Migrate Organization from Hosted Exchange Solution to Office 365 using Cutover Migration

After having your mail system hosted by a hosting company and with Exchange Online and Office 365 becoming even more widespread and popular, you are ready to commit to the move and get away from that hosting company or ISP.

But how do you go about moving all your mailboxes, distribution groups and other exchange resources? Many,  if not all,  hosting companies will give you zero visibility to their environment so you really cannot do a regular hybrid type of migration.

The solution is to perform a cutover migration to Exchange Online. In a cutover migration, all on-premises mailboxes are migrated at the same time. to do a cutover migration, a few things to note are:

  • Your current on-premise Exchange server is running Microsoft Exchange 2003, 2007, 2010 or 2013
  • A maximum of 2,000 mailboxes can be migrated using this method of migration
  • The primary domain name used for your on-premise organization must be an accepted domain in Office 365 before you begin the migration

For more details on how this type of migration process works, check out Microsoft’s TechNet article – https://technet.microsoft.com/en-us/library/jj898490(v=exchg.150).aspx

MIGRATION STEPS

Now that the requirements are in place, here are the steps you need to perform. Please note that the assumption is you have already purchased and configured your Office 365 tenant.

Also note that Azure Active Directory Sync tool cannot be run with a cutover migration. If it has already been installed, it must be deactivated.

Step 1: Prepare for a Cutover Migration

  • Add on-premise Exchange Organization as an accepted domain in Office 365. The migration service will use the SMTP address of your hosted mailboxes to create Microsoft Online user accounts and email addresses for the new online mailboxes.

If your on-premise organization uses multiple SMTP domains, all the domains must be added and verified as accepted domains in Office 365. Once added, configure the default domain for the organization.

  • Configure Outlook AnyWhere on your on-premise Exchange server. The migration service uses RPC over HTTP to connect to the hosted Exchange server.
  • Verify Connectivity to the hosted Exchange organization using Outlook AnyWhere. This can be done either by configuring Outlook from Outsize your corporate network to connect to a hosted mailbox or by running the Microsoft Remote Connectivity Analyzer to test the connection settings.
  • Assign an on-premise user account necessary permissions to access mailboxes in the hosted Exchange organization. The user account that will be used to connect to the on-premise Exchange organization is called the migration administrator and it needs the proper permissions to access the mailboxes to be migrated.

The permissions required by the migration administrator can be either Domain Admins group member in active directory OR it can be assigned Full Access permission for each on-premise mailbox to be migrated OR it can be assigned Receive As permission for each on-premise mailbox database that stores the user mailboxes.

  • Disable Unified Messaging. Unified Messaging (UM) must be disabled on all on-premise mailboxes before migrating them. Once migrated, you can enable UM in Office 365
  • Security Groups and Delegates. A cutover migration only moves mailboxes, mail users, mail contacts and mail-enabled groups. If any other Active Directory object is assigned as a manager or a delegate to an object being migrated, it must be removed from the object before the migration process.
  • Un-hide any hidden Exchange Objects. The migration service is not able to detect any hidden objects in Exchange. If you have any mailboxes or other objects that need to be migrated and are hidden, they must be unhidden for the migration service to detect them and include them in the migration batch.

Step 2: Create a Migration Endpoint

A Migration endpoint is simply an Exchange Online object that contains the connection settings for the on-premise server hosting the mailboxes to be migrated. it includes the credentials (NetBIOS_Domain_Name\UserName and password) for the migration administrator.

To create a migration endpoint (see https://technet.microsoft.com/en-us/library/jj874458(v=exchg.150).aspx)

  1. In the EAC, navigate to Recipients > Migration. Click More More Options Icon, and then click Migration endpoints.
  2. On the Migration endpoints page, click New Add Icon.
  3. On the Select the migration endpoint type page, click Outlook Anywhere, and then click Next.
  4. On the Enter on-premises account credentials page, complete the following boxes:
    1. Email address   Type the email address of any user in the on-premises Exchange organization that will be migrated using this endpoint. Exchange Online will test the connectivity to this user’s mailbox
    2. Account with privileges   Type the user name (using the domain\user name format) for the migration administrator
    3. Password of account with privileges   Type the password for the administrator account that you specified in the previous box
  5. Click Next. Exchange Online uses the information on the Enter on-premises account credentials page to test connectivity to the source server, and then displays the Confirm the migration endpoint page. Once confirmed, click Next to continue.
  6. Enter information in the following boxes:
    1. Migration endpoint name   This name is displayed in the list of migration endpoints. It’s also used in the drop-down list of migration endpoints when you select a migration endpoint while you’re creating a migration batch. This is required
    2. Maximum concurrent migrations   This is the number of connections to the source server that are available to migrate on-premises mailboxes and mailbox items to Exchange Online during initial and incremental synchronization. If the value is set to 20, which is the default value, you can migrate up to 20 mailboxes at the same time
    3. Maximum concurrent incremental syncs   This is the number of connections to the source server that are available to perform incremental synchronizations. If the value is set to 10, the default value, then incremental synchronization can be performed on up to 10 mailboxes at the same time.
  7. Click New to create the migration endpoint.

Step 3: Create the Cutover Migration Batch

Following Microsoft’s recommendation on creating a migration endpoint first, the process to create the migration batch is as follows:

  1. In the EAC, navigate to Recipients > Migration.
  2. Click New Add Icon and then click Migrate to Exchange Online.
  3. On the Select a migration type page, click Cutover migration, and then click Next.
  4. Since the migration endpoint has already been created, the fully qualified domain name (FQDN) of your on-premises Exchange server and RPC proxy server are displayed on the Confirm the migration endpoint page. Verify the settings and then click Next
  5. On the Move configuration page, type the name of the migration batch, and then click Next. This name will be displayed in the list of migration batches on the Migration page after you create the migration batch. Batch names can’t contain spaces or special characters
  6. On the Start the batch page, do the following:
    1. Click Browse to send a copy of the migration reports to other users. By default, migration reports are sent to the administrator who creates the migration batch. You can also access the migration reports from the properties page of the migration batch
    2. Specify to Automatically start the batch so that the migration is started as soon as you save the migration batch.
  7. Click New to create the migration batch

Step 4: Configure your MX Record to Point to Office 365

Until you change your MX record, email sent to users is still routed to their on-premises Exchange mailboxes. Once the migration batch has been created, incremental synchronization process synchronizes the on-premise exchange mailboxes and the Exchange Online mailboxes once every 24 hours to keep them in-sync until you stop or delete the migration batch.

Using DNS, the MX record of the SMTP domain(s) can then be changed to the value provided by the DNS Domain setup in Office 365. AutoDiscover and other DNS records can also then be created for the domains.

Once you configure your organization’s MX record according to those settings, all email is sent directly to the Exchange Online mailboxes.

Step 5: Delete the Cutover Migration Batch

After changing the MX record, verify mail is being routed to the Exchange Online mailboxes. Once confirmed, verify the following:

  • Mail is being delivered directly to Exchange Online mailboxes
  • All users are now connecting to their Exchange Online mailboxes
  • The Exchange Online mailboxes have been synchronized at least once after the MX record change.

Once all has been verified, the migration batch can be deleted:

  1. In the EAC, navigate to Recipients > Migration
  2. On the migration dashboard, select the batch, and then click Delete Delete icon.

Step 6: Assign Licenses to Office 365 users

Using the cutover migration process, a user account is created in Office 365 for each mailbox being migrated. For those that are configured as resources or shared in a source Exchange 2010 or 2013 Server, they will be migrated as such and those do not require licenses in Office 365.

Before users can begin using their mailboxes, licenses must be assigned to activate the user account. If no licenses are assigned, the mailbox will be disabled when the 30-day grace period ends.

Best Practices

  • Configure New Outlook Profiles using GPO
  • Implement a single sign-on solution.   After all mailboxes are migrated to the cloud, you can implement a single sign-on solution to enable users to use their on-premises Active Directory credentials (user name and password) to access their Office 365 mailboxes and existing on-premises resources. You implement a single sign-on solution by deploying Active Directory Federation Services 2.0 (AD FS 2.0).
  • Change the DNS Time-to-Live (TTL) setting on your MX record.   Before you start to migrate mailboxes, change the DNS TTL setting on your current MX record to a shorter interval, such as 3600 seconds (one hour). Then, when you change your MX record to point to your Office 365 organization after all mailboxes are migrated, the updated MX record should propagate more quickly because of the shortened TTL interval
  • Updating the WindowsEmailAddress attribute   The WindowsEmailAddress attribute is used as the primary key for the cutover migration and changing the WindowsEmailAddress attribute on the on-premises side during a cutover migration isn’t recommended. If the WindowsEmailAddress attribute needs to be changed, we recommend that you remove the target MigrationUser attribute, remove the target mailbox, group and contact, and then restart the migration batch.
  • Communicate with your users.   Let users know ahead of time that you’re migrating the content of their on-premises mailboxes to Exchange Online. Consider doing the following:
    • Asking users to delete old or unnecessary email messages from their Exchange mailboxes before migration. This helps reduce the amount of data that has to be migrated and can help reduce the overall migration time.
    • Suggesting that users back up their Inboxes
    • Telling users when they can use their Office 365 user account to access the email that was migrated from their on-premises accounts. Don’t give users access to their Exchange Online mailboxes until you’re ready to switch your MX record to point to Office 365
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