User Manual

Office 365 migration to Exchange Server 2010/2013/2016/2019

Pre-migration activities

Before migration ensure source and destination Exchange environments are ready and you meet the system requirements.

  • Step 1: Prepare a clean destination Exchange environment
  • Step 2: Prepare domain accounts on the target server
    • In the target server, create the appropriate mailbox-enabled accounts manually.
    • You can create the mailboxes and the respective users automatically during mailboxes matching step
  • Step 3: Make sure that the admin account used to connect to the source Office 365 tenant has the necessary roles assigned and that it has its mailbox configured correctly
    1. Inspect whether the source admin account has the following management roles assigned:
      • ApplicationImpersonation
      • View-Only Configuration
      • View-Only Recipients
    2. If any required roles are missing, either assign them manually or you can let the application to assign in the connection wizard.
    3. Ensure that this account is mailbox-enabled.
  • Step 4: Set your Office 365 admin account's primary email address to use the initial * domain

    You need to set the * domain should be used as the primary email address of the admin account that will be used to connect to source office 365 tenant.

    Perform the following steps to change your primary emal address in office 365:

    • Sign in to the target office 365 tenant.
    • Go to Office 365 admin center.
    • From the left menu, Select users > Active users
    • Choose the admin account that will be used in EdbMails application to connect to the tenant.
    • Click the Edit in the User name / Email row in the opened window
    • Click the Set as primary next to the alias in the * / * domain. And then Click Save button.
  • Step 5: Confirm the Admin account configuration and rights that will be used to connect to the Source and target server
    1. Make sure the following roles are assigned to the target admin account
      • ApplicationImpersonation rights
      • View-Only Recipients rights
      • View-Only Configuration rights
      • Assigned mailboxes to the Public Folders
    2. Verify the access to the Exchange server's service using IP or Domain Name

      https://[Exchange_IP]/EWS/Exchange.asmx or


    3. If a client connects from outside the local network then that client required to have external URL configured correctly:
      • Open the Exchange Management Shell on the target server and verify if the ExternalUrl is defined:
        Command: Copy & Paste it on PowerShell

        Get-WebServicesVirtualDirectory | fl

      • If there's no address in the ExternalUrl line it needs to be defined. Execute the following script:
        Command: Copy & Paste it on PowerShell

        Get-WebServicesVirtualDirectory | Set-WebServicesVirtualDirectory -ExternalUrl https://[Target server's internet name]/EWS/Exchange.asmx

  • Step 6: Configure the maximum size limit of sent mail and throttling settings
  • Step 7: Download and Install the EdbMails application

    a. Download and install EdbMails on your computer.   Download

    b. Double click the EdbMails setup (EdbMailsSetup.exe) to install the application.

    c. Follow the instructions that appear to complete the installation.


  • Step 8: 'Login' or 'Start Your Free Trial' to access the application

    Click the 'Login' or 'Start Your Free Trial' button.

    Demo login EdbMails

Migration process

The following steps will guide you through the configuration of EdbMails Exchange Migration:

  • Step 1: Select 'Office 365 Migration'

    Select the option 'Office 365 Migration' and click the 'Continue'.

    Office 365 Migration

  • Step 2: Connect to Source Office 365 Tenant
  • Step 3: Select the Source Mailbox and Connect to destination Server

    Select the mailboxes for migration

    Select the mailboxes that you wish to migrate.

    Choose the migration type as 'Full migration' or 'Incremental migration'.

    Select Mailboxes

    Click the 'Migrate to Destination Exchange [Incremental]' button to continue.

    Export Selected Mailboxes

    Login to Destination Live Exchange

    Login to the target Exchange server. Click here for the detailed steps on Exchange server login using EdbMails

    On successful login, you will be displayed with the list of mailboxes.

    Load Mailboxes from CSV

    After successful login, if the automatic mailbox listing has failed to retrieve all the mailboxes name then you can load all the mailboxes name using .csv file. However, if the listing is successful then you can ignore this step and continue to next step.

    Click here for the detailed steps on listing mailboxes using '.CSV' file

    Click the 'Continue' button.

    Load CSV

  • Step 4: Match source and target mailboxes

    Map Source and Target Mailboxes

    Map the source mailboxes to target Exchange server mailboxes. Click here for the details.

  • Step 5: Start the migration

    Start the Migration Operation

    Click the 'Continue' button to start the migration operation.

    mailbox mapping

    That's it! During migration operation, you can view the progress as shown below.

    Office 365 to Exchange Migration

    Appropriate message will be displayed on completion of the migration operation.

    Click the 'View Log' button to view the migration operation log.

    Login to your Exchange server to verify migrated items such as emails, calendars, contacts etc.

Post-migration cleanup

Once the migration is completed, please follow the points below:

  • Step 1: Change DNS records (MX, Autodiscover)

    To enable mail flow to new servers, you need to change the MX records. In addition, you need to setup autodiscover record to facilitate connecting migrated mailboxes with a mail client. In this Microsoft article you can find the detailed information on how to do Exchange Server 2019 and 2016 .It may take several hours

  • Step 2: Disconnect the domain from the source tenant
    1. Sign in to your Office 365 admin center
    2. Go to Setup > Domains
    3. Choose the domain you want to disconnect
    4. Click the Remove button in opened window. If it notifies regarding domain remove, confirm that you want to disconnect the domain
  • Step 3: Outlook profiles

    If your Outlook has problems connecting to the new Exchange server, you need to create a new Outlook profile for each user in your domain.