Execute Email Migration to Office 365 — Things to Know Before Migrating!

With the increasing shift towards cloud computing, organizations worldwide are exploring how to migrate their email systems to Microsoft Office 365. One of the most common questions asked by admins is, "How to perform email migration to Office 365?" This article provides a detailed step-by-step guide to help you successfully execute this crucial operation.

Whether your organization is undergoing mergers and acquisitions (M&A), divestitures, or simply transitioning to Office 365, email migration is essential for maintaining seamless communication. Follow this guide to ensure your migration process is smooth and efficient.

Why Migrate to Office 365?

Organizations choose to migrate to Office 365 for several reasons, including enhanced collaboration, better security, and the ability to manage all communications in one platform. Whatever the reason for your migration, the process can be simplified with the right tools and strategy.

Pre-Migration Checklist: Key Considerations Before You Begin

Before starting the migration to Office 365, it’s crucial to complete some preparatory steps. Here’s a checklist to ensure a smooth and error-free process:

Step.1 Plan 3 Days Before Your Migration Operation

Users need a perfect plan & strategy for the successful completion of the operation. This must be started 3 working days before the actual operations. This step eliminates several issues at the first stage that other users have faced earlier.

It’s important to make your strategy sharp & simple for a smooth email migration to Office 365. Users need to prepare their Primary & Targeted accounts before they start transferring the data.

To make necessary changes in the account for further processing, follow the instructions below:

• Make sure the destination tenant is for the source Exchange Online domain.
• Establish a connection between the source and destination Office 365 accounts. Make a TXT file, once you’re done syncing your accounts.
• There can be a gap of 72 hours for the DNS record to show the circulation.
• Please make sure that no other application is using either the source or destination tenant mailbox.

Step.2 Set up Your Office 365 Cross-Tenant Migration Platform

• Prepare a list consisting of the mailboxes that are required to be migrated.
• Map the aimed and source tenant mailboxes, only if it is required with the ultimate goal to migrate mailbox data to exchange online.

Preparation of the Exchange Online Primary & Targeted Account

These prerequisites are essential for an email migration to Office 365, so don’t skip this part –

Step.1 Prepare Your Exchange Online Source Account

• Delete the Office 365 tenant’s designated email ID from any place it is set.
• Set all the URLs to their initial state after the completion of account configuration.
• With the help of the Lync admin portal, remove your license from Microsoft Lync.
• Create a setting to specify the default email IDs of the destination accounts
• At last, set all the distribution lists, email addresses on rooms & resources to their initial state.

Step.2 Prepare Your Exchange Online Destination Account

• Launch the destination Office 365 account & make new domains in it only if you are operating Active Directory Federation Services [AD FS].
• Allow all the necessary licenses & permissions required for the migration of data to a new account.
• Select your initial account as the primary address.
• The password of each & every mailbox is to be mentioned in the account domain only if the user isn’t using AD FS or the passcode sync facility.
• Now, just for the testing, examine the mail flow under different conditions.

Opt for the Most Advised Solution for an Email Migration to Office 365!

To simplify email migration, consider using the Office 365 Tenant to Tenant Migration Tool recommended by Microsoft’s MVPs and other IT experts. This modern tool allows you to seamlessly migrate mailboxes without the risk and complexity of manual methods.

Exceptional Features of this Modern Approach

• This solution enables users to migrate multiple mailbox items like email, contacts, calendars, tasks, etc.
• The date filter utility is a smart feature that allows users to select migration.
• Users can easily migrate shared mailboxes & archive folders with the help of this modern approach.
• This tool can perform delta migration to transfer the newly arrived electronic mail to the destination account.
• Admins can easily migrate important accounts on a priority basis using the account-based priority migration option.
• A detailed migration report can be easily generated at the end of Mailbox migration to Office 365 for further analysis.

These are the features that make the modern approach better than the manual one. Moreover, this approach can easily bypass all the limitations of the manual method. This tool is developed using advanced algorithms that protect the integrity of users’ data throughout the Email migration to Office 365.

Understanding the Working of this Software!

Now, follow the detailed steps mentioned below with their respective images to execute your operation:

Step-1. Launch the tool and select Office 365 as the source & destination platform.

Step-2. Select the categories that you want to migrate like emails, contacts, calendars, tasks & documents. To transfer only the selective information, apply the date range filter.

Step-3. Enter Office 365 admin Login information to both the source & destination accounts and then validate the permissions.

Step-4. Add users through the User group mapping feature for adding users in bulk. There are various options available here to add users.

Step-5. Validate the users, check the green icon & then click on next.

Step-6. Finally, users just have to click on the Start Migration.

Now, Understand All the Possible Manual Methods for the Email Migration to Office 365!

Four manual solutions will help in this task, and we divided the sections of each to understand them more clearly i.e.

Method 1. Outlook Import/Export

This is a straightforward method, and for this, you need Outlook installed in your system to proceed –

Phase 1. Export Emails from the Source Account

1. Open Outlook > File > Open & Export > Import/Export > Export to a file.
2. Click Next, select the Outlook Data File (.pst) > Next.
3. Choose the email account for exporting.
4. Now, select the destination to save the resultant PST & click Finish.

Phase 2. Import Emails to Office 365

1. Run the Outlook configured with your Office 365.
2. Afterward, select the File > Open & Export > Import/Export.
3. Now, hit Import from another program or file and click Next.
4. Then, choose Outlook Data File (.pst) and click Next.
5. Lastly, browse to the .pst file > select your import options > Finish.

Method 2. Use IMAP Migration for Email Migration to Office 365

This is technical but one can make this efficient by following the stepwise instructions mentioned below –

1. Login to the Office 365 Admin Center.
2. Select the Exchange > Migration > More > IMAP migration.
3. Now, create a CSV file with the following headers: Email Address, Username, Password.
4. Provide the credentials for the source & target accounts.
5. Afterward, within the Exchange Admin Center > Add > IMAP migration.
6. Finally, upload the CSV file and follow the prompts to proceed with the transition.

Method 3. Manual Forwarding

Manual forwarding is a good trick to migrate the data, but some users are unable to utilize this effectively. So it is recommended to go through the steps carefully & implement them wisely for an Email migration to Office 365-

1. Open your source email account.
2. Choose the emails for the migration.
3. Now, hit Forward & enter your proper O365 email, and send them.
4. Log in to your Office 365 account, and migrate forwarded emails to the desired folders.

Method 4. Traditional Method to Migrate Emails to Office 365!

Now the traditional method is quite difficult to perform as it involves the core technical knowledge of PowerShell Scripts. Therefore, even the IT admins of recognized organizations face difficulties in performing this method.

Microsoft hasn’t provided any direct solution for this operation. Hence, Powershell is the only Manual method to execute this task. Cloud to Cloud migration through the manual method is not easy at all. Although, there are modern solutions that we’ll discuss later.

Let’s proceed with Email migration to Office 365 using the PowerShell method:

Password Resets in Batches

• With the name “password.csv.”, create a Spreadsheet in Excel.
• Now create two columns with the name ‘upn’ & ‘password’.
• Put all the account credentials in this document spreadsheet.
• Open the MS Exchange PowerShell command prompt & run the following cmdlets:
• Import-CSV password.csv|

%{Set-MsolUserPassword –userPrincipalName $_.upn -NewPassword $_.newpassword -ForceChangePassword $false}

Now Simply run the scripts shown in these 6 images below very carefully without any errors to migrate mailbox data to exchange online.

Bottom Lines!

In this write-up, we’ve successfully discussed the manual & modern methods for Email Migration to Office 365. Now, it’s easier to say that we learned how the modern solution avoids the risks involved in the traditional method. The right method & tool plays a vital role in such data migration projects. If you are going to perform this operation sooner or later, this article provides a great insight into the operation. Carefully, follow the steps and you can easily accomplish your goal.

Frequently Asked Questions (FAQs) About Email Migration to Office 365

1. What are the main benefits of migrating to Office 365?

Migrating to Office 365 provides several advantages:

• Improved Collaboration: Office 365 enables real-time collaboration across tools like Outlook, Teams, and SharePoint.
• Better Security: Office 365 includes advanced features like encryption, data loss prevention, and multi-factor authentication.
• Scalability: Easily scale your email infrastructure without worrying about hardware maintenance or management.
• Access Anywhere: With cloud-based storage, you can access your email and files from any device, anywhere.

2. Can I migrate my email data without losing any information?

Yes, you can migrate all your email data—including emails, contacts, calendars, and tasks—without losing any information. By using reliable methods and tools for migration, your data will transfer safely, with minimal risk of errors.

3. How do I choose the best method for email migration?

The best method depends on your organization's needs:

• For Small Organizations: Basic methods like exporting and importing email using Outlook or setting up IMAP migration may be sufficient.
• For Larger Organizations: A dedicated migration tool that simplifies the process and handles large volumes of data is ideal.
• For IT Teams: If you have IT staff with technical expertise, PowerShell scripts can be used, though they require more hands-on effort.

4. Will there be any downtime during the migration?

While some downtime may occur, it can be minimized by planning carefully. Scheduling migrations during non-peak hours and using methods that allow emails to continue flowing during the process help reduce disruptions. For larger migrations, you can migrate data in stages to avoid significant downtime.

5. What is delta migration, and why is it useful?

Delta migration refers to transferring only the newly received emails after the initial data migration. This ensures that no emails are missed during the migration, even if they are received after the process starts. It helps ensure that your migration remains up-to-date and avoids redundant transfers.

6. Can I migrate shared mailboxes and archive folders to Office 365?

Yes, you can migrate both shared mailboxes and archive folders. This ensures that no important email data, whether stored in shared mailboxes or archives, is left behind during the migration to Office 365.

7. How will email migration affect my users?

If the migration is planned and executed carefully, the impact on users can be minimal. Most users can continue to use their current email system while the migration is in progress. By managing the migration in stages or using delta migration, users should experience minimal disruptions.

8. What should I do if issues arise during the migration?

If issues occur, try these troubleshooting steps:

• Check Permissions: Ensure that all user permissions are correctly set up.
• Verify DNS Records: Incorrect DNS records can disrupt mail flow, so double-check these settings.
• Review Migration Logs: Logs can provide insights into errors and help you troubleshoot the issue.
• Seek Expert Help: If issues persist, consulting support or a migration specialist can resolve complex problems.

9. How do I handle password resets during migration?

For large migrations, you may need to reset users' passwords. This can be done in batches, using a CSV file that lists user credentials. The file can be uploaded to reset passwords across all accounts. Be sure to notify users of any password changes in advance.

10. Can I test the migration before completing the entire process?

Yes, testing your migration before fully switching over is crucial. You can:

• Test Mail Flow: Send test emails to ensure proper mail flow between the source and destination accounts.
• Verify Migrated Data: Log into test accounts to confirm that emails, contacts, and calendar data have been properly migrated.
• Conduct Pilot Migrations: Start by migrating a small group of users to evaluate the process before migrating the entire organization.

11. What if I can’t complete the migration on time?

If the migration isn’t completed on schedule, it may confuse, especially if some users are still accessing their old system while others are on Office 365. Delayed migrations can also cause emails received after the migration started to be missed unless proper planning is in place. It's essential to stick to your timeline or plan additional resources to avoid delays.

12. Are there any hidden costs during migration?

There could be additional costs depending on the method you choose:

• Licensing Fees: Office 365 subscriptions are typically based on the number of users and the plan selected.
• Migration Tools: Some migration methods may require purchasing or subscribing to specific tools.
• IT Staff Time: If you require additional support or expertise, the time spent by your IT staff can add to the cost of migration.

13. Can I migrate from other email platforms to Office 365?

Yes, Office 365 supports migrations from various email platforms, including Google Workspace (formerly G Suite), Exchange Server, and IMAP-based systems. This flexibility allows you to transition from different email systems to Office 365 with ease.