EdbMails EDB Recovery and Migration software
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    Exchange EDB / Email Recovery Tools
    • EDB Recovery and MigrationRecover EDB to PST, EDB to Office 365 and Exchange NO Duplicate Migration
    • OST Recovery and MigrationRecover OST to PST, OST to Office 365 and Exchange Migration
    • PST Recovery and MigrationRecover Outlook PST, PST to Office 365 and Exchange Migration
    • MBOX Export and MigrationExport MBOX to PST, MBOX to Office 365 and Exchange Migration
    • NSF Export and MigrationExport NSF to PST, NSF to Office 365 and Exchange Migration
    Exchange and Office 365 Migration
    • Exchange Server MigrationMigrate Exchange 2007, 2010, 2013, 2016, 2019 to Office 365 tenants. Also, migrate between Exchange servers and PST
    • Office 365 MigrationMigrate Source Office 365 tenants to Destination Office 365 tenants. Also, migrate to Exchange Server and PST
    • IMAP Email Backup & MigrationMigrate all IMAP email servers (Gmail, Zimbra, Zoho, Yahoo etc.), Office 365, Exchange and Backup to Outlook PST
    • SharePoint Online MigrationMigrate documents, files and folders from SharePoint sites
    • OneDrive for Business MigrationMigrate documents, files and folders from OneDrive
    • Microsoft Teams MigrationMigrate Teams, documents, files and folders etc.
    Exchange and Office 365 Backup
    • Office 365 BackupIncremental, Granular, Encrypted and Compressed Office 365 Mailboxes Backup
    • Exchange Server BackupIncremental, Granular, Encrypted and Compressed Exchange Mailboxes Backup
    • SharePoint, OneDrive & Teams BackupBackup Online site collections, Team sites, Office 365 groups, all documents etc.
    • Duplicate Remover - Office 365 & Exchange Remove duplicate emails, calendars, contacts, journal etc. from Office 365 and Exchange
    • GAL and All Address Lists migrationDirectly migrate Exchange and Office 365 Global address list and Address Lists items
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    1. Home
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    3. Step by Step Guide to Migrate Live Exchange Server to Office 365

    Exchange to Office 365 migration guide

    Steps to migrate On-premise Exchange (2019-2007) to Office 365

User Manual

  • Exchange Migration Overview
  • Initial Setup
  • System Requirements
  • Installation
    • Installation process
    • Reinstall or Upgrade
    • How to uninstall
  • FAQ
    • General
    • Migration Free Trial / Demo
    • Migration License
    • Before Migration
    • Migration - Steps
    • After Migration
  • Videos
    • Exchange to Exchange
    • Exchange to Office 365
    • Exchange to PST
    • Public Folder to Office 365
    • Archive Mailbox to Office 365
    • Public Folder to Exchange
    • Archive Mailbox to Exchange
  • Screenshots
    • Exchange to Exchange
    • Exchange to Office 365
    • Exchange to PST
  • How it works?
    • Exchange to Exchange
    • Exchange to Office 365
    • Exchange to PST
    • Exchange Public Folder to Office 365
    • Exchange Public Folder to Exchange
    • Exchange 2010 to 2016 Public folder
    • Exchange 2013 Public folder to Office 365
    • Exchange 2016 Public folder to Office 365
    • Exchange Public Folder to Shared Mailbox
    • Archive Mailbox to Office 365
    • Archive Mailbox to Exchange
    • Hosted Exchange Migration
    • Hosted Exchange to Live Exchange Migration
    • Hosted Exchange to Office 365 Migration
    • Live Exchange to Hosted Exchange Migration
    • Hosted Exchange Public Folder to Office 365 Migration
    • Cross-forest migration from Exchange 2013 to Exchange 2019/2016
    • Hybrid Migration
    • Public folder Migration in Hybrid Environment
    • Migrate GAL and all address list
    • Disable msExchMailboxGuid
  • Connect to Exchange server for multiple mailboxes migration
    • Connect with Global Admin
    • Connect to Multiple users using CSV file
    • Connect using full access permission
    • Connect individual users for Single / Specific user Migration
  • Connect to Hosted Exchange for its Migration
    • Connect with Full Access permissions
    • Connect to multiple users using CSV file
    • Connect to Individual user for migration
  • Connect to Office 365
    • Modern Authentication Using OAuth 2.0
      • Microsoft 365 modern authentication
      • Automatic Registration
      • Manual Registration
    • Connect with Global Admin
    • Connect to Office 365 with full access permission
    • Connect to Office 365 with CSV file option
    • Connect to Office 365 as single user mailbox
  • Set Exchange Server Impersonation rights
    • Exchange 2007 and below
    • Exchange 2010, 2013, 2016 and 2019
    • Set using Exchange Server GUI
  • Understanding the Application
    • Program's Component
    • Migration
    • Incremental Migration
    • Exchange Throttling Policy
  • Set Office 365 Impersonation rights
    • Using PowerShell commands
    • Using Office 365 GUI
  • Migration Types
    • Cutover Migration
    • Staged Migration
    • Hybrid Migration
  • Map the Mailboxes
  • Migration Walkthrough
    • From Exchange 2003
    • From Exchange 2007
    • From Exchange 2010 to Exchange 2019
    • From Exchange 2010 to Exchange 2016
    • From Exchange 2010 to Office 365
    • From Exchange 2013 to Exchange 2019
    • From Exchange 2013 to Exchange 2016
    • From Exchange 2013 to Office 365
    • From Exchange 2016 to Exchange 2019
    • From Exchange 2016 to Office 365
    • From Exchange 2019 to Office 365
    • From Office 365
  • Multifactor Authentication
    • Enable MFA in Office 365
    • Create App password for MFA
    • Disable Security Defaults

Exchange to Office 365 migration plan

Migrating Exchange server mailboxes and mail data to another server can be challenging without a proper plan. Here is a checklist of the most important factors to consider for the migration.

  1. Prepare a complete inventory of items that you want to migrate.
  2. Communicate any changes to your end users and inform the stakeholders.
  3. Consider if you want to perform a cutover, staged or hybrid migration.
  4. Take a backup and remove unused and unwanted mailboxes from the source server.
  5. Determine the size of the mailbox data and number of mailboxes to migrate.
  6. Prepare the domains and required Active Directory services on the target.
  7. Determine if you want to migrate mailboxes along with Public folder and Shared mailboxes.
  8. Ensure you have enough network capacity and bandwidth to migrate.
  9. Consider the throttling and message size limits on Exchange server.
  10. Take a complete backup of all your mailbox items and folders.
  11. Create mailboxes and Public folders on Office 365.
  12. Assign suitable licenses to the mailboxes.
  13. Perform a test (pilot) migration before you start the actual migration.
  14. Start the migration and verify the migration endpoint.
  15. Create new Outlook profiles and check if you are receiving mails correctly.
  16. Decommission the source Exchange server (optional)

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

Exchange to Office 365 migration

  1. Pre migration activities for Exchange to Office 365 migration

    1. Assign the Organization Management role group to the admin user on both the source and the target. It is an elevated permission that is required to migrate Public folders.
    2. Install cumulative updates (CU) on the source Exchange server.
      1. Install for Exchange server 2013
      2. Install for Exchange server 2016
      3. Install for Exchange server 2019
    3. Set the impersonation rights for the admin account in Office 365 to migrate mailboxes on behalf of other users in your organization.Verify if the source and target admin account in general has the following management roles assigned:
      1. ApplicationImpersonation
      2. View-Only Configuration
      3. View-Only Recipients
      4. Public Folders
      5. User management administrator/Global administrator
    4. Check if the Global admin account that has been assigned management roles has a valid and non-hidden mailbox on the source and target server.
    5. Ensure that you meet the network and bandwidth requirements for the migration. See Network and migration planning for Office 365.
    6. Decide the migration path you want to migrate depending on your environment.
      Current environment and requirementMigration approachHow does the migration take place?
      You want to perform a complete Office 365 migration in a single event and in a limited time frame.Cutover migrationIn this approach, you set up your target Office 365 tenant and migrate everything in a single sitting. Suited for large mailbox migration
      You want to perform the migration in phasesStaged migrationIn this approach, you migrate your mailboxes and mail data in stages and transfer the most recent/required data first followed by the others.
      You have an on-premises Exchange server that coexists with Office 365 cloudHybrid migrationIn this approach, you migrate within the Hybrid environment to Office 365 or from a Hybrid environment to an independent Office 365 tenant

       See performance factors and best practices for Office 365 migration.

    7. Prepare your target Office 365 tenant. See Tenant roadmap for Microsoft 365.
    8. Before migrating to the target Office 365 tenant, ensure that you create mailboxes for your users in your organization and assign suitable licenses to them.
      •  Add users and assign licenses to Office 365 users
      •  Add several users at the same time to Office 365
      •  Assign Microsoft 365 licenses to user accounts
    9. If you plan to migrate the source Public folders to Public folders on Office 365, ensure that you create and configure the Public folder mailboxes on the target server.

       Create Office 365 Public folder and assign mailbox user

    10. If you have a custom email domain from your source to which you want to receive emails after the migration, you must add and verify the domain on Office 365.

       Steps to add a custom domain to Office 365 and steps to add DNS records to connect your domain.

    11. If you are using Active Directory Federation Services, you must configure a new domain on the target tenant for AD FS.
    12. Configure Office 365 to send and receive large messages.

       Follow the steps to increase the message size on Office 365 to 150MB.

  2. How to perform Exchange to Office 365 migration?

    There are three methods to migrate Exchange to Office 365

    Steps to migrate Exchange server to Exchange online

    1. Cutover Exchange migration
    2. Staged migration
    3. Hybrid Exchange migration to Office 365
    1. Step 1: Download and install EdbMails Exchange migration software
      1. Download EdbMails and install the application on the source computer. You can also perform the migration operation by installing EdbMails on any non-Exchange server computer.
      2. Launch the application and click 'Login' or 'Start Your Free Trial'.
      3. Select the migration method as Live Exchange migration

      installation

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

      Note: If the Standard folders (such as Inbox, Calendar, Contacts) on your source Exchange server mailboxes are initialized with a different language, follow the below details to migrate these folders to the respective system folders on the target (destination) server.

      For Instance: If your source Inbox folder is named 'Boîte de réception', which is in French language and you migrate this folder directly to the destination server, then by default it will not be mapped to the 'Inbox' folder on the target server. In order to map the folder with the french name to the respective folder, change the regional settings on the target server to match that of your source mailbox folder language (in this case, it is French).

      Click here to know the steps to change the language and regional settings on Exchange server

    2. Step 2: Connect to source Exchange server as Global Administrator

      In the Connect to Exchange server (Source) window, select 'Connect using Global Admin User'. You can also load the mailboxes using a CSV file. See the instructions on how to use the different Exchange server connection methods supported by EdbMails.

      With EdbMails, you can migrate mailboxes, Public folders, and Archive mailboxes from the source Exchange to the target server.

    3. Step 4: Select the mailbox items and then connect to target Office 365
      1. EdbMails displays a list of mailboxes from the source Exchange server
      2. Select the mailboxes and folders that you want to migrate to Office 365.
      3. Click 'Migrate to Office 365' to setup the connection with the target server

      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.

      EdbMails provides the following additional options to help you perform staged Office 365 migration based on a Date and other conditions.

      1. Additional Include and Exclude Filter Options and migration settings for mailboxes.
      2. Filter emails by Date: Migrate to Office 365 by applying the Date filter
      3. Filter emails by Size: Exclude emails from migration larger than a specified size.
    4. Step 5: Connect to Office 365 as Global Administrator

      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

    5. Step 6: Map the mailboxes between the source and the target

      The mapping activity in EdbMails can automatically match and map the mailboxes and folders between the source tenant and Office 365. This activity saves time when you’re migrating a large number of mailboxes.

    6. Step 7: Start the migration to Exchange online from Exchange server

      Start and monitor the migration after you complete the mailbox mapping. Finally, verify the count of migrated emails, folders and mailbox items with EdbMails text-based log report.

  3. Post-migration Activities

    1. Step 1: Add the domain and update the MX records to point to Office 365

      Add the domain on Office 365 and if you haven’t updated the DNS records previously, you must change the MX records to enable email to work with the target server and receive messages on Office 365. In addition, configure the Autodiscover record to allow Outlook to connect to the migrated mailboxes.

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

      Configure the Outlook profile for each user in your domain if Outlook has problems connecting to Office 365 mailboxes.

    3. Step 3: Decommission and uninstall the source Exchange

      Uninstall and decommission the source Exchange server after you finish the migration to Office 365.

       Steps to uninstall Exchange server 2013

       Steps to uninstall Exchange server 2010

  4. Exchange migration troubleshooting

    See the troubleshooting solutions for Office 365 and Exchange migration. For more information related to EdbMails Exchange migration, see frequently asked questions.


Benefits of EdbMails for Office 365 migration

  1. Support for migrating Exchange server 2010, 2013, 2016 and 2019
  2. EdbMails does not modify or alter the source or target data.
  3. Easy to use tool with no PowerShell scripts or manual methods.
  4. Cost effective and time saving solution for Office 365 migration.
  5. Automatic mailbox mapping with direct migration to Office 365.
  6. Free 24x7 customer support to help you with the migration.
  7. Support for secure modern authentication for O365.
  8. Granular brick-level technology for selective mailbox and mail item migration.
  9. Migrate Public folder, Shared Mailboxes and In-Place Archives.
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