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On Demand Migration Current - User Guide

About On Demand Migration Before You Start Account Migration Mail Migration Public Folders Migration OneDrive Migration SharePoint Migration Microsoft Teams Migration Microsoft 365 Groups Migration Troubleshooting Finalizing the Migration

Assessment

When you complete the collection of statistics for the mailboxes you can view the reports about the mailboxes. Switch to the Assessment view to see the reports on the mailboxes.

The following reports are available for Mailboxes:

  • Mailbox statistics
    • Total mailboxes
    • Total size
    • Average size
    • Maximal size
    • Average Item Count
  • To clean up
    • The users not logged on to mailbox for 30 days
    • The users not logged on to mailbox for 90 days
    • The users never logged on to mailbox
    • Disabled users with mailbox
  • Inventory
    • Mailboxes with archive
  • To adjust
    • Mailboxes with duplicate user name

When you are done with the assessment you are ready to start the migration.

Migrating Mailboxes

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

Steps to migrate mailboxes
  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 select an existing project.
  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:
      1. Migrate Mail - select this option to migrate email items.
      2. 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.

      3. Migrate Contacts - select this item to migrate contacts.
      4. Migrate Tasks/Notes - select this option to migrate tasks and notes.
      5. 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.
      6. Migrate Recoverable Items - select this option to migrate recoverable items, mailbox delegation, and folder permissions. If the check box is unchecked these items will not be transferred.
      7. 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.
      8. 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.

      9. Migrate Auto-Reply settings - select this option to migrate auto-reply settings.
    3. Click Next.
  10. Step 3: 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 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.
    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 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 mailboxes from the selection provided. Provide a target folder name corresponding to the source folder (inbox, deleted, archive, sent items).
      • Migrate specific folders - select this option to migrate specific folders from the list provided, and specify the target folder. Well known folders such as inbox, deleted, archive, and sent items can be migrated to a custom mailbox. For example Inbox on the source can be migrated to Inbox-Migrated on 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 of 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:

        1. On the Home tab, click Junk, and then click Junk E-mail Options.
        2. 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: 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 - the task will run immediately.
      • Run later - the task must be started manually.
      • Schedule - specify a future date and time to run the task.
    2. Click Next.
  15. Step 8: 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.
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.

 

Migrating Meeting Links

When a calendar item with a link to a Microsoft Team meeting is migrated, the link to the original team meeting in the source tenant is retained. Use the New Meeting Link Migration Task to update Microsoft Team meeting links in the target tenant.

IMPORTANT: Mailbox migration with the Migrate Calendar option selected, must be completed before starting this task.

To migrate meeting links:

  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 select an existing project.
  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, click More Actions and then select Meeting Link Migration. The New Meeting Link Migration Task wizard opens.
  8. Step 1: 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 - the task will run immediately.
      • Run later - the task must be started manually.
      • Schedule - specify a future date and time to run the task.
    2. Click Next.
  9. Step 2: 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.
How to track the migration

You can track a task's progress from the Tasks tab and filter for tasks where Type = Meeting Link Migration. You can view the summary on the Dashboard or monitor alerts and notifications in Events.

Meeting Link Migration Considerations
  • Meeting links cannot be remigrated.

 

Switching Clients

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

Note: 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 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.

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