Settings

    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 rerun the Discovery task to update the information.

    1. Specify which mailbox settings you want to transfer to the target by selecting the appropriate check box:
       • Migrate OWA Inbox Rules - select this option 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.
       • Migrate Mailbox Delegation - select this option 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.
         • 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. 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.

       • Migrate Auto-Reply - select this option to migrate auto-reply messages and settings.
    2. Click Next.
11. Step 4: Mail Flow
    1. 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.
         • 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.
         • 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. See the Mail Flow column value (To Source or To Target) which can be switched with the switch mailboxes functionality (see ).
       • 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 deactivate mail forwarding using the switch mailboxes functionality described in the topic .
    2. Migrate Litigation Hold Settings - select this option to migrate Litigation Hold settings and data as described below. This option can be selected only when Enable Mail Forwarding is selected and Mail forwarding direction is set to From source to target.
       • Litigation Hold Settings
         • LitigationHoldDate - setting is copied as-is from the source mailbox to the target mailbox.
         • LitigationHoldDuration - setting is copied as-is from the source mailbox to the target mailbox.
         • LitigationHoldEnabled - setting is copied if the value is set to True on the source and False on the target.
         • LitigationHoldOwner - the migration service will check if the configured user in the source tenant is mapped to a user in the target and set appropriately before migrating the setting.
         • RetentionUrl - setting is copied as-is from the source mailbox to the target mailbox.
         • RetentionUrl - setting is copied as-is from the source mailbox to the target mailbox.
       • Litigation Hold DataThe following data will be copied from the Recoverable Items folder:
         • Versions
         • Purges
         • Discovery Holds

       NOTE: The configuration settings for Discovery Holds will not be copied as part of this feature. When the Litigation Hold option is enabled, the calendar data is synced only during the final cut over.

       Caution: Migration of Litigation Hold settings and data will fail if the target mailbox doesn’t have the right license type.

    3. Click Next.
12. Step 5: 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 tenant. Mail will be migrated to a folders with the same name in the target tenant.
       • 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 tenant can be migrated to the Inbox-Migrated custom folder in the target tenant. 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.
13. Step 6: 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.
14. Step 7: 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.
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.
    2. Click Finish to save or start the task depending on the schedule option selected.

NOTE: Before the actual mail migration begins, a mailbox is activated by fetching a list of calendars using Graph API and delegated type of permissions. This is necessary as per Microsoft's recommendation to set the calendar configuration correctly before running the meeting link task.

 

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 are as follows:

Column value	Description
New	Migration has not yet started.
Provisioning	Mailbox is being provisioned.
Provisioning failed	Mailbox provisioning failed
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
Switched	Mailbox is switched between source and target.