Exchange 2016 to 2019 Migration Software

Migrating from Exchange Server 2016 to the newer Exchange Server 2019 might seem more like a continuation than a significant change. While Exchange Server 2019 keeps a similar structure to older versions, it brings improvements like better database disk sizes through MetaCache Database and Dynamic Database Cache.

EdbMails Exchange Migration Tool is designed specifically for direct mailbox data migration from Exchange 2016 to 2019. The software automates the migration process, enabling your data to seamlessly adapt to the updated Exchange Server 2019 environment. It supports the migration of Exchange 2016 mailboxes, Public folders, and Archive mailboxes to Exchange 2019.

Featuring a range of advanced functionalities, including Incremental Migration, Concurrent Mailbox Migration, Automatic Mailbox Mapping, and Automatic Throttling Management, EdbMails stands out as the best software for Exchange server 2016 to 2019 migration.

Why to migrate Exchange 2016 to 2019?

If you're considering using Exchange 2016 or 2019, there are a few key things you must know. Microsoft ended mainstream support for Exchange 2016 on October 13, 2020, and will end extended support on October 14, 2025. After the extended support date, there will be no further updates or security patches released for Exchange 2016, so migrating to a newer version is advisable for organizations who want to continue receiving support and updates from Microsoft. The following are some of the enhancements in Exchange 2019 over 2016.

1. Improved security: Exchange 2019 includes enhanced security features such as Windows Server Core support, improved encryption and data loss prevention.
2. Enhanced performance: Exchange 2019 offers improved performance, meta cache database, search infrastructure and scalability over Exchange 2016, making it better suited for large organizations with heavy email usage.
3. Improved mailbox experience: Exchange 2019 includes new features such as modern attachments, which enables you to share a link to the file in OneDrive instead of sending a copy. This feature saves space in users' mailboxes and improves collaboration.
4. Modern public folder support: Exchange 2019 provides support for modern public folders and integrates them with the In-Place eDiscovery and Hold workflow, which offer improved search performance and scalability over the traditional public folders.
5. Improved support for hybrid deployments: Exchange 2019 includes improved support for hybrid deployments such as a cloud based Hybrid Configuration Wizard (HCW), making it easier for organizations to migrate to Office 365.

   In addition to the new features that are introduced in Exchange 2019, it is important to consider and know what has been discontinued in 2019.

Exchange 2016 and 2019 coexistence

Exchange 2016 and Exchange 2019 can coexist in the same Active Directory configuration. However, you must consider the following factors to ensure that they can coexist together.

1. Compatibility with other applications: Ensure that any other applications that are used in your organization are compatible with Exchange 2019. These include email clients, antivirus software, backup software, and monitoring tools.
2. Cumulative Updates: You must have the CU11 or later installed on your Exchange 2016 servers including the Edge Transport servers.
3. Hardware and software requirements: Exchange 2019 has specific hardware and software requirements that must be met in order to be installed and run correctly such as operating system, processor type and speed, and memory. Ensure that you take care of these requirements before the migration.
4. Exchange licensing: If you are upgrading from Exchange 2016, ensure that you have the necessary licenses for Exchange 2019.

Best Software to migrate from Exchange 2016 to 2019

EdbMails Exchange email migration tool is an ideal solution to migrate your mailboxes and upgrade Exchange 2016 to 2019. It enables you to migrate all of your mail data, user folders, public folders, contacts, calendars, permissions, mail header data, tasks, journals, notes, and more from your source Exchange server to the target server while maintaining complete data consistency. Additionally, EdbMails supports migrating to Office 365, Live Exchange, and Hosted Exchange migration. In this Exchange 2016 to 2019 migration guide, we describe the prerequisites, system requirements, migration with EdbMails and post migration activities.

1. Exchange 2016 to 2019 Migration Checklist

   Here is a checklist of points when migrating Microsoft Exchange Server from 2016 to 2019

   1. Verify that your current Exchange Server environment meets the prerequisites for installing Exchange Server 2019. Check the version and edition of the Exchange server and Windows server operating system you have.
   2. Inform the possible changes to your end users and stakeholders.
   3. Estimate the migration cost, network requirements and bandwidth required.
   4. Install Exchange Server 2019 on the server including additional roles and permissions.
   5. Configure the new Exchange Server 2019 environment, by creating mailboxes, public folders, and client access rules.
   6. Test the new Exchange Server 2019 environment thoroughly to ensure that it is functioning correctly.
   7. Migrate mailbox and public folder data from the old Exchange Server 2016 environment to the Exchange 2019 environment, using EdbMails.
   8. Decommission the old Exchange Server 2016 after migrating to and testing the Exchange Server 2019 environment.

2. Exchange 2016 to 2019 Migration Prerequisites

   • Step 1: Check that your system meets the Exchange 2019 setup requirements.

     Before you migrate your mailbox data to Exchange 2019, ensure that your current environment and hardware is compatible for the migration. The following links will help you to know about the hardware, network, .NET framework and operating system requirements for installing Exchange server 2019.

     1. Network and directory requirement for Exchange 2019
     2. Hardware Requirements for Exchange 2019
     3. Supported operating systems for Exchange 2019
     4. Supported .NET Frameworks for Exchange 2019
     5. Supported Outlook clients in Exchange 2019
     6. Lync/Skype Business Server integration with Exchange 2019

     Exchange server version	Coexistence scenario	Requirement	Migration
     Exchange 2019	Possible. Can coexist with Exchange 2016	Install Cumulative Update 11 (CU11) or later on Exchange 2016	EdbMails can help you migrate Exchange 2016 to Exchange 2019 directly

      Additional Notes:

     1. Exchange 2019 requires Active Directory forest functional level of Windows Server 2012 R2 or higher.
     2. The Domain Controllers need to be running on Windows Server 2012 R2 Standard or Datacenter and higher.
     3. You must install .NET Framework 4.8 on a Cumulative Update (CU) of 4 to 12.
     4. The Mailbox and Edge Transport servers require Windows Server 2019 Standard or Datacenter and higher. See the Exchange server 2019 supportability matrix for more information.
   • Step 2: Prepare your system with the following prerequisites for Exchange 2019

     Complete the following prerequisites for Active Directory, Windows 2019 Mailbox server, and Windows 2019 Edge Transport servers before installing Exchange server 2019.

     1. Windows Server prerequisites for Exchange 2019
     2. Prerequisites for preparing Active Directory (AD)
   • Step 3: Determine the migration path from Exchange 2016 to 2019

     Evaluate whether a staged, cutover, or hybrid Exchange migration suits your needs. EdbMails facilitates these migrations seamlessly, ensuring zero server downtime or data loss. Notably, it allows continued mailbox usage throughout the migration process, eliminating the need to disconnect your Exchange server.

     Current environment and requirement	Ideal migration approach	Migration flow
     You want to perform a full migration to Exchange 2019 in a single event and in a limited time frame.	Exchange 2016 to 2019 cutover migration	Set up your target Exchange server and migrate everything in a single sitting. Suitable for large number of mailbox migration
     You have little time and want to migrate mailboxes in phases or over the weekends	Exchange staged migration	Migrate your mailbox data in stages and transfer the most recent data first followed by the others.
     You want to migrate Exchange 2016 mailboxes to a Hybrid 2019 and Office 365 environment	Migrate Exchange 2016 to 2019 Hybrid	Migrate from the source server to a Hybrid Exchange and Office 365 environment.

     Note: The migration path depends on the number of mailboxes you want to migrate, size of the data and your organizational requirements. Use the Exchange deployment assistant to help you decide on the path.

   • Step 4: Set up the target Exchange Server 2019 for migration

     The following is a list of key points for installing and preparing the Exchange 2019 server for migration:

     Note: If you have already installed and configured Exchange 2019 in the target environment, proceed to step 4.

     1. Prepare the Active Directory forest and domains
        1. Before installing Exchange Server 2019, prepare your Active Directory forest and its domains for the new version of Exchange.
        2. If you have a separate team to manage the Active Directory schema, you must extend the active directory schema, else proceed to the next step to prepare the Active Directory.
        3. If you have multiple domains you need to additionally prepare the Active Directory domains.
     2. Install Exchange server 2019

        Ensure that you meet the server system requirements and prerequisites as outlined previously. Next, install Exchange 2019 mailbox server and edge transport server using the setup wizard. Microsoft recommends installing Exchange 2019 on Windows Server core for best experience.

     3. Prepare a clean Exchange 2019 target environment
        1. Install and upgrade Exchange 2019 to the latest cumulative update to keep your server up to date.
        2. Create and configure a Send connector to send mail outside the Exchange organization.
        3. By default, Exchange automatically creates receive connectors for inbound mail flow when the mailbox server is installed. However, if you want to configure custom receive connectors for certain mail flow scenarios, follow the steps in the link.
        4. Add accepted domains to allow recipients to send and receive email from another domain.
        5. Configure the default email address policy to add the accepted domain to every recipient in the organization.
        6. Configure external URLs (domains) on the virtual directories in the Client Access (frontend) services on the Mailbox server to allow clients to connect to your server from the internet (outside the organization’s network).
        7. Configure internal URLs on the virtual directories in the Client Access (frontend) services on the Mailbox server to allow clients to connect to your server from the internal network.
        8. Configure SSL certificates from a third-party certificate authority for services such as Outlook Anywhere and Exchange ActiveSync.
        9. Verify the Exchange server installation by running the command Get-ExchangeServer on the Exchange Management Shell (EMS)
     4. Create mailboxes and Public folder on the target Exchange

        You must create mailboxes and mail enabled Public folders on the target for the migration. Also, assign suitable licenses to them.

        1. Steps to create mailboxes in Exchange server
        2. Steps to create Public folder in Exchange server
     5. Install cumulative updates (CU) on Exchange server 2016

        For migrating Exchange server 2016 to Exchange 2019, it is required that you have installed the latest cumulative updates (CU) on the source 2016 server.

     6. Create trust relationship between forests (Optional)

        A forest trust is an authentication between two domains within the same Active Directory forest which creates a trust between two root domains for exchanging information. By creating a trust in advance, it is possible to address the trust issues during or after the migration.

        Note: This step applies to Windows Server 2008, Windows Server 2008 R2 and Windows Server 2012. Creating a trust relationship is not required for SBS based environments.

     7. Assign management roles to the admin account

        Ensure that you have set the following permissions to the admin account on the source (2016) and target server (2019)

        1. On the source
           1. ApplicationImpersonation
           2. View-Only Configuration - Run the cmdlet New-ManagementRoleAssignment using the Exchange Management Shell to assign the View-Only Configuration role to the admin.
           3. Organization Management role group. It is an elevated permission that is required to migrate Public folders.
        2. On the target
           1. ApplicationImpersonation
           2. View-Only Recipients
           3. View-Only Configuration
     8. Verify the mailbox of the admin account

        Check to see if the admin account that has been assigned management roles has a valid and non-hidden mailbox on the Exchange 2016 server.

     9. Configure the throttling and message-size limits

        Change the EWS throttling and message size limits on the target Exchange 2019 server by following the steps outlined in the links.

        1. Change the EWS throttling settings on Exchange server
        2. Change message size limits on target Exchange 2019

3. Migrate from Exchange 2016 to 2019

   After you complete the prerequisites, start Exchange 2016 to 2019 migration step by step using EdbMails. The following are the methods you can migrate data to your target Exchange server.

   Method 1: Direct Exchange 2016 to Exchange 2019 migration

   • Step 1: Download and install EdbMails Exchange migration tool
     • Download EdbMails and install the application on any computer with Windows OS that can be connected to your Source and target Exchange servers.
     • Launch the EdbMails application and click 'Login' or 'Start Your Free Trial'.

      See the detailed list of EdbMails system requirements for Exchange migration.

     

     Note: When migrating standard folders (e.g., Inbox, Calendar, Contacts) from source Exchange 2016 mailboxes set in a different language (like 'French' where the 'Inbox' folder is labeled 'Boîte de réception'), direct migration to the destination server might not automatically map to the 'Inbox' folder. Click here to ensure the precise mapping of source Exchange 2016 mailbox folders to their corresponding folders on the target Exchange 2019 server.

   • Step 2: Select the Exchange to Exchange migration method

     Select the option ‘Live Exchange Migration’ from the dropdown to migrate Exchange 2016 to the new server.

     

   • Step 3: Connect to the source Exchange 2016 server

     In the 'Connect to Exchange server (Source)' window, choose your preferred connection option and method.

      Click here to explore additional details about the various Exchange server connection methods supported by EdbMails.

     EdbMails streamlines the migration of mailboxes, public folders, and archive mailboxes from the source Exchange to the target server.

     Tip : You can connect to your Exchange server using the ‘Default Connection’ by specifying the Exchange server name and version with the appropriate login details, or opt for the ‘Autodiscover Email option’ to log in directly using user details.

     Once you've successfully logged in, you'll have the choice to load mailboxes. EdbMails can automatically handle mailbox loading. Alternatively, you can manually load mailboxes using a CSV file if preferred.

     

   • Step 4: Select the mailboxes from Exchange 2016 for migration

     Select the mailboxes and folders that you want to migrate to Exchange server 2019

      Tip: If this is the first time you’re migrating with EdbMails, the migration is a full migration. On subsequent migrations from the same source to the target, the migration is incremental. You can also make use of the other mailbox migration options in the application such as removing deleted source items from the target and forcefully updating the items.

      Click 'Migrate to Live Exchange' to setup the connection with the target server.

     

   • Step 5: Connect to Exchange Server 2019

     Choose the necessary connection option and method within the 'Connect to Exchange server (Destination)' window. Upon successful login, opt for the preferred mailbox loading option or use the CSV method to load mailboxes.

     

   • Step 6: Exchange 2016 to 2019 mailbox mapping

     After you connect to the target server, select the mapping method. EdbMails can automatically match and map the mailboxes and folders between the two Exchange servers and saves time when you’re migrating a large number of mailboxes.

     

      Tip: EdbMails provides the following additional settings to help you fine-tune the migration and meet your specific needs and requirements.

     • Additional Include and Exclude Filter Options
     • Filter emails by Date: This option enables you to specify and migrate emails to Exchange 2019 within a specific date range.
     • Filter emails by Size: This option is useful if you want to exclude large attachments or emails from the migration.
     • Filter emails by domain: You can also filter emails by the sender address or the email domain.
   • Step 7: Start Exchange 2016 to 2019 migration

     After the mailbox mapping activity, set the ‘Action’ to ‘Migrate’ and start the migration. You can monitor the progress of the operation and verify the number of emails, folders, and mailbox items that have been successfully migrated with the text-based log report. EdbMails also enables you to pause and resume the migration anytime.

     

   Method 2: Exchange 2016 to 2019 migration hybrid

   The Hybrid migration involves migrating your mailboxes from Exchange 2016 to a Hybrid 2019 and Office 365 environment. See the prerequisites for a Hybrid deployment and ensure that you meet the following requirements.

   1. Verify the prerequisites for a hybrid deployment.
      • These include having a valid SSL certificate, a supported version of Exchange and Active Directory, meeting the networking and firewall requirements and installing the latest cumulative updates (CU) on the source Exchange
   2. Configure Exchange 2019 with a hybrid configuration.
      • Set up a trust relationship between the on-premises Exchange organization and Office 365, as well as configuring the required connectors and other settings.
   3. Register any custom domains you want to use in Hybrid with Office 365
   4. Install at least one instance of Mailbox server for Exchange 2016
   5. Update any Edge Transport servers to the latest CU.
   6. Deploy the Azure Active Directory Connect to enable Azure AD synchronization.

   After you have completed the necessary prerequisites, use the Hybrid Configuration Wizard (HCW) to configure the hybrid deployment. Next, use EdbMails to migrate mailboxes to Exchange hybrid. If your Exchange 2016 is in a Hybrid environment, you can simply perform Exchange to Office 365 hybrid migration by setting up the respective target server.

   Note: If you want to migrate Public folders within the Hybrid environment, it is not possible to migrate the Public folders directly to Office 365. See this workaround solution for migrating Exchange hybrid public folders on premises

   Method 3: Migrate to Exchange 2019 from 2016 with EDB file

   If you have an offline EDB file from Exchange 2016, EdbMails supports migration of EDB to Exchange 2019. This method is preferable to migrate mailboxes to the target if your source Exchange server is down, or if you do not have access to it. You can repair corrupted EDB files in Exchange 2016 and restore your mailboxes using migration. The following steps describe the procedure to import mailboxes from the EDB file to Exchange.

   • Step 1: Install EdbMails and select EDB to Exchange migration

     Take a copy of the EDB file from the Exchange 2016 server. Download and install the EdbMails application on your computer that is connected to your target server Select the EDB to Exchange migration option.

     

   • Step 2: Select the Exchange 2016 EDB file which contains the mailboxes

     Select the offline EDB file from your computer that you want to migrate to Exchange. If your EDB file is in the Dirty Shutdown state, EdbMails can resolve Exchange 2016 dirty shutdown errors without data loss.

     

   • Step 3: Preview the mail data and select mailboxes to migrate to Exchange 2019

     Upon completing the recovery operation, EdbMails displays all your mailboxes and mail items in the left pan. You can preview the items in the folders or subfolders by clicking on it. Select the specific mailboxes/folders intended for migration and proceed by clicking 'Migrate to Live Exchange'.

     

   • Step 4: Connect to Exchange 2019 server

     Select the desired connection option and method in the 'Connect to Exchange server' window. Once logged in successfully, choose either the preferred mailbox loading option or utilize the CSV method to load mailboxes as needed.

     

   • Step 5: Map and import mailboxes from EDB file to Exchange 2019

     Perform the mailbox and folder mapping and start importing your mailboxes to the target Exchange server. Verify the folders, emails and other mailbox items after the migration is complete.

      Click here for the steps to migrate the mailbox to another database in Exchange 2016.

   Method 4: Exchange 2016 to 2019 upgrade with PST files

   You can migrate mailbox data using the PST migration method while upgrading from Exchange 2016 to 2019. It's effective when you've exported user mailboxes as PST files and wish to import these PST files to the target server.

   • Step 1: Set up EdbMails Exchange migration software

     Take a complete backup of all your PST files before the migration. Install the EdbMails application on your computer and select ‘Live Exchange Migration’ from the dropdown options.

     

   • Step 2: Select the option 'Migrate PST to Exchange'

     To migrate multiple PST files, close the Connect to Exchange (Source) connection window and click the ‘Migrate PST to Exchange’ button as shown in the screenshot below.

     

   • Step 3: Add the PST files in bulk to migrate to Exchange

     Select and add multiple PST files that contain the user mailboxes. Verify the added files and continue to the next step.

     

   • Step 4: Establish the connection to Exchange 2019 server

     Choose your preferred connection option and method within the 'Connect to Exchange server' window. After a successful login, opt for the preferred method to load mailboxes or use the CSV method for loading mailboxes as required.

   • Step 5: Start the mailbox migration from PST to Exchange 2019

     Finally, select the mapping option and migrate mailboxes from Exchange 2016 to 2019. Verify the emails, folders, calendars and other mailbox items that have been migrated with the log report.

     

4. Post Migration Tasks

   • Step 1: Update the MX records to point to Exchange 2019 server

     To receive messages on the Exchange server 2019, change the DNS records known as MX records to enable email to work with the new server you have migrated to. In addition, configure the Autodiscover record to allow Outlook to connect to the migrated mailboxes.

   • Step 2: Create a new Outlook profile for users in the new domain

     Ensure that you have the latest version of Outlook that is supported with Exchange 2019. configure the Outlook profile for each user in your domain if Outlook has problems connecting to the new Exchange server.

   • Step 3: Decommission and uninstall Exchange server 2016

     Wait for a few days to check that you’re receiving emails correctly and that everything is working as expected and finally decommission the source server.

     Here are the steps to decommission Exchange 2016 server:

     1. Remove all connectors that were configured on the Exchange 2016 server.
     2. Remove the Exchange 2016 server from the list of accepted domains on Exchange 2019.
     3. Remove the Exchange 2016 servers from the network and uninstall any Exchange-related components.
     4. Remove the Exchange 2016 server from the Exchange organization.
     5. Uninstall the Exchange 2016 software from the Control Panel.
     6. Remove the server from the Active Directory domain.
     7. Reclaim the server's license.

   Note: Test the migration thoroughly and ensure that all data and configurations have been successfully transferred to the new server. It is recommended that you contact Microsoft Support before decommissioning Exchange 2016 for your organization.

Exchange 2016 to 2019 migration troubleshooting

 See Exchange migration troubleshooting guide for possible solutions related to common migration errors.