Emailing is a very critical application for every business for many companies. Migrating company’s email requires careful planning, excellent communication between the management, the people performing the migration and the people whose mailboxes are being migrated.
Migration project planning
Consider email migration as any other project at your company. There should be a project manager who will create project plan, recruit the team who will perform the migration and arrange for the support team to help who experiences issues with the mailbox migrations. The project manager must develop the project plan and clearly communicate the plan to the management and the people involved in the management.
Type of E-mail environment
What type of email environment is your company currently using….?
Email based applications if any
Does your organization have any email-enabled applications?
For E.g. an auto reply to incoming email that addressed to a specific email address & a report generated by a line-of-business to a specific email address.
If your organization is using exchange 2000, exchange 2003 or exchange 2007, you can establish directory synchronization and email co-existence between your local exchange server environment and online services. This enables you to perform a controlled migration over time.
Number of mailboxes
Determine the number of mailboxes that you will need to migrate. When combined with the size of the mailboxes and your available internet connection bandwidth, this information will help you determine whether to migrate all of your mailboxes at once in a single phase migration, or to establish co-existence and migrate over time.
Current mailbox size
Mailbox size will affect how long it takes to migrate your mailbox content. Research your existing email environment and make sure that your users current mailboxes are smaller than or equal to the mailbox size allowed in online. If your organization has not previously limited mailbox size, it may be necessary to archive email from some of your mailbox content so the email email can be migrated to exchange online.
Email client software
Microsoft online services require office 2007 or outlook 2003. If your users are not currently using office 2003/2007, or if they are using a different email client, you will need to make aware and train the users in how to use the new email client.
Changing your organizational email environment can be disruptive. Depending on your organization, it may be necessary to temporarily increase your helpdesk resources or provide then with special training. Performing multiple phase migration over the time can help distribute the helpdesk lead over time.
During email migration, the MS online services migration tool read information from your email server, copy it to the computer running the tool, and then transfer the information to exchange online.
When you know the number and the size of your existing mailboxes, you can determine what the impact will be on your email servers and on your internet connection.
Migration tool pre-requisites
The person who installs the migration tools must have the necessary permissions and the computer on which the tool will be installed must meet specific hardware and software pre-requisites.