How to migrate Exchange 2019 to Office 365 (Microsoft 365)?

Exchange 2019 to Office 365 migration

Migrate mailboxes from Exchange 2019 to Microsoft 365

What you need to know about Exchange 2019 and Office 365

Exchange 2019 will reach the end of mainstream support on Jan 9, 2024 and has an extended support date till October 14, 2025. After the mainstream support, Microsoft will no longer offer new features or design updates. However, you can still receive critical bug fixes and updates till the extended support date. Learn more about the fixed lifecycle policy for Microsoft’s products.

If you are planning to migrate from Exchange 2019 to Exchange online due to organizational requirements or move away from on-premises environments, consider the following points.

Exchange 2019 to Office 365 migration

QUICK LINKS

Export Exchange mailboxes to PST Migrate Hosted Exchange to Office 365 Migrating to Office 365 from Exchange 2013 Migrate mailbox from Exchange 2016 to Office 365 Exchange 2013 migration to Exchange 2019 Exchange 2016 to 2019 migration

Office 365 is a cloud-based service managed by Microsoft, eliminating the need for self-maintained hardware or software.
With Office 365, you get desktop Office apps such as SharePoint online and OneDrive storage. You can add or remove users as needed, making it easy to scale your email system based on the requirements.
Exchange online is a part of the Office 365 suite. However, you can also purchase a standalone Exchange online plan.
Office 365 is a subscription-based service, where you can pay for it on a monthly or annual basis, rather than having to make a large upfront investment in hardware and software.
Office 365 includes different plans for business and enterprise users. Compare the Microsoft 365 plans based on your requirements. Learn about Microsoft 365 and know what makes it different from your on-premises setup.

In this Exchange 2019 to Office 365 migration guide, we describe the prerequisites, best practices, actual migration operation and the post migration tasks.

What is the best way to migrate Exchange server 2019 to Office 365?

EdbMails software for MS Exchange migration is the best solution for Exchange 2019 to Office 365 migration. It can migrate Mailboxes, Public folder, In-Place archive mailboxes, contacts, attachments, notes, tasks, appointments, permissions. You can perform cutover, staged and hybrid migration and use the include and exclude filter settings to migrate selected folders and mail items from the source to the target. EdbMails uses secure modern OAuth 2.0 authentication for Office 365 and can migrate between Exchange and Office 365 without causing downtime.

I. Exchange 2019 to Office 365 migration checklist

Migrating from Exchange 2019 to Office 365 can be a complex process, but with proper planning and execution, it can be completed smoothly. Here is a comprehensive checklist that can help you plan and execute your migration

Preparing your Exchange 2019 environment
- Assess your current Exchange environment: This step includes gathering information about your current Exchange infrastructure, such as the number of mailboxes, their sizes, the number of public folders, and the number of Distribution Groups and others.
- Plan your migration: Based on the information gathered, plan the migration process, including the number of mailboxes to be migrated, the migration schedule, and the migration method to be used.
- Consider mailbox requirements: Take into account specific requirements for certain mailboxes or groups of users, or any permissions that need to be migrated.
- Plan what you want to migrate: Identify the type of your current migration environment and determine whether you want to move everything at once or in stages.
- Backup your Exchange 2019 mailboxes: It is highly recommended to take a copy of your Exchange 2019 mailboxes and email data before you start the migration.
Performing the pre migration tasks
- Create an Office 365 tenant: If you haven't already done so, sign up for Office 365 and create a tenant. This will be the destination for your Exchange migration.
- Set up Azure AD Connect: Azure AD Connect is used to synchronize your on-premises Active Directory with Azure AD. This step is necessary to enable single sign-on (SSO) for your users.
- Prepare your on-premises Exchange environment: Make sure that your on-premises Exchange environment is properly configured and updated. This preparation ensures that your Exchange servers meet the necessary system requirements and that they are running the latest updates and service packs.
- Create a test environment: It's a good idea to set up a test environment to test the migration process before attempting it on your production environment. This will help you identify and resolve any issues that may arise during the migration.
Migration with EdbMails Exchange migration
- Perform a test Exchange 2019 migration to 365: You can choose among cutover, staged or hybrid migration. This approach allows you to test the migration process before migrating the rest of the mailboxes.
- Migrate Public Folders: Public folder migration is simplified with EdbMails because you do not require any PowerShell scripts.
- Synchronize your on-premises Active Directory with Azure AD: This step ensures that any changes made to your on-premises Active Directory since the last synchronization are propagated to Azure AD.
Post-migration Tasks
- Test the migration: Test the migration by logging in as a test user and accessing their mailbox, calendar, and other data. Make sure that everything is migrated and you are able to access the data.
- Perform any necessary cleanup: Once the migration is complete, perform a cleanup such as removing the on-premises Exchange servers and decommissioning any other hardware that's no longer needed.
- Update your documentation: Update your documentation to reflect the changes made during the migration. This includes updating your inventory of hardware and software and your network diagrams.
- Update user training: Inform and give training if necessary to the users, how to use the new Office 365 features and functionalities.

II. Exchange 2019 to Office 365 migration prerequisites

Step 1: Decide on the Exchange to Office 365 migration path

The first step is to carefully evaluate how you want to migrate Exchange 2019 to Office 365 and select the one that best suits the organization's needs. A thorough assessment of the existing Exchange environment helps you in making an informed decision. The migration path chosen should align with the specific requirements of your source and target environments.

Current environment and migration requirement	Ideal migration approach	Migration flow
You are looking to migrate your email, calendar, contacts and all mail data from Exchange Server 2019 to Exchange Online in a single operation	Exchange cutover migration to Office 365	With this method, you can migrate all of your email data at once to Office 365 and is suited for a large number of mailboxes.
You prefer to move all of your mailboxes from Exchange Server 2019 in smaller increments or during the weekends.	Staged Exchange migration	In this approach, you migrate your mailboxes and mail data in stages, starting with the most recent data and then proceeding to the rest.
You prefer to switch to Office 365 gradually rather than moving all at once due to certain on-premises requirements.	Hybrid migration	With this method, you can migrate from Exchange 2019 to Office 365 in a hybrid deployment.

Use the Microsoft 365 mail migration advisor to determine which migration method is best for you.

Step 2: Evaluate the bandwidth and network requirements
When migrating from Exchange 2019 to Office 365, it's important to take into account the bandwidth and network requirements of the migration operation. The amount of bandwidth and network resources required depends on the number of mailboxes being migrated, the size of the mailboxes, and the migration method being used.
1. Internet bandwidth: The migration requires a reliable and fast internet connection to transfer the data from the on-premises Exchange environment to Office 365. See bandwidth requirements for Office 365 migration.
2. Connectivity: It's also important to ensure that you have a stable connection between the Exchange environment and Office 365. See networking roadmap for Office 365.
3. Network latency: The network latency between the on-premises Exchange environment and Office 365 should be as low as possible. A latency of less than 150 ms is recommended. See how Microsoft 365 networking is different.
4. Firewall configuration: Make sure that your firewall is configured to allow traffic to and from Office 365 which includes ports that are used for Exchange and Azure AD Connect. See the list of worldwide endpoints for Office 365.
5. Testing your network connection: With tools like Microsoft Remote Connectivity Analyzer and Microsoft 365 network connectivity test tool, you can test your existing network.
See best practices for network planning and improving migration performance.
Note: If you have already configured your Office 365 tenant, you can directly skip to Step 6 in this section.
Step 3: Choose a Microsoft 365 license option that suits your requirements
Microsoft 365 is available as a cloud-based subscription service or as a one-time purchase of a perpetual license. Office 365 has different licensing plans each suited to different user requirements.
It is recommended to thoroughly evaluate the Office 365 business plans and Office 365 enterprise plans to determine which one aligns with your organization's requirements. Alternatively, you can also sign up for a 30-day free trial of Office 365 and test the various plans before making a final decision.
Step 4: Set up and prepare the target Office 365 tenant
Setting up the target Office 365 for the migration involves creating the tenant and configuring it to receive the migrated data from Exchange 2019.
1. Create an Office 365 tenant: Plan for the tenant creation and deployment. See the tenant roadmap for Office 365.
2. Sign in to the Microsoft 365 admin center: Go to the Microsoft 365 admin center (https://admin.microsoft.com/) and sign in with your global administrator credentials.
3. Customize the tenant settings: After the tenant is set up, you can configure and customize the settings such as email domains, language, and time zone to suit your organization's needs.
4. Configure Azure AD Connect: Azure AD Connect is used to synchronize your on-premises Active Directory with Azure AD. This step is necessary if you want to retain your on-premises in a Hybrid environment and to enable single sign-on (SSO) for your users.
5. Configure email clients and apps: If you want to install Office 365 apps and Outlook, see system requirements for Microsoft 365 and Office configuration support matrix. Because Office 365 is a cloud based solution, it is also important to learn where your Microsoft 365 customer data is stored.
6. Set up Office 365 services: Besides email, you may want to set up additional services such as SharePoint, OneDrive and Teams.
7. Establish data retention policies: With Office 365, you have the ability to retain data in accordance with compliance and legal requirements. Set up data retention policies to meet your organization's compliance needs, and if necessary configure retention policies for specific mailboxes or groups of users
Step 5: Add and verify the custom domain on Office 365
If you have a custom email domain from your hosting provider to which you want to migrate and receive emails, you must add and verify the domain on Office 365. This will enable you to use your own domain name (such as example.com) for your email addresses and other Office 365 services.
To set up your custom domain, follow these steps:
1. Verify that you own the domain by adding a TXT record to your DNS configuration.
2. Add a new domain to your Office 365 tenant. You can use an existing domain that you own or purchase a new one. The domain is used to access your Office 365 services.
3. Update your DNS records to point to Office 365. This step is required to ensure that your email is delivered to the correct mailbox.
Step 6: Create mailboxes and mail-enabled Public folders
Before you migrate to Office 365, ensure that you create mailboxes for users in your organization and assign suitable licenses to them.
If you want to migrate Public folders from Exchange 2019, ensure that you create and configure Public folders and make them mail enabled on Office 365.
1. Create Office 365 Public folder and assign mailbox user
2. Enable In-Place Archive mailboxes in Office 365
Step 7: Set the impersonation role on the source to the admin user
Ensure that you set the following permissions to the admin account on the source and target server and that the mailboxes you migrate are not hidden from the address lists.
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.
2. On the target
  1. ApplicationImpersonation
Setting impersonation rights in Office 365 is a simple process that can be done quickly using the Admin Center. Assign the Organization Management role group to the admin user in Exchange online. It is an elevated permission that is required to migrate Public folders.
Step 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. See how to configure user mailbox properties for the users from the Exchange admin center (EAC).
Step 9: Configure Office 365 to send and receive large messages
Follow the steps to increase the message size on Office 365 to 150MB.

III. Migrate Exchange 2019 to Office 365

The following methods can help you perform Exchange 2019 to Office 365 migration with EdbMails Exchange migration.

Direct migration from Exchange 2019 to Office 365
Hybrid Exchange 2019 migration to Office 365
Migrate Exchange 2019 to Exchange online with EDB file
Import 2019 mailboxes to O365 by using PST files

Method 1: Direct Exchange 2019 to Office 365 migration
- Step 1: Install EdbMails migration software for Exchange server
  - Download EdbMails and install the application on any computer that is connected to the source and target environment. You can also perform the migration operation by installing EdbMails on a Windows computer.
  - Launch the application and click 'Login' or 'Start Your Free Trial'.
  - Select the migration method as 'Live Exchange migration'.
  See the detailed list of EdbMails system requirements for Exchange migration.
  
  Note: If the standard folders, such as Inbox, Calendar, and Contacts, on your source Exchange server mailboxes are in a different language, follow these instructions to properly migrate them to the corresponding system folders on the target server.
  For example, if your source Inbox folder is named 'Boîte de réception' in French, migrating it directly to the destination server will not automatically map it to the 'Inbox' folder on the target server. In order to ensure that the folder is mapped correctly, you must change the regional settings on Office 365 to match the language of the folder in the source mailbox.
- Step 2: Sign in to Exchange 2019 as a Global Admin user
  In the source Exchange connection window, select 'Connect using Global Admin User'. You have several options of connecting to your Exchange server. For example, you can load the mailboxes using a CSV file, connect to a specific user or even connect to a Hosted Exchange. See the different Exchange server connection methods supported by EdbMails.
  With EdbMails, you can transfer mailboxes, public folders, and migrate In-Place Archive to Office 365
- Step 3: Select mailboxes and set up connection with Office 365 server
  - Select the mailboxes and folders from the Exchange that you want to migrate to Office 365.
    Tip: If you’re migrating with EdbMails for the first time, the migration is a full migration. On subsequent migrations from the same source to the target, the migration is incremental, which migrates only the new and updated items. If you already have duplicate items in your source mailboxes, you can remove them with the duplicate remover tool. See how to delete duplicate emails in Exchange.
  - Click 'Migrate to Office 365' to set up the connection with the target server
    Tip: EdbMails provides the following additional options to help you customize the migration task.
    - Additional Include and Exclude Filter Options
    - Filter emails by Date: Migrate to Office 365 by applying the Date filter
    - Filter emails by Size: Exclude emails from migration larger than a specified size.
    - Filter emails by domain: You can also filter emails by the sender address or the email domain.
    - Remove deleted source items from the target folder: Selecting this option syncs and removes the deleted items at the source from the target folders.
    - Forcefully update items: You can choose to manually update and sync the source mailboxes with the target mailbox.
- Step 4: Sign in to Office 365 tenant as a Global Admin
  EdbMails supports both modern and classic authentication. Connect to the target server by selecting Auto or Manual registration for modern authentication and the connection method as Mailboxes, Public folder or Archive Mailbox.
  EdbMails is a highly secure application and uses TLS encryption along with OAuth 2.0 authentication for login. It does not store your user credentials.
  Connect to Office 365 server with secure modern authentication
  
  Tip: When you use EdbMails for your mailbox migration, the mapping feature can save you time and effort by automatically matching and mapping the mailboxes and folders between your Exchange server and Office 365. This feature is particularly useful when migrating a large number of mailboxes.
- Step 5: Start the migration to Office 365 from Exchange 2019
  Start and monitor the migration operation after you complete the mailbox mapping. Finally, verify the count of migrated emails, folders and mailbox items with EdbMails text-based log report.
Method 2: Hybrid Exchange 2019 to Office 365 migration
In a Hybrid scenario, the Exchange and Office 365 mailboxes coexist in the same Active Directory (AD) environment. This migration method can be a good option if you want to gradually move to Office 365 from Exchange or if you have specific on-premises applications that you need to keep running.
EdbMails simplifies Hybrid migrations and enables you to directly migrate mailboxes from on-premises Exchange 2019 to Office 365 within or to the Hybrid environment.
Hybrid migration prerequisites
Make yourself familiar with the Exchange server Hybrid deployment and learn about the Hybrid deployment components. Consider the following points and ensure that you have the required bandwidth for the migration.
- Ensure that you meet the Hybrid migration prerequisites
- Install the latest version of the Exchange Server 2019 cumulative update on your on-premises servers.
- In order to synchronize your on-premises Active Directory with Azure Active Directory in a hybrid deployment, you have to configure directory synchronization with the Azure AD Connect tool.
- Update any Edge Transport servers to the latest CU.
- Register any custom domains you want to use in the Hybrid with Office 365.
Steps for Exchange 2019 to O365 Hybrid migration
- Step 1: Prepare for the Hybrid migration
  - Confirm that your environment meets the necessary requirements for a hybrid migration.
  - Ensure stable network connection between on-premises Exchange server and Office 365
  - Set up necessary permissions and accounts in both environments
- Step 2: Set up the Exchange hybrid configuration
  - Install Hybrid Configuration Wizard (HCW)
  - Run the wizard and configure the necessary settings
- Step 3: Configure directory synchronization
  - Install Azure AD Connect tool
  - Run the tool and configure the necessary settings
- Step 4: Perform Hybrid mailbox migration with EdbMails
  - Use EdbMails to migrate Hybrid Exchange to Office 365.
  - Your Public folders cannot exist on Office 365 and on-premises Exchange at the same time. See a workaround solution to migrate Public folders in an Exchange hybrid.
- Step 5: Monitor and finalize the migration to Office 365
  - Verify the migration with EdbMails log report
  - Configure appropriate routing by adding MX records
  - Decommission on-premises Exchange server if you no longer require it.
Method 3: Migrate Exchange 2019 to Microsoft 365 with an EDB file
If you have an EDB file from Exchange Server 2019, you can use EdbMails for EDB to Office 365 migration. This method is beneficial in situations where your Exchange server is temporarily unavailable, or if you have a corrupted EDB file that needs to be repaired and migrated.
In contrast to other methods that rely on PowerShell cmdlets, EdbMails offers a more user-friendly and efficient solution for migrating mailboxes from an EDB file. It can transfer all the mailbox data including emails, contacts, calendars, and tasks, with minimal effort. Additionally, the software is equipped with a simple and intuitive user interface. The following steps describe the migration operation with EDB.
- Step 1: Install EdbMails software for EDB to Office 365 migration
  After installing the application, select the migration technique as 'EDB to Office 365, EDB to Exchange, EDB Public folder'.
- Step 2: Select the Exchange 2019 EDB file from your computer
  Take a copy of your EDB file. Click 'Browse for EDB' and add the required file that contains the Exchange mailboxes and folders.
  Tip: If your EDB file is corrupted, damaged or inaccessible, EdbMails can fully repair and restore the contents. Learn how to repair a corrupted EDB file with the tool.
- Step 3: Preview and select the mailboxes for Office 365 migration
  After the repair operation, you can preview emails, contacts, folders, calendars, tasks. Select the required mail items, folders, mailboxes and select 'Migrate to Office 365'.
  To connect to your Office 365 server, select the 'Auto Registration' method and sign in with your admin credentials. Then, choose the preferred method for migrating mailboxes and map the folders and mailboxes from the source to the target location.
- Step 4: Start migrating Exchange 2019 mailboxes to Office 365
  Start importing your mailboxes from EDB to Office 365 and use the text-based log report to verify the number of items, folders and emails that have been migrated. The application enables you to pause and resume the migration without causing data loss.
Method 4: Exchange 2019 to Office 365 migration with PST files
If you have mailboxes saved or exported as PST files from Exchange server 2019, EdbMails can also assist you in importing the PST to Office 365. Download and run EdbMails if it hasn't already been installed on your system. The following steps outline the PST import operation.
- Step 1: Install EdbMails for PST to Office 365 migration
  Before you start the migration, ensure you have a backup copy of the PST. On the EdbMails migration selection popup, select the migration method as Office 365 migration.
- Step 2: Click Migrate PST to Office 365 and add the PST files
  To add multiple PST files, close the Connect to Office 365 (Source) connection window and follow the steps from 1 to 3 as shown.
- Step 3: Log in to your Office 365 tenant as a Global Admin
  EdbMails supports both modern and classic authentication. Connect to the target server by selecting Auto or Manual registration for modern authentication and the connection method as Mailboxes, Public folder or Archive Mailbox.
  Connect to Office 365 server using secure modern authentication
- Step 4: Start mailbox migration from Exchange 2019 to Office 365
  The mapping activity in EdbMails can automatically match and map the mailboxes and folders from the PST file to Office 365. This activity saves time when you’re migrating a large number of mailboxes. After you complete the migration, verify the count of the migrated items, folders and mailboxes.
  Tip: Manual mapping is time-consuming and may result in incorrect mapping when migrating a large number of mailboxes and folders to the target Office 365 server. EdbMails can easily auto-map folders and mailboxes, saving the user from having to map them manually during migration.
  After you complete the migration, verify the count of the migrated items, folders and mailboxes with the help of EdbMails log report.

IV. Post-migration tasks

Step 1: Verify that all mailboxes have been successfully migrated
One of the most important steps after migrating is to ensure that all the Exchange mailboxes have been moved to Office 365. You can use the log report from EdbMails or log in to your account and verify the mailbox items.
Step 2: Test the functionality of email, calendar, and other features
After the migration is complete, test all the features of the email, calendar and other features. For example, send and receive emails, create and manage calendar appointments and check if all the entries are successfully migrated.
Step 3: Update the MX records to point to Office 365
To receive messages on Office 365, 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 4: Test email connectivity and perform a backup
It is important to test the email connectivity after the migration to ensure that you are able to send and receive emails correctly. Take a complete Office 365 mailbox backup to ensure that you have a copy in case of any unexpected issues.
Step 5: Create a new Outlook profile for users in the new domain
Ensure you have the latest version of Outlook installed to avoid compatibility issues. Configure the Outlook profile for each user in your domain if Outlook has problems connecting to Office 365 mailboxes.
Step 6: Decommission and uninstall Exchange server 2019
If you are not using a Hybrid Exchange deployment, you can uninstall and decommission the Exchange 2019 server after you finish the migration. The following steps provide an overview on how you can decommission the Exchange server.
1. Update all DNS records to point to Office 365 and remove any MX records for the on-premises Exchange server.
2. Verify that no mailboxes are hosted on the on-premises Exchange server by running the Get-Mailbox command in the Exchange Management Shell.
3. Remove all connectors from the on-premises Exchange server to Office 365. This can be done by running the Remove-OutlookAnywhere, Remove-WebServicesVirtualDirectory, and Remove-EcpVirtualDirectory commands in the Exchange Management Shell.
4. Disable all email addresses and email domains from the on-premises Exchange server by running the Set-AcceptedDomain and Set-EmailAddressPolicy commands in the Exchange Management Shell.
5. Remove any remaining public folders that are hosted on the on-premises Exchange server. Run the cmdlets Remove-PublicFolder and Remove-PublicFolderDatabase in the Exchange Management Shell.
6. Backup all the necessary configuration data, such as Outlook and ActiveSync device partnership, from the on-premises Exchange Server by running the Export-AutoDiscoverConfig and Export-ActiveSync commands in the Exchange Management Shell.
7. Uninstall the Exchange server components from the Add/Remove programs in the Control Panel.
  Here are the steps to uninstall Exchange server from your computer.
  - Click Start > search for Exchange Management Shell
  - Run the following command to stop all Exchange services:
    Command: Copy & Paste
    Stop-Service MSExchange*
  - Run the following command to prepare your organization for Exchange removal:
    Command: Copy & Paste
    setup.exe /mode:uninstall /role:all
  - Wait for the command to finish running and then follow the prompts in the Exchange Setup wizard to remove the Exchange server from your computer.
  - After the uninstall process is completed, restart the computer and verify that the Exchange server and all related services have been removed from your computer by opening services.msc and checking the services list.
  - Finally, remove any other Exchange related products from the Control Panel.
See the list of post migration tasks to complete after you finish the Office 365 migration.

V. Exchange migration troubleshooting

See Exchange migration troubleshooting guide for possible solutions related to migration errors. For more information on EdbMails Exchange migration see frequently asked questions (FAQ)

Benefits of using EdbMails for Exchange to Office 365 migration

EdbMails is a comprehensive Exchange migration tool that can help you perform Office 365 migration from on-premises Exchange. It can transfer data from various versions of Exchange, including 2003, 2007, 2010, 2013, 2016, and 2019. Not only can it migrate mailboxes, but also folders such as inboxes, contacts, tasks, calendars, notes, journals, appointments, and files
You can migrate selected items by using the built-in include and exclude filter options, such as by date, sender address, and subject. Additionally, you can also perform Exchange public folder migration to Office 365 and migrate Shared mailboxes without requiring technical skills.
One of the key benefits of using EdbMails is its ability to perform the migration without causing any downtime, enabling you to continue accessing your mailboxes even during the migration.

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Exchange 2019 to Office 365 migration

Migrate mailboxes from Exchange 2019 to Microsoft 365

What you need to know about Exchange 2019 and Office 365

What is the best way to migrate Exchange server 2019 to Office 365?

I. Exchange 2019 to Office 365 migration checklist

II. Exchange 2019 to Office 365 migration prerequisites

III. Migrate Exchange 2019 to Office 365

Method 1: Direct Exchange 2019 to Office 365 migration

Method 2: Hybrid Exchange 2019 to Office 365 migration

Method 3: Migrate Exchange 2019 to Microsoft 365 with an EDB file

Method 4: Exchange 2019 to Office 365 migration with PST files

IV. Post-migration tasks

V. Exchange migration troubleshooting

Benefits of using EdbMails for Exchange to Office 365 migration