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Overview
This section is intended to give you an overview of the migration process and your
responsibilities.
2. Verifying compatibility
Your desktops and servers need to be prepared for Office 365. Youll need to make
sure your computers are running an updated version of Windows, Mac OS, and
Office. If were doing an automated migration, well verify your servers
compatibility too.
3. Updating Software
Your operating systems and productivity software need to be fully updated for Office
365 to work reliably.
4. Gathering information
Youll need a bunch of information to complete your email migration. Along with this
document you should have received a spreadsheet with a checklist to record
information about each of your computers, your servers, your DNS provider, etc.
Once you have this information you can schedule your migration!
Phase 1
getting the donation
(everyone likes free stuff)
Overview
Microsoft offers free licensing to most non-profit organizations, but the process can be
misleading and confusing. Were here to help you get the non-profit pricing with the least
headache possible. The general process for getting Office 365 is as follows:
1.
2.
3.
4.
6.
7.
Features with E1
No Azure Rights
Management
Features with E3
Azure Rights Management
Exchange Online
(User subscriptions
are not required for
conference rooms and
shared mailboxes.
These special mailbox
types do not have
login credentials.
Instead, licensed users
with the appropriate
permissions manage
them via delegation.)
Encrypt
ion of data at rest
(BitLocker)
No
IRM using Azure RMS
IRM
using Windows Server AD
RMS
No
Office 365 Message
Encryption
No InPlace Hold and Litigation
Hold
InPlace eDiscovery
No
Data Loss Prevention
No Inactive Mailboxes
Encrypt
ion of data at rest
(BitLocker)
IRM
using Azure RMS
IRM
using Windows Server AD
RMS
Office
365 Message Encryption
InPlace Hold and Litigation
Hold
InPlace eDiscovery
Data
Loss Prevention
Inactive
Mailboxes
Included
Exchange Online
Archiving
SharePoint Online
Available as add-on
No BCS (Business
Connectivity Services)
Deferred Site Collection
Upgrade
No DLP
Encryption at rest
(BitLocker encryption of doc
libs, OneDrive, and site data)
BCS (Business
Connectivity Services)
Deferred Site
Collection Upgrade
DLP
Encryption at
rest (^ + Pre-file encryption
encrypting every individual
file with a unique key)
No IM Content
Archiving
No Conference Content
Archiving
No User Level
Archiving Configuration
Presence Awareness
Web App
BI
Included Products
E1
Office Online
E3
1 TB OneDrive
for Business
50 GB inbox w/
Outlook
Shared
Office Online
1 TB OneDrive
for Business
Skype for
Business
Office for
Mobile Devices
Calendaring
50 GB inbox w/
Outlook
SharePoint
Shared
Calendaring
Newsfeed/Yam
mer
Skype for
Business
O365 Video
SharePoint
Newsfeed/Yam
mer
O365 Video
IRM
eDiscovery
Center
PowerQuery,
PowerPivot, PowerMap
(Add-on needed
for PowerBI)
The most important part of this process is to ensure that you have signed up for the E3
Trial and not the Small Business Trial.
Phase 2
verifying compatibility
(the annoying stuff)
Overview
Office 365 gives your organization access to cutting edge cloud technologies, but those
cutting edge technologies require relatively new software on the ground. This section
helps you understand the requirements for Office 365 and determine if your computers are
supported.
Please note that all software and devices must be fully updated. In the following
sections well help you determine what operating system and office versions you are
running.
Windows Vista
Windows 7
Windows 8
Windows 10
Browsers
Mac OS X 10.6
Internet Explorer 10 or greater1
Latest versions of Firefox or Chrome
Office Versions
Safari 5 or greater
Office 2010
Office 2013 (recommended)
Office 2016
Office 2011 for Mac
Office 2016 for Mac
Mobile Devices
Please note that, because of the tremendous variability of mobile devices by manufacturer and
version, we cannot guarantee compatibility. Configuration of all mobile devices is your
responsibility. Technically, any phone that supports the Active Sync protocol should support Office
365, but functionality can vary dramatically.
iOS (Apple)
Android
Windows Phone
Blackberry
1 Internet Explorer is required for full functionality. However, almost all features are
available in the latest versions of chrome and Firefox. To fully understand the limitations
see Microsofts guide: https://support.office.com/en-IN/article/Office-365-systemrequirements-719254c0-2671-4648-9c84-c6a3d4f3be45
Servers
Server compatibility is only important if your organization is completing an automated exchange
migration from an on-premise server.
For Exchange
Migration
Integrations
Please note that, because of the tremendous variability of 3rd party devices and services that
provide email integration, we cannot guarantee compatibility. It is your responsibility to verify
compatibility of your devices and services with Office 365. We will only configure devices and
services supported by Office 365 specifically included in the scope of work your organization
signed.
Windows Machines
1
8.
9.
Windows Machines
1
Android Devices
The Android OS version is not particularly helpful when determining compatibility. Please
refer to your wireless or device vendor.
Blackberry Version
Email Migration
In order to perform an email migration, your server must be running Exchange 2003 or
higher. All service packs and updates must be installed.
Email migrations use the RPC over HTTP protocol (Outlook Anywhere). For the migration to
work, your server may need to be reconfigured. Microsoft provides a testing tool that can
help you verify your configuration at https://www.testexchangeconnectivity.com/. Use the
Outlook Connectivity test and ensure it runs without any errors or warning.
This may require purchasing and installing an SSL certificate. We typically recommend
performing an internet search for godaddy SSL coupon and using the least expensive
option.
The following resources can help you configure your server appropriately for an email
migration:
Generating a Certificate Request
http://support.godaddy.com/help/article/5277/generating-acertificate-signing-request-csr-iis-5-and-6
IIS 7 http://support.godaddy.com/help/article/4800/generating-acertificate-signing-request-csr-microsoft-iis7
Installing a Certificate
IIS 5 & 6
IIS 5 & 6
http://support.godaddy.com/help/article/4875/installing-anssl-certificate-in-microsoft-iis-5-amp-6
http://support.godaddy.com/help/article/4801/installing-anssl-certificate-in-microsoft-iis-7
Configuring RPC over HTTP
IIS 7
Exchange
2003
Exchange
2007
Exchange
2010
Exchange
2013
http://support.microsoft.com/kb/833401
http://technet.microsoft.com/enus/library/bb123889(v=exchg.80).aspx
http://technet.microsoft.com/enus/library/bb123542(v=exchg.141).aspx
http://technet.microsoft.com/enus/library/bb123741(v=exchg.150).aspx
Directory Synchronization
Office 365 can synchronize with your local Active Directory (AD) environment to
automatically copy users youve created on-premise to the cloud.
The following information is synced one-way from your local AD to Office 365 with
Directory Synchronization:
Permissions
Passwords (yet)
Phase 3
updating software
(ensuring things go smoothly)
Overview
Using supported versions of Windows, Mac OS X, and Office is just the first step. In order to
ensure Office 365 works well with your computer you must also ensure all of the software
is fully updated.
Windows Server
Windows Server is typically updated in the same manner as the Windows OS.
To ensure that Exchange is fully updated, manually verify that the latest service pack has
been installed and run Windows Update again.
Mac OS X
1
Mobile Devices
Please refer to your manufacturer for update instructions. However, typically:
Phase 4
information gathering
(documentation everywhere)
Overview
Youll need a bunch of information to make sure that your Office 365 migration goes
smoothly. Youll gather this information in the spreadsheet that accompanied this
document, but this section is intended to help you gather and document the necessary
information. Below is an overview of the questions well be asking.
Devices
List of Desktops and Laptops
Youll need a list of every desktop and laptop along with the OS version and Office
version and configuration that updates have been installed.
List of Email Integrations
Youll need a list of every system you want to integrate with Office 365. This list will help
make sure that you have the time to make sure each device is compatible.
List of Mobile Devices
If you intend to configure your users mobile devices for them, it is a good idea to have a
list of all the devices you will be configuring, their OS version, etc.
Exchange Information
List of User Mailboxes
You need a list of every mailbox in your organization to ensure that everything is
provisioned properly.
List of Shared Mailboxes
You need a list of shared mailboxes (including resource mailboxes) used in your
organization and who has permissions to these mailboxes. Well cover what this is later
in the document.
List of Public Folders
Office 365 does not support public folders. If you currently use public folders in an onpremise Exchange environment, youll need a list of these folders so you can work to
convert them to a public mailbox or a SharePoint list.
List of Distribution Groups
You need a list of the Exchange distribution groups you want configured in your
organization and who should be a member of them. This is only needed for manual PST
migrations.
DNS Credentials
Well need login information to your DNS provider.
Device Lists
Please see the accompanying spreadsheet for details about the device lists. Make sure
that the information in the sheets matches at least the minimum system requirements
outlined earlier in this document. It is your responsibility to ensure that your desktops are
ready for your organizations migration to Office 365.
Exchange Information
List of User Mailboxes
Well need a list of every user you wish to have a dedicated user mailbox. Users log into
these mailboxes with a username and password. They can be used in Outlook Web Access
or full Outlook and are accessible with mobile devices via Active Sync. Note that
passwords expire every 90 days, though this duration can be increased for your
organization as a whole.
Well ask you for the following information:
First & Last Name: These will form the users display name on emails and in lists.
Primary Email Address: All emails from this user will appear to come from this
email address. This address will also be the login name for the user.
Secondary Email Addresses: User mailboxes can have multiple secondary email
addresses. These allow you to receive email sent to other email addresses in your
mailbox. You cannot send from these addresses. This is useful when changing
addresses or when you want multiple versions of the same address
(sam@techimpact.org and samc@techimpact.org).
Should the User Be an Admin: Do you want the user to be an administrator?
Full Name: This is displayed in lists and on email from the mailbox.
Primary Email Address: All emails from this user will appear to come from this
email address. This address will also be the login name for the user.
Secondary Email Addresses: User mailboxes can have multiple secondary email
addresses. These allow you to receive email sent to other email addresses in your
mailbox. You cannot send from these addresses.
Full Access Permissions: Which users should have full access to this Mailbox.
Users with full access can also share particular folders (Contacts, Calendar, Inbox,
etc.) to users in your organization.
Send-As Permissions: Which users should be able to send email that appears to
come from this mailbox. Note that users must manually select the address in
Outlook and all sent mail will be placed in the users sent items rather than the
shared mailbox.
NOTE: If you are planning a SharePoint implementation you should hold off on
creating shared calendars and contact lists in Exchange. These can be better
managed through SharePoint.
If you have public folders in on-premise Exchange, we will need to convert them to either
Shared Mailboxes or SharePoint lists. Office 365 does not support Public Folders. By
providing this information to us we can work with you to define a plan for conversion.
For every public folder you have on-site please provide the following:
Folder Name: The name of the public folder (if you have a folder hierarchy with
the same type of items in every subfolder (calendar OR mail OR contacts, etc.) you
only need to list the top-level folder).
Content Type: Does the folder hold mail items, contacts, calendars, etc.
Primary Email Address: If the public folder is mail-enabled we need to know the
email address.
Users with Access: Who has access to this public folder?
Display Name: This is displayed in lists and on email from the distribution group.
Primary Email Address: Youll send email to this email address.
Externally Accessible: Do you want individuals outside of your organization to be
able to send email to this list?
Members: Which internal users and external email addresses do you want to
receive emails sent to this list?
Credentials
In order to get things up and running well need access to a couple of your systems.
Domain Registrar: Your domain registrar is who you purchased the domain itself
from ($10 or so a year). The domain registrar holds the domain for you and provides
a database of contact information for people wanting to ask you about the domain.
This is often a separate company from the DNS Provider and Web Hosting provider.
The domain registrar also holds the address of your name servers. These name
servers tell other computers who your DNS provider is. We dont need to edit these
settings.
DNS Provider: Your DNS provider actually stores all of the information about where
to find different services for your website. This is the service we need a
username and password for. The DNS provider is often, but not always, the same
as your web hosting provider.
Phase 5
Migration, Device Configuration, and
Training
(its finally time)
Overview
Once weve gotten all the information we need from you, well start working on your
migration! Well send you more information when the time comes, but we want to set the
stage so you know whats coming. Migrations have several distinct stages, depending on
the type of migration:
Phase 6
communicating with users
(helping everyone feel comfortable)
Overview
User communication is critical in any migration. This section provides you with guidelines
and templates to ensure your users understand exactly what is going on. We suggest you:
Notify users 1 week before the migration with an outline of the process and lines of
communication.
Provide them with a copy of our setup / Outlook Web Access guide and inform them
of our documentation portal to help them through the transition.
Setting Expectations
Setting user expectations is key in a successful Office 365 project. Be sure to send the
email in the following section with enough time for your users to ask questions and include
your users in the decision making and scheduling process.
Above all, let your users know that there will likely be some small problems, but that the
migration will dramatically help your organization in the long term. Make sure they know
how to contact you, and that they trust that issues will be resolved quickly.
User Notification
We recommend that you inform users of the upcoming transition at least one week
beforehand. Below is a template you can modify and copy/paste into a staff-wide email.
Please be sure that users understand that you are the first contact in the event of an
issue. You should then feel free to contact us if you need help resolving the issue.
Hello Everyone,
Please be sure to carefully and fully read this email. Most of your concerns are addressed here, but
this process is somewhat complicated. A careful reading should ensure that this transition has the
smallest possible impact on your work.
Overview
As you know, we will soon be migrating our collaboration platform email, calendars, contacts, tasks, etc
to Office 365. This migration will ensure that you have access to your information from anywhere and in
any situation even if something happens to our building. Moving to Office 365 will also reduce our costs
and help us focus on our mission.
On <insert go-live date here> you will begin to use Outlook Web Access in Office 365. At this time
new email will only appear in Outlook Web Access. You can continue to use your local Outlook to
view old email, but it is important that you do not send mail from this account.
On this day we will be around to reconfigure Outlook on your local machine. At this time, well start
importing your old email into your new Office 365 account. You should be able to view both your old email
and new email in Outlook within a few minutes. It may take several days before all of your old mail is
accessible in Outlook Web Access.
Once Outlook has been set up youll need to re-share your calendar, set up your signatures, and customize
Outlook again to your satisfaction.
Instructions for using Outlook Web Access can be found in the attached user guide.
Changing Your Password
Please do not change your password until your desktop is configured. If you need your password changed,
you need to talk to me, and Ill need to record it so that Outlook can be configured for you.
Configuration
Well be around to configure your desktop <insert estimated date/time>, but you can do it yourself now
and configure your mobile devices using the instructions attached.
Once Outlook has been configured youll need to set a few things back up:
Autocomplete
If you are currently using Autocomplete as an address book to store the email addresses you frequently use
please note that Microsoft does not provide a way to migrate this list. You will lose your autocomplete
list after the migration. Please save any email addresses you need in your autocomplete list to your contact
list so they will be transferred during the migration.
Documentation
We have also provided you with documentation for your users in the form of the Office 365
Go-Live User Guide. This docum This documentation is courtesty of Tech Impact, This
documentation is courtesty of Tech Impact, who also provide consulting services if you
need more support. This documentation is courtesy of Tech Impact, who also provide
consulting services if you need more support.
This document outlines:
In addition to this PDF document we have a rich web portal with Office 365
documentation. This portal can be reached at the URL below:
portal.techimpact.org
username: client
password: support
We are updating this portal all the time. Please let us know if there is anything youd like
to see added to the portal or to the documentation.
Phase 7
go-live & server reconfiguration
(the technical stuff)
Overview
When the day comes, we need to make some technical changes to make sure that (a) mail
flows to Office 365 instead of your on-premise server and (b) outlook can find Office 365
for an automated configuration. To do this two things need to happen:
Youll need to make some of these changes yourself. The rest of this section outlines how
to make the changes.
About DNS
DNS changes can take up to 48 hours to propagate, although changes typically take no
more than a couple hours. This means that it can take up to 48 hours for Outlook and Lync
on every computer to connect to Office 365 and for all incoming email to go directly to
Office 365.
We address this issue by making the DNS changes the night before your go-live. This
typically allows enough time for changes to fully propagate. By the time your users come
in the next morning all new mail should be going to Office 365. Just in case some 3 rd party
services have not updated their records, and are sending to your old server, we will
perform delta syncs for up to 2 days after the go-live. This ensures that all new mail ends
up in Office 365.
Host
@
Points to
<domainkey>.mail.protection.outlo
ok.com
Priority
10
TTL
1 hour
Host
@
TXT Value
v=spf1
include:spf.protection.outloo
k.com -all
TTL
1 hour
Host
autodiscover
CNAME (Alias)
msoid
Points to
autodiscover.outlook.c
om
clientconfig.microsofto
nline-p.net
TTL
1 hour
1 hour
records (two CNAME and two SRV records) when we make these other changes to your
DNS.
Record Type
CNAME (Alias)
Host
sip
CNAME (Alias)
lyncdiscover
Recor
d
Type
SRV
(Servic
e)
SRV
(Servic
e)
Points
sipdir.online.lync.co
m
webdir.online.lync.c
om
TTL
1 hour
1 hour
Nam
e
Target
Proto
col
Service
Priori
ty
Weig
ht
Por
t
TTL
sipdir.online.lync.
com
_tls
_sip
100
443
sipfed.online.lync.
com
_tcp
_sipfederatio
ntls
100
506
1
1
hou
r
1
hou
r
Host
sip
CNAME (Alias)
lyncdiscover
Recor
d
Type
SRV
(Servic
e)
SRV
(Servic
e)
Points
sipdir.online.lync.co
m
webdir.online.lync.c
om
TTL
1 hour
1 hour
Nam
e
Target
Proto
col
Service
Priori
ty
Weig
ht
Por
t
TTL
sipdir.online.lync.
com
_tls
_sip
100
443
sipfed.online.lync.
com
_tcp
_sipfederatio
ntls
100
506
1
1
hou
r
1
hou
r
Phase 8
outlook and mobile device
configuration
(getting everything connected)
Overview
Youll need to configure Outlook and Mobile Devices for your users. You should have
already verified that all of your devices are compatible and updated. The instructions for
configuring these devices are included in the end-user go-live guide, but we have also
included those instructions here to make things easy.
1. Select User
8.
9. If all goes well, you will see a file on your
desktop like the one pictured.
10.Configuring Outlook
11.Office 365 supports both Outlook 2010 and Outlook 2013.
13.
47. 15.
16.
48. 20.
21.
50. 25.
26.
51. 30.
31.
52. 33.
34.
53. 36.
Click Finish
38.Click Finish.
37.
54. 39.
40.
55. 42.
43.
You import the mail into Outlook, which can take a few hours
Once the mail has been imported into Outlook it is automatically pushed up to
Office 365. This can take a few days but should not require any work on your part.
47.
48.
52.
53.
55.
56.
58.
59.
56. 65.
66.
70.
73.
1
75.
57. 77.
78.
82.
83.
84.
5
87.Name the folder
Archived Items.
86.
88.
89.
91.
92.
58. 96.
97.
59. 99.
100.
60. 102. Select the Public Folder
104. Open your archive
PST.
105.
106. If not already
selected the default
location is hidden and
can only be reached
by typing in the path
manually:
%USERPROFILE
%\AppData\Local\Micr
osoft\Outlook
103.
108.
112.
113.
114. You can use Office 365 with any device that supports Microsoft ActiveSync. Youll
need to check with your device manufacturer to confirm support. Note that different
wireless providers have different versions of the same hardware.
115. In general, any iOS device and most Android devices support Microsoft Active Sync.
Blackberry devices do not, but npCloud can configure BlackBerry specific services.
Contact us directly for information regarding BlackBerry devices.
116. Because of the vast array of hardware in the marketplace we cannot
provide detailed instructions for all devices. However, Microsoft provides
instructions for many mobile devices. You can find these instructions at the
following location. Use the Set up Exchange ActiveSync instructions for
your device.
http://help.outlook.com/en-us/140/dd936215.aspx
117.
In General, use the following settings when configuring your mobile device:
Server: m.outlook.com
Username: your full email address (sam@npcloud.org).
o
118. Phase 9
integration configuration
119.
120.
Overview
Configuring integrations is complicated and requires making changes both to Office 365,
and to the device or software you are attempting to integrate. The reason is spam
protection Microsoft wants to make sure that no one is sending spam through their
servers.
Direct Delivery allows you to send email to your own users who have mailboxes
hosted on Office 365. This option does not require authentication since Office 365 is
used to receiving unauthenticated email from the internet destined for users it
hosts. However, you cannot send email to anyone not in your organization with a
mailbox in Office 365 using this method.
Authenticated Relay allows you to send email to your own users or to anyone on
the internet. This option requires authenticiation and encryption. All email must be
sent with a from address that matches the account youre authenticating as.
In both cases you are limited in the quantity and size of the emails you send. You can send
messages up to 25MB in size to up to 500 recipients with a maximum send rate of 30
messages per minute. For more information about Office 365 message limits please refer
to this article: https://technet.microsoft.com/en-us/library/exchange-onlinelimits.aspx#MessageLimits.
In the following sections well outline configuring each of these options. We do not
provide support for configuring integrations not specifically discussed in your
scope of work.
121.
Direct Delivery
122. Direct delivery of email is the same method anyone on the internet uses when they
want to send your users email. With direct delivery you do not need to authenticate
against Office 365. Most integrations are compatible with this method. Configuring a
direct delivery integration requires the following steps:
1.
2.
3.
4.
128.
Navigate in a browser
on a computer on the
same network as the
integration to:
129.
130. http://www.whatsmyi
p.org
131.
132. Write down the IP
address (in this case
142.255.70.46)
SMTP Server: Use the Hostname you gathered from MX toolbox (only use the IP
address if your device doesnt accept host names)
SMTP Authentication: None
SMTP Port: 25
SMTP Encryption: None
150.
Select protection
on the left and then
select the connection
filter tab.
155.
156. Make sure the
Default policy is
selected and then
click the edit button.
153.
158.
66. 160.
164.
Relay Delivery
165. Relay delivery of email relies on telling Office 365 you are an authorized user of the
service who should be allowed to send email to external participants. Because this
requires authenticating and using email encryption, many integrations are not
compatible. Configuring a relay delivery integration requires the following steps:
1. Create a new user for use with your integration
2. Determine the users SMTP server settings
3. Configure your integration
169.
173.
175.
12 178. Turn off password expiration for the
user
179.
186.
191.
194.
201.
202.
203. Configure Your Integration
204. Unfortunately we cannot provide you with instructions to configure your integration
due to the vast array of devices available. However, the following general settings
should work for most devices:
SMTP Server: Use the SMTP server name you gathered above
SMTP Authentication: Yes
SMTP Username: full email address of your new user
SMTP Password: new password for that user
SMTP Port: 587
SMTP Encryption: TLS (sometimes called SSL)
From Address must be the same as the full email address of your new user
or mail delivery will not work.
Phase 10
training
(were almost done)
Overview
Were almost done! All thats left is migrating your public folders and
providing you and your users with training.
User Training
When youre ready well schedule user training. The training will cover Office 365
specific functionality, including:
Admin Training
Well also provide you with admin training. This training covers the basics of
managing your users, including: