Making a smooth

transition to
Exchange Server 2013
Exchange Server 2013
migration guide
Authors:
Konrad Sagaa (Microsoft Exchange MVP)
Robert Mandziarz (CodeTwo Admin, MCTS)
Brought to you by CodeTwo
January 2014 |
Table of Contents
Abstract
About the Authors
Will 2014 be the year of Exchange Server
migrations? (Survey by CodeTwo)
Migrating email to Exchange 2013 or Offce 365
environment preparation
(Konrad Sagala, MS Exchange MVP)
Exchange 2003 to Exchange 2013
migration walkthrough
(Robert Mandziarz, CodeTwo Admin, MCTS)
Exchange 2013 migration checklist
2
4
5
8
11
19
Abstract
The extended support phase for Exchange Server 2003 ends April 8, 2014 as announced on
TechNet Blog. Since Microsoft is going to stop supporting Exchange Server 2003 soon, many
companies are at the crossroads whether to migrate to a new email platform this year, or not.
Doing nothing and keeping an old email server regardless of the fact that it is on longer supported
by the manufacturer can be risky. On the other hand, the migration from Exchange 2003 directly to
Exchange 2013 is a complex and time-consuming project that requires a lot of research.
The main purpose of this paper is to give you a wider overview of things that need to be taken into
consideration when moving to Exchange 2013. We did our best to include as much information as
possible that could help gain a better understanding of what troubles you may bump into and what
should be done to avoid them. Finally, we described one of the ways of migrating from Exchange
2003 to Exchange 2013 that includes using one of our migration tools, CodeTwo Exchange
Migration. Following this path will help you avoid one of the biggest problems while migrating from
Exchange 2003 to Exchange 2013 - conducting the double-hop migration.
About the Authors
Konrad Sagaa (MS Exchange MVP)
Dealing with server systems since 1993. For nearly 20 years he has been
focused exclusively on Windows Server, Active Directory and Exchange Server.
Konrad is the community leader and founder of Polish Exchange Pro and User
Group. He currently works as an IT System Architect in APN Promise S.A. Hes
an active MCT and Microsoft Most Valuable Professional awardee since 2007.
Visit his expert blog on: http://pepugmaster.blogspot.com
Robert Mandziarz (CodeTwo Chief IT Administrator, MCTS)
Windows Server, VMWare and Exchange Server administrator at CodeTwo.
He manages the companys main IT infrastructure, development and test
environments on a daily basis. Hes mainly focused on solving day-to-day
technical problems and deploying various editions of Exchange.
CodeTwo
Microsoft Partner (Gold Application Development competency) and
independent solutions provider for IT professionals dealing with Exchange
Server, Offce 365 and Outlook. CodeTwo products streamline email fow
administration, enhance online collaboration and help system engineers
perform email server migrations. In 2013 CodeTwo launched two new migration
tools for Exchange Server and Offce 365, which were acclaimed by portals like
MSExchange.org, and recommended by some of most recognized IT experts
from all over the world.
Will 2014 be the year
of Exchange Server migrations?
As the end-of-support date for Exchange 2003 approaches, it becomes clear that many Exchange
Server administrators already think about moving their companies to Exchange 2013, or Offce
365. Many of them have already made fnal decisions and are right about to start the migration.
To support this thesis, CodeTwo conducted a survey on a group of IT professionals to fnd out
about their plans for the forthcoming months.
The survey was carried out between October 22 and December 23, 2013 and it was sent online
to a group of IT administrators working with Exchange Server on a daily basis. The response rate
was different in the case of each question, but in total 159 Exchange Server administrators took
part. Lets take a look at the results
Over a half of surveyed administrators
declared that they are planning to move to
Exchange 2013 this year, and more than 11%
of participants reported they had recently
conducted the migration to this platform:
I have already completed the migration
Are you planning to migrate to Exchange Server 2013 within the next year?
No
Yes
A survey by CodeTwo
Obviously, the migration to Exchange 2013 (especially from Exchange 2003) is widely considered
to be risky and diffcult to perform. Administrators are concerned about many different aspects
of the entire process, especially when it comes to general technical problems, email service
availability, or potential data loss.
Data loss
Technical issues
Budget
Services availability during the migration
Staff has to learn new software
High time consumption of the entire process
Other (2%)
What is your biggest concern about migrating to Exchange 2013?
Surprisingly, although administrators who took part in the survey feel there are so many things that
can go wrong, they are unlikely to have any 3
rd
parties or consultants conduct the migration for
them. The majority of them plans to carry out the migration all by themselves, or with a very little
help from their consultants.
Are you going to perform the migration using your own resources,
or will you hire a 3
rd
party company / consultant?
I'm going to do it using only own resources
I'm going to hire a consulting company
Mixed mode
Other (1%)
Will 2014 be the year of Exchange Server migrations?
However, when it comes to 3
rd
party migration tools, the attitude of survey participants seems to
be completely different. Most of them revealed, they are thinking about using additional software
during the migration. Interestingly, they still havent made up their minds which software they
should use.
Yes
Are you going to use any 3
rd
party software / tools?
No It's possible but I don't know yet
The results of this short survey show clearly that although the process of migrating to Exchange
2013 is not easy to perform, many organizations are going to take that risk and make the transition
this year. The success of the entire operation will be determined by proper planning and the
usage of high-quality resources, including 3
rd
party software.
The next part of this guide will focus on possible infrastructure confguration problems an
administrator has to take into account while planning the transition to Exchange 2013.
Summary
Migrating email
to Exchange 2013 or Offce 365
- environment preparation
What are the most important things you need to consider before starting the migration to
Exchange 2013 or Offce 365? Although the specifcations of server machines and hard drives
performance may be crucial for on-premises Exchange installations, local server infrastructure
isnt so important when moving your users to Offce 365 - perhaps only in terms of integrating
your local Active Directory with Offce 365 users database. However, in both cases the bottleneck
can be found somewhere else, e.g. at WAN or Internet connections quality. Network performance
is especially important in terms of additional Exchange Server features used by employees, e.g.
central management of calendars, company contacts, Global Address List (GAL), or delegation of
tasks. In the end Exchange Server isnt just only about email.
All pre-confguration steps required to prepare your existing Active Directory and server
infrastructure for Exchange Server 2013 installation are thoroughly described in the offcial
documentation of the product, especially in the Planning and Deployment part, as well as on
the offcial page of the Exchange Server Deployment Assistant. You may also consider making
some calculations before you actually decide anything about your hardware confguration. Some
useful information on that topic, suggestions about physical placement of servers, as well as a
list of handy calculation tools can be found on Prabhat Nigams blog post on MSExchangeGuru.
com. To sum it up briefy, you can use the Exchange 2013 Server Role Calculator to specify such
important things as the number of necessary servers or the amount of needed hard drives. Please
note that the required amount of RAM for Exchange 2013 is twice as big as in Exchange 2010.
The Exchange Client Network Bandwidth Calculator may also come in handy, especially when
you plan to change the architecture of connections (e.g. during Exchange Server centralization or
while switching to Offce 365). It is also important to remember that before you actually begin the
calculations you need to determine how many emails (and of what size) users generate daily or
monthly.
By Konrad Sagala (Microsoft Exchange MVP)
Planning Offce 365 deployment is easier than Exchange 2013 on-premises. Because Exchange
Online is located in the Cloud, you dont have to think about things like system scalability, or
its performance. In the case of Offce 365, these things are completely covered by Microsofts
datacenter engineers. You can also use a rich set of documents and tools that were designed to
support the administrator during Offce 365 deployment. The best place to start is the Offce 365
deployment guide. You can also use OnRamp (previously known as Offce 365 Readiness Tool),
which may give you some additional useful information on the environment setup. If you plan to
run a hybrid confguration and want to integrate your local Active Directory with the Cloud, you
may want to have a look at IdFix (DirSync Error Remediation Tool). This tool will help you identify
and resolve possible problems with Active Directory attributes that, if not eliminated, may affect
data synchronization between the local Active Directory forest and Offce 365. If you migrate
from Lotus Notes, you will probably like to try the Online Notes Inspector (MONTI), which can be
downloaded from here.
Although the above mentioned tools may be helpful in the planning stage, they wont protect you
from unexpected problems with client machines you might encounter after migrating to Exchange
2013, or Offce 365. Microsoft expects that your users will only use client software that is fully
supported by Exchange 2013/Offce 365. Unfortunately, many companies still utilize Outlook
2003, Windows XP or even Windows Vista. Offce 365 enterprise plans E3, E4 as well as SMB
can only work with Windows 7 (or newer). This automatically eliminates almost a half of the client
machines that still operate on the market. In addition, the clock is ticking and soon Microsoft will
withdraw support for Windows XP and related products, regardless of the fact that at least 30%
of the market still uses it. Even though Outlook 2007 is offcially supported by Exchange 2013,
it doesnt allow to use all of its features as effectively as Outlook 2010 or 2013. In fact, Offce
365 team offcially suggests that only products with mainstream support should be used with
Offce 365 (Learn more here). It means that Outlook 2007 may now work with Exchange Online,
but each new update in the cloud can change this situation in the future. You could try using
the web browser and Outlook Web App instead, which theoretically supports all of Exchange
2013 features, however, the release of the Cumulative Update 3 back in November showed that
Microsoft doesnt care about the limitations of Internet Explorer 8 (or even IE9!) and future updates
will presumably only focus on Internet Explorer 11 and Internet Explorer 10 versions.
While preparing your migration to Exchange 2013, no matter if its installed on-premises, or in the
Cloud (Offce 365), you should analyze your environment frst. Contrary to what you may think,
the biggest challenge is not connected with the server confguration but with the client machines.
It often happens that in large organizations administrators simply dont know which versions of
operating systems (and their Service Packs) and mail clients are installed. Some companies use
dedicated software to manage client PCs (e.g. SCCM or LanDesk), but you can also try a free
tool from Microsoft instead, which is called Microsoft Assesment and Planning Toolkit (MAP). The
program in its current version 9.0 has been just optimized for better compatibility with the newest
Microsoft products. It will help you investigate the workstations and prepare reports containing
some useful information about your environment preparation, operating system versions or Offce
and Offce 365 editions.
To sum up, the above-mentioned tools can help you easily address some possible problems you
may encounter during the migration. Using them, however, will not let you solve all of the issues
you may have, but it will defnitely help you prepare the migration in a better way and identify
the parts of the environment that still need to be adjusted to Exchange 2013 and Offce 365
requirements.
Tools in spotlight:
Microsoft Exchange Server Deployment Assistant
Exchange 2013 Mailbox Server Role Requirements
Exchange Client Network Bandwidth Calculator
OnRamp for Offce 365
IdFix DirSync Error Remediation Tool
Microsoft Online Notes Inspector (MONTI)
Microsoft Assessment and Planning Toolkit
Migration from Exchange 2003 to
Exchange 2013
- step by step walkthrough
By Robert Mandziarz (CodeTwo Chief IT Administrator, MCTS)
Since Microsoft doesnt support the co-existence of Exchange 2003 and Exchange 2013, mailbox
migration between these two platforms is quite complicated. It doesnt mean, however, the
administrator cant do anything to make it more seamless and less time-consuming. There are
basically two options that are possible:
Carrying out the double hop migration, with Exchange 2010 pre-installed frst
Moving users mailboxes between forests (cross-forest migration) with a 3
rd
party migration tool
Because the frst option in my opinion requires additional work and involves too many resources,
I am going to focus on the second scenario, which makes the migration far easier and involves the
usage of CodeTwo Exchange Migration, a mailbox migration tool from CodeTwo. Heres a step-by-
step guide on how to migrate from Exchange 2003 to Exchange 2013!
CodeTwo Exchange Migration
The program was designed to enable easy inter- and cross-forest migrations of
Exchange Server mailboxes. It copies all mailbox data between Exchange Server
installations using the EWS (Exchange Web Services), also between Exchange 2003
and Exchange 2013. Since it is equipped with a graphical users interface, it doesnt
require running any PowerShell commands. It also features some additional tools, such
as the mailbox Automatcher and migration Scheduler that make the entire migration
process even more seamless.
More information, together with full pricing details can be found on the programs offcial
website: www.codetwo.com/exchange-migration/
Before you install and confgure CodeTwo Exchange
Migration make sure that your environment
(both source and target server) is prepared for migration.
Below you will fnd the list of key points to be considered:
I
Pre-migration
activities
STEP 1 Prepare a clean Exchange 2013 environment
in a new Active Directory forest
The following points need to be revised:
Accepted Domains
Send/receive Connectors
Servers' Certifcates
Default Email Address Policy
Internal/External URL's
Learn more
STEP 2 Enable a two-way trust relationship between the forests
Learn more about creating a forest trust
STEP 3 Confgure mailfow between the source and the target server
Confgure SMTP Connector on Exchange 2003
Confgure Send and Receive Connectors on Exchange 2013
STEP 4 Confgure synchronization (sharing) of Free/Busy Info on the target
server
Learn more about the Confguration of Free/Busy Sharing between Exchange
organizations
STEP 5 Prepare domain accounts on the target server
Migrate domain accounts between the Active Directory forests. You may do
it automatically using ADMT (Active Directory Migration Tool) or create the
accounts manually in the target forest. If you choose the manual approach
please bear in mind that the accounts' data like permissions' resources will
not be migrated.
Merge Active Directory Exchange Attributes using Prepare-MoveRequest.
ps1 script in the PowerShell
Learn more
STEP 6 Make sure that the target server's Administrator belongs to an
appropriate AD group, has permissions on users mailboxes and has his/
her mailbox correctly confgured
1. Check if the Administrator belongs to the Organization Management group:

Open PowerShell on the target server and enter Import-Module
ActiveDirectory script
Then execute Get-ADPrincipalGroupMembership | select name
2. Check the Administrator's impersonation rights on users mailboxes
Learn more on how to confgure the impersonation rights
3. Check that the Administrator's mailbox is confgured and activated
Migration from Exchange 2003 to Exchange 2013 - step by step walkthrough
STEP 7 Make sure that the Administrator who runs the migration has appropriate
permissions on the source server and also has the target server Admin's
credentials. Furthermore, make sure that the target server Admin, whose
credentials are used, has proper access rights to the target server's EWS
service
Verify the following:
1. Domain Admins membership
2. Access to the target server's EWS service using IP or a Domain Name,
e.g. https://[Exchange_IP]/EWS/Exchange.asmx or https://[Exchange_
Name]/EWS/Exchange.asmx
3. If a Client connects to EWS from the outside of the local network, they
need to have the external EWS URL correctly confgured:
Open Exchange Management Shell on the target server and check if
the ExternalUrl is defned: Get-WebServicesVirtualDirectory | f
If there's no address in the ExternalUrl line it needs to be defned.
Execute the following script: Get-WebServicesVirtualDirectory |
Set-WebServicesVirtualDirectory -ExternalUrl https://[Target
server's internet name]/EWS/Exchange.asmx
STEP 8 Adjust the EWS Throttling settings and change the maximum size limit of
sent mail to decrease the time of migration processing
Verify the following:
1. Change the global message size limits on Exchange 2003:
Open Exchange System Manager on the server that is running
Exchange 2003.
Expand Global Settings.
Right-click Message Delivery and then click Properties.
In Message Delivery Properties, click the Defaults tab. You may
modify the following settings:

a) Sending message size - this corresponds to the MaxSendSize
parameter in the Set-TransportConfg cmdlet.
Migration from Exchange 2003 to Exchange 2013 - step by step walkthrough
You can select No limit, or you can select Maximum (KB) to enter
an outgoing message size limit in kilobytes (KB). The default value is
10240 KB. Valid input for this parameter is 0 to 2097151 KB
We recommend that you set each global message size limit to match
the value of the corresponding organization message size limit.

b) Receiving message size - this corresponds to the MaxReceiveSize
parameter in the Set-TransportConfg cmdlet.
c) Recipient limits
d) Click OK to close Message Delivery Properties
2. Change Throttling settings on Exchange 2013:
Open Exchange Management Shell on the target server. To change
your connection speed limits please edit the following PowerShell
Cmdlets to suit your environment and execute it in the Shell:

a) New-ThrottlingPolicy CodeTwoMigrationPolicy
b) Set-ThrottlingPolicy CodeTwoMigrationPolicy
-RCAMaxConcurrency Unlimited -EWSMaxConcurrency Unlimited
-EWSMaxSubscriptions Unlimited -CPAMaxConcurrency
Unlimited -EwsCutoffBalance Unlimited -EwsMaxBurst Unlimited
-EwsRechargeRate Unlimited
c) Set-Mailbox "mailbox_name" -ThrottlingPolicy
CodeTwoMigrationPolicy (mailbox_name corresponds to the mailbox
that belongs to the target server administrator account you will be
using for migration)
3. Change the global message size limits on Exchange 2013:
Open Exchange Management Shell and verify the existing message
size limits by executing these PowerShell Cmdlets:

a) Get-TransportConfg | Format-List -Property MaxReceiveSize,
MaxSendSize
b) Get-SendConnector | Format-List -Property Identity,
MaxMessageSize
c) Get-ReceiveConnector | Format-List -Property Identity,
MaxMessageSize
To change your message size limits please edit the following
PowerShell Cmdlets to suit your needs and execute it in the Shell:

a) Set-TransportConfg -MaxReceiveSize 50MB -MaxSendSize 50MB
b) Set-SendConnector -Identity "" -MaxMessageSize 50MB
c) Set-ReceiveConnector -Identity "" -MaxMessageSize 50MB
Learn more about changing the message size and the connection
speed limits.
STEP 9 Installation of components required to install Codetwo Exchange
Migration on the source server (the installation wizard will guide you
through this process)
Verify the following:
WIC (Windows Imaging Component)
Learn more

.NET 4.0
Learn more

.NET 2.0 SP1
Learn more

System update for PowerShell 2.0
Windows server 2003 (x86)
Windows server 2003 (x64)
STEP 10 Installation and activation of CodeTwo Exchange Migration
The program needs to be installed and activated on a machine within the
source server domain.
Please note that it is recommended to install the migration tool directly on
the source server.
Make sure you meet the system requirements prior to installing the
software.
The steps below will guide through
the correct confguration
of CodeTwo Exchange Migration:
II
Migration
process
STEP 1 Connect to the source server
Once the program's installation is completed, choose On-premises Exchange
Server in the source server Connection wizard and go through the two following
steps:
Exchange Connection - enter the source server's name and the mailbox
(source server administrator's MAPI profle that belongs to Domain Admins
group) the program will work under.
By default, these felds should be flled automatically.
Verifcation - this process checks the connection to the source server
using the source server Administrator's MAPI profle and the Admin's group
membership.
If all data has been correctly entered, the source server mailboxes should be
listed in the main window of the program.
Learn more about troubleshooting the source server connection settings
STEP 2 Connect to the target server
After successfully listing the source server mailboxes move on to defne the
target server:
Open up the target server connection wizard - it is available in the Click
to select target feld in the target mailbox column.
Server connection - choose Autodiscover Exchange Server (default
option) to automatically fnd the proper Target Server.
Admin's credentials - specify the UPN of the target server Administrator
via the Browse... option. It will let you defne which target server's
Administrator you are referring to. Next, enter the Admin's credentials and
move on to verifcation.

UPN (User Principal Name) is an internal account name of a user in an
email address format.
Verifcation - this process verifes the target server Administrator's
credentials and his group membership.
a) Once the verifcation is completed there should be no errors
under the three following points. However, if any errors appear
please consult the Learn more sections describing the most common
confguration mistakes.

b) Now is the time to test the Administrator's impersonation rights on
the chosen target mailbox. Under the Test button provide the Active
Directory user's email address and hit Test. If your rights have been
successfully granted, you will be notifed about it with an adequate
information.

c) Finally, after closing the Wizard the Select target mailbox window
will display where you can choose the desirable target mailbox for
migration.
STEP 3 Match the source mailboxes with the target mailboxes
Matching the source with the target mailbox can be done in two ways:
automatically via the built-in Automatch feature or manually.
1. Automatch - this mechanism automatically matches the source mailboxes
with the corresponding target mailboxes based on users' frst and last
names.
Choose as many source mailboxes as you want to migrate (shift
+ mailbox line for specifc ones or Ctrl + A to choose all) and click
Automatch.

In the Automatch mailboxes window make sure that you're
connected to the correct target server. Once you run the Automatch,
a result of corresponding target mailboxes will show. You can open up
the HTML Automatic Matching Report showing which mailboxes were
actually matched and those that were left unmatched.
Close the Automatch and the HTML windows. In the main window of
the program you will notice the Auto entry next to target mailboxes in
the Matching column.

If there are any target mailboxes that haven't been matched
automatically, you need to link them manually.
2. Manual matching
In the main window of the program choose Click to select target
feld in the Target mailbox column next to the source mailbox you
want to migrate.
Once you confrm your choice, the given mailbox should appear in
the Target mailbox column in the source mailbox row within the main
window of the program (the Manual entry will show in the Matching
column).

In order to manually add other target mailboxes please repeat the
abovementioned steps.

In the Select target mailbox window that displays, make sure the
correct target server Admin's mailbox is visible. Then choose one of
the listed target mailboxes or enter the desirable one manually.

If the target server mailboxes are not listed please consult this article
STEP 4 Set the maximum number of concurrent connections with the target
server and enable the mechanism changing the local EX addresses into
the corresponding SMTP ones
In the Settings tab (accessible from the main window of the Administration
Panel) defne the following features:
Concurrent Connections
Address rewriting
STEP 5 Start the migration
Once you start the migration, all items from the source mailboxes will be
migrated to their corresponding target mailboxes.
The migration processing time depends on several different factors, e.g.
the number of mailboxes and items, the speed of internet connection, EWS
Throttling settings and so forth.
STEP 6 Check if the number of migrated items in the target mailbox folder
corresponds to its equivalent on the source server
If you notice any missing items in the target mailbox restart the migration using
the Rescan feature.
If any problems appear during the migration process, they will be indicated
by the yellow or red triangle visible in the Migration Status column in the
main window of the program. Details of the problems can be checked in the
diagnostic fles.
STEP 7 Check if there aren't any new items in the source mailbox after migration
Once the migration is fnished and you've noticed that some new items
appeared in the migrated source mailbox, just restart the migration using the
Rescan feature.
Once the migration is completed
please follow the points below:
III
Post-migration
cleanup
STEP 1 MX records
Change MX records to enable mailfow to new servers. Please note that this
process may take several hours.
If any new items appear in a source mailbox while the MX records are being
changed, it is possible to migrate them after the records' migration process
is completed. It can be done via the Administration Panel of the program by
choosing the Rescan feature.
STEP 2 The previous domain
Disconnect the previous domain and Exchange Servers.
If you have any problems with disconnecting your domain please consult your
Domain Provider.
Troubleshooting:
For troubleshooting information,
refer to our Knowledge Base.
For additional resources,
refer to Frequently Asked Questions or give us a call.
To see how the program performs in action watch this
video presentation on YouTube
Still have questions? Please contact us:
CodeTwo experts will help you solve technical problems with CodeTwo Exchange Migration for free.
Toll Free (USA & Canada): + 1 888 725 33 64 | Phone (United Kingdom): + 44 20 3318 2001 | Phone (All Countries): + 48 71 71 66 545
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Microsoft, Windows, Outlook, ActiveSync, Active Directory are either registered trademarks or trademarks of Microsoft Corporation in the United States
and/or other countries. CodeTwo is a registered trademark of CodeTwo company in the United States and other countries. All other trademarks are the
property of their respective owners. CodeTwo is an independent company and is not affliated with Microsoft Corporation.
Exchange 2013 migration checklist
Use the checklist below to carry out a cross-forest migration from Exchange 2003
to Exchange 2013, using a 3
rd
party migration tool, CodeTwo Exchange Migration.
Step Activity Check?
Pre-migration activities
1 Prepare a clean Exchange 2013 environment in a new Active Directory forest
2 Enable the two-way trust relationship between the forests
3 Confgure mail fow between the source and the target server
4 Confgure synchronization (sharing) of Free/Busy Info on the target server
5 Prepare domain accounts on the target server
6
Confgure the Administrators account on the target server (group membership, admins
permissions, enabled mailbox)
7
Verify the permissions of administrative accounts on the source and target servers
(Domain Admins membership, access EWS external address)
8 Adjust the EWS throttling settings
9
Verify if all components needed to run CodeTwo migration tool are present (WIC, MAPI
CDO, .NET 2.0 SP1 & .NET 4.0, System update for PowerShell)
10 Install and activate CodeTwo Exchange Migration
Migration process
1 Connect to the source server
2 Connect to the target server
3 Match the source mailboxes with the target mailboxes
4 Set the maximum number of concurrent connections with the target server
5 Start migration
6
Check if the number of migrated items in the target mailbox folder corresponds with its
equivalent on the source server
7 Check if there aren't any new items in the source mailbox after migration
Post-migration cleanup
1 Change MX records to enable mail fow to new servers.
2 Disconnect the previous domain and Exchange Servers.