The Migrate phase is primarily focused on the steps required to move user mailbox content from on-premises to Exchange Online.
5.1 Key Activities Summary
The following are the key deployment tasks and events that your carry out in the Migrate phase:
Assign licenses to users
To access Office 365 service offerings, assign licenses to users through the Microsoft Online Services Portal. If you have not already done so, review the Activate User Licenses topic presented in the Prepare section of this guide.
Issue final communications to end users
Prior to the start of velocity migrations, send all users moving to Office 365 the necessary notifications and instructions they need to make the transition to the new hosted
services platform.
Migrate mailbox data
Proceed with velocity mailbox migrations from on-premises mailboxes to Exchange Online using your selected migration tools and migration group schedule.
Migrate existing collaboration documents
Using third-party migration tools, move files and folders from your existing SharePoint environment to SharePoint Online.
Change DNS records
When all migrations are completed, change your DNS records (for example, MX and TXT records) to at your domain registrar.
Configure mobile phones and devices for Office 365
Set up user mobile phones to access your email using the Exchange ActiveSync protocol.
Exchange Online
Perform post-migration service testing
After migrations are completed, perform full-scale testing of Office 365 service functionality.
5.2 Send Final End User Communications
Prior to the start of velocity migrations, you should send your final notifications and instructions to users moving to Office 365 service offerings. See Appendix G: Sample Email Migration End User Communications for an example of messaging used in these communications.
5.3 Migrate Mailboxes
You can use the New Remote Move Request wizard in the Exchange Management Console (EMC) on the hybrid server to move existing user mailboxes in the on-premises organization to the Office 365 organization.
By default, the Mailbox Replication Proxy service (MRSProxy) running on the hybrid server automatically throttles the mailbox move requests when you select multiple mailboxes to move to Office 365. The total time to complete the mailbox move depends on the total number of mailboxes selected, the size of the mailboxes, and the properties of the MRSProxy.
Steps for migrating mailboxes are provided in the “Move or create a mailbox” topic in the Exchange Server Deployment Assistant and the Help topic Move or create a mailbox for shared domains.
5.4 Change MX Record
When you are ready to put your coexistence server into production, you will need to change your MX record to redirect inbound mail flow to your hybrid server or Exchange server deployed in an Edge Transport server role.
The Exchange Server Deployment Assistant will provide detail steps for how to change the MX record in the topic “Redirect mail flow to coexistence server.”
5.5 Set Up Mobile Phones and Devices
Information about setting up mobile phones and devices for your Office 365 users is available at http://help.outlook.com.
You can find specific instructions for setting up many popular mobile phones at Mobile Phone Features.
For instructions for the Apple iPhone, iPod, or iPad see Set Up Microsoft Exchange E-Mail on an Apple iPhone.
For instructions for the BlackBerry Curve™, see Set Up POP or IMAP E-Mail on a BlackBerry Curve.
For instructions for the BlackBerry Pearl™, see Set Up POP or IMAP E-Mail on a BlackBerry Pearl.
5.5.1 ActiveSync Devices
To set up your mobile phone to access your email using the Exchange ActiveSync protocol, you will need the Exchange ActiveSync server name as well as your user name and password.
5.5.1.1 Set Up Windows Phone and Windows Mobile Devices
If a Windows Mobile device is already set up to synchronize with another computer running Microsoft Exchange Server, you must delete that email account from your mobile device before your device can sync with Microsoft Exchange Online.
The following procedures describe how your Exchange Online administrator can do the following:
Delete an existing relationship between a Windows Mobile 6.5, 6.1, and 6.0 device and Exchange Server
Set up a new Windows Mobile and Windows Phone relationship with Exchange Online.
Use the remote wipe feature.
Note: The menu options displayed on your device may be different from those described in the procedures that follow. If you have questions, refer to your mobile device documentation.
►To delete an existing Windows Mobile relationship
1. From the Windows Mobile Start menu on the mobile device, tap Programs, and then tap ActiveSync.
2. Tap Menu, and then tap Options.
3. Tap Microsoft Exchange, and then tap Delete to delete the existing relationship.
►To configure a Windows Mobile device connection
1. On the mobile device, tap Start, tap Programs, and then tap ActiveSync.
2. Tap Menu, tap Add Server Source, and then enter the mobile device address for your organization’s data (example;outlook.com)
3. Select the This server requires an encrypted (SSL) connection check box, and then tap Next.
4. In User name, enter your Office 365 email address.
5. In Password, enter your password, select Save Password, and then tap Next. Leave the domain box blank.
6. Select the check boxes for the types of data you want to synchronize, and then tap Finish.
Use the following steps to configure your connection on a Windows Phone 7.
►To configure a Windows Phone 7 connection 1. Press the Windows button to return to home.
2. Slide right and then up, and select Settings.
3. Select email & accounts.
4. Click add an account.
5. Select Outlook.
6. Enter your email address (for example, [email protected])
7. Enter your password (with single sign-on this would be the same as your Active Directory password).
8. Click sign in.
5.5.1.2 Configure Remote Device Wipe Option
Administrators in your organization have the ability to remotely erase data from an Exchange ActiveSync mobile device in the event that an Exchange Online user’s device is lost, stolen or otherwise compromised.
►To remotely erase data from an Exchange ActiveSync device
1. Log on to Microsoft Outlook Web App at https://outlook.com using the email address and password of the user account that the mobile device synchronizes with.
2. In the Outlook Web App window title bar, click Options.
3. In the navigation pane, click Mobile Devices.
4. Click the ID of the device you want to remotely erase, click Wipe All Data from Device, and then click OK.
5. Click Remove Device from List.
5.6 Perform Post-migration Service Testing
After user provisioning and mailbox migrations are completed, you should perform comprehensive testing of the Office 365 service offerings for which your organization has subscribed to ensure the services operate as described in the Office 365 for enterprises service descriptions.
See Appendix H: Post-deployment Service Test Plan for an example test plan.