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  3. Office 365 tenant to tenant migration

Office 365 Tenant to Tenant migration step by step guide

Steps to migrate from Office 365 Tenant to Tenant

Office 365 migration

Just $200 For 100 Mailboxes

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User Manual

  • Office 365 Migration Overview
  • System Requirements
  • Software Setup
    • EdbMails Installation Process
    • Upgrading the Software
  • Understanding the Application
    • Software's Main Components
    • Understanding the Migration
  • FAQ
    • General
    • Migration Free Trial / Demo
    • Migration License
    • Before Migration
    • Migration - Steps
    • After Migration
  • Videos
    • Office 365 to Office 365
    • Office 365 to Exchange
    • Office 365 to PST
    • Public Folder to Office 365
    • Archive Mailbox to Office 365
    • Public Folder to Exchange
    • Archive Mailbox to Exchange
  • Screenshots
    • Office 365 to Office 365
    • Office 365 to Exchange
    • Office 365 to PST
  • How it works?
    • Office 365 to Office 365
    • Office 365 to Exchange
    • Office 365 to IMAP
    • Office 365 to PST
    • Public Folder to Office 365
    • Public Folder to Exchange
    • Public Folder to Shared Mailbox
    • Archive Mailbox to Office 365
    • Archive Mailbox to Exchange
    • Office 365 to Hosted Exchange
    • Multiple PST to Office 365
  • 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
  • Connect to Exchange server
  • Knowledge Base
    • Migrate between Office 365 tenants
    • Migrate Office 365 mailbox
    • Public folder migration
    • Office 365 to Exchange Migration
    • Office 365 Migration with same Domain
    • Office 365 Group Migration
    • Selective Mailbox Migration
    • Migration to Exchange 2007, 2010, 2013, 2016 and 2019
    • Secure Migration
    • Automatically Create and assign license to Office 365 user
    • Automatic Mailbox Mapping
    • Zero downtime
    • All languages supported
    • Advanced Filter Settings
    • Migrate Emails, Calendars and more
    • Migration Reports
    • GoDaddy to Microsoft 365 migration
    • Rackspace to Office 365 migration
    • Office 365 migration methods
    • Office 365 migration checklist
    • Migrate Shared mailbox to Office 365
    • Office 365 migration best practices
    • Office 365 migration challenges
    • Convert shared mailbox to regular mailbox
    • Office 365 to Exchange 2019 migration
    • Concurrent Office 365 Mailbox Migration
    • Automatic Office 365 throttling management
    • Office 365 multiple mailbox migration
    • Office 365 Server to Server Migration
    • Cross-Tenant Office 365 migration
  • Set Office 365 Impersonation rights
    • Using PowerShell commands
    • Using Office 365 GUI
  • Set Exchange Server Impersonation rights
  • Map the Mailboxes
  • Migration Walkthrough
    • Office 365 tenant to tenant migration
    • Office 365 to Exchange migration
    • Office 365 to PST Export
  • Multifactor Authentication
    • Enable MFA in Office 365
    • Create App password for MFA
    • Disable Security Defaults

Introduction to Office 365 Tenant to Tenant Migration

Office 365 Tenant to Tenant migration refers to the process of moving data, mailboxes, and other resources from one Office 365 Tenant to another. This migration may be necessary due to organizational restructuring, mergers, acquisitions, or a desire to transition to a more suitable tenant structure. While the migration process can be complex, proper planning and the use of efficient migration tools can simplify the transition and minimize disruptions. In this article, we will explore the key aspects of Office 365 Tenants migration, with a special focus on the EdbMails Office 365 Tenant to Tenant migration tool.

Office 365 tenant to tenant migration

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Office 365 Migration with same domain Office 365 to Exchange migration Public folder to Office 365 migrationArchive mailbox to Office 365 migrationExport PST from Office 365
  1. Office 365 Tenant to Tenant migration plan

    Planning is essential for a successful migration. A well-thought-out plan saves time and ensures a smooth, stress-free operation. Here's a checklist of crucial points to consider when migrating your O365 mailboxes.

    1. Create a comprehensive inventory of items for migration.
    2. Back up your mailbox inventories and remove unused or unwanted mailboxes from the source.
    3. Determine the size and number of mailboxes to be migrated.
    4. Decide whether to migrate Public folders and Shared mailboxes in addition to user mailboxes.
    5. Communicate the migration plan and changes to end users.
    6. Prepare domains and required Active Directory services on the target.
    7. Set up mailboxes and Public folders on the target Office 365 server.
    8. Assign appropriate licenses to the mailboxes.
    9. Ensure sufficient network capacity and bandwidth for the migration.
    10. Consider throttling and message size limits on Office 365.
    11. Perform a test migration to Office 365 before proceeding with the actual migration.
    12. Initiate the migration, verify the endpoint, and add DNS records.
    13. Create new Outlook profiles and ensure proper mail reception.
    14. Remove permissions and licenses from the source Office 365 tenant.
  2. Office 365 Tenant to Tenant migration prerequisites

    1. On the source Office 365
      1. Choose the migration path based on your source and target environments.
        Current environment and migration requirementMigration approachHow does the migration take place?
        Migrate Office 365 Tenant to Tenant in a single event and in a limited time frame.Cutover migrationSet up your target Office 365 Tenant and migrate everything in a single sitting. Suited for large mailbox migration
        Perform Exchange online to Office 365 migration in batchesStaged migrationMigrate your mailboxes and mail data in stages and transfer the required or the most recent data first followed by the others.
        Migrate from on-premises Exchange server that coexists with Office 365 cloudHybrid migrationMigrate Exchange online to Office 365 while also migrating from the Hybrid Exchange server
      2. Ensure that your network and bandwidth meet the requirements for the migration. See network and migration planning, performance factors and best practices for Microsoft 365 migration.
      3. Assign the Organization Management role group in Exchange online to the admin user on both the source and the target. It is an elevated permission that is required to migrate Public folders and In-Place Archive.
      4. 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

        EdbMails automatically sets impersonation rights in Office 365 to the Global admin user.

      5. Ensure that the Global admin account with the management roles has a valid and non-hidden mailbox on both the source and target servers.
    2. On the target Office 365
      1. Prepare your target Office 365 Tenant. See Tenant roadmap for Microsoft 365.
      2. Explore various Office 365 licensing plans to find one that best fits your needs. You have the option to start with a 30-day free trial and later select a plan that suits your requirements. Make use of the resources available to compare different Office 365 business and enterprise plans before making a decision. Compare Office 365 business plans and Compare Office 365 enterprise plans.
      3. Before migrating from one Office 365 Tenant to another, make sure to create mailboxes for your organization's users and assign the appropriate 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
      4. If you intend to migrate the source Public folders to Public folders on Office 365, make sure to create and configure the corresponding Public folder mailboxes on the target server
      5. To migrate In-Place archives from one tenant to another, make sure that the archive mailbox is enabled on both the source and target. See steps to enable online archive in Office 365.
      6. Assign the Organization Management role group in Exchange online to the admin user. It is an elevated permission that is required to migrate Public folders.
      7. Ensure that you set the impersonation rights on Office 365 for the admin account to migrate mailboxes on behalf of other users in your organization.
      8. If you have a custom email domain from the source to which you want to receive emails after the migration, you must add and verify the custom domain on Office 365.

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

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

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

  3. Office 365 Tenant to Tenant migration using EdbMails

    The following methods can help you migrate tenant to tenant in Office 365

    1. Office 365 cutover migration
    2. Batch or staged migration
    3. Hybrid migration to Office 365
    • Steps for tenant to tenant Office 365 cutover migration
      • Step 1: Download and install EdbMails Office 365 migration software
        • Download and install the EdbMails application on your computer. The application is compatible with all Windows server and client operating systems.

           See a detailed list of EdbMails system requirements for o365 to o365 migration.

          installation

        • Launch the application and click 'Login' or 'Start Your Free Trial'.

          Demo login EdbMails

        • Select the option ‘Office 365 migration’ and proceed

          Office 365 Migration

        Note: If the standard folders (such as Inbox, Calendar, Contacts) on your source tenant mailboxes are initialized with a different language, For instance, if your source Inbox folder is named 'Boîte de réception' in French language, and you migrate this folder directly to the destination server, it will not be automatically mapped to the 'Inbox' folder on the target server. To ensure proper mapping of the folder with the French name to the respective folder, refer to this link.

      • Step 2: Connect to Office 365 source server

        In the Connect to Office 365 (Source) window, select the authentication method as ‘Auto’ or ‘Manual’ registration for modern authentication and click the ‘Login’ button.

         Connect to Office 365 server using secure modern authentication

        Automatic Registration

        Select the required connection method and authenticate on the Microsoft sign-in page using the global admin account.

        Connection Methods

        After the successful authentication, select one of the methods to load the mailboxes. You can also load and migrate the mailboxes using a CSV file.

      • Step 3: Select the mailbox items and connect to the target server
        1. EdbMails displays a list of mailboxes from the source Office 365 tenant.
        2. Select the mailboxes and folders that you want to transfer.
        3. Click ‘Migrate to Office 365’ to set up the connection with the target server.

        Export Selected Mailboxes

         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.

      • Step 4: Connect to the target server as Global Administrator

        Connect to your target server by selecting Auto or Manual registration for modern authentication and the required connection method.

         Connect to Office 365 server using secure modern authentication

        After the successful authentication, select one of the methods to load the target server mailboxes and continue with the mailbox mapping.

         Tip: The mapping activity in EdbMails can automatically match and map the mailboxes and folders between the source tenant and target. This activity saves time when you’re migrating a large number of mailboxes. You can also manually map source folder/subfolders with target folders/subfolders

        Migrate Source Exchange to Destination Exchange

      • Step 5: Start the migration from Office 365 Tenant to Tenant

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

    • Steps for Tenant to Tenant O365 staged migration

      The staged migration with EdbMails involves migrating the newest mailbox data to your Office 365 tenant in the first stage and gradually migrating the remaining items in stages or over weeks.

      • Step 1: Install EdbMails and connect to the source Office 365 tenant

        Download and install the application and select Office 365 migration. Connect to your source Office 365 server and select the required method to load the mailboxes.

      • Step 2: Select the mailbox data to migrate to the target Office 365
        1. After a successful login, EdbMails displays a list of mailboxes and folders.
        2. Select the mailboxes and folders you want to migrate and click ‘Migrate to Office 365’
      • Step 3: Prepare your mailbox data for Office 365 staged migration (optional)

        EdbMails provides the following additional options under ‘Settings’ to help you customize the staged O365 tenant migration and filter emails based on the Date and other conditions

        1. Additional include and exclude filter options
        2. Filter emails by Date: Migrate to Office 365 by applying the Date filter
        3. Filter emails by Size: Exclude emails or attachments larger than a specified size.
        4. Filter emails by domain: You can filter the emails for migration based on the Sender Address or email domain.

        Include exclude folders

      • Step 4: Connect to target server as a Global Admin user

        Connect to your target server by selecting Auto or Manual registration for modern authentication and the required connection method.

         Connect to Office 365 server using secure modern authentication

        After the successful authentication, select one of the methods to load the target server mailboxes and continue with the mailbox mapping.

      • Step 5: Map the mailboxes and start the staged Office 365 migration

        The mapping activity in EdbMails can automatically match and map the mailboxes and folders between the source and target server.

        You can also map source folders/subfolders with target folders/subfolders.Start and monitor the migration and verify the count of migrated emails, folders and mailbox items with EdbMails text-based log report.

    • Tenant to Tenant Office 365 Hybrid migration

      If you plan to migrate from a coexisting on-premises Exchange and Office 365 environment to the target Office 365, then a Hybrid migration is the best solution.

       See Office 365 Hybrid migration steps by using EdbMails

      If your mailboxes are in a Hybrid environment, it is not possible to migrate Public folders directly to Office 365. Refer to this workaround solution to migrate Public folders in a hybrid environment.

  4. Tenant to Tenant Post-migration Activities

    • Step 1: Update the MX records to point to Office 365

      Add the existing domain to the target Office 365 and if you haven’t updated the DNS records previously, you must change the MX records to enable email flow and receive messages. In addition to this task, configure the Autodiscover record to enable Outlook to connect to the migrated mailboxes.

    • Step 2: Clear the Auto-Complete list in Outlook

       See manage suggested recipients with Auto-Complete.

    • Step 3: Create a new Outlook profile after Office 365 migration
      • 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.
      • Configure the new server settings, such as the server address, username, and password in Outlook.
      • Test email flow to ensure that your users are able to send and receive emails.
    • Step 4: Remove the old Office 365 subscription plan

      Once the migration is complete and you have confirmed the integrity of the migrated mailbox data, proceed to remove the Office 365 subscription plan from the source tenant, along with any associated domains.

Reasons for Tenant to Tenant Migration

There are several reasons why organizations may need to perform Office 365 Tenants migration:

  1. Mergers and Acquisitions: 

    When organizations merge or acquire other companies, they often need to consolidate their Office 365 tenants to establish a unified and efficient IT infrastructure.

  2. Divestitures and Spin-offs: 

    In the case of divestitures or spin-offs, organizations may need to separate a portion of their Office 365 resources into a new tenant to ensure data security and compliance.

  3. Rebranding or Restructuring:

     Organizations undergoing rebranding or restructuring may choose to migrate to a new Office 365 tenant to align with their new business goals, branding, or organizational structure.

  4. Improved Tenant Structure:

    As organizations evolve, they may realize the need for a more efficient tenant structure that better aligns with their operations, security requirements, or compliance standards.

Benefits of Office 365 Tenant to Tenant Migration

Migrating from one Office 365 tenant to another offers several benefits:

  1. Data Consolidation: 

    Office 365 Tenants migration allows organizations to consolidate their data and resources into a single tenant, facilitating better management, collaboration, and security.

  2. Streamlined Operations: 

    By migrating to a new tenant, organizations can optimize their Office 365 setup, eliminate redundancies, and establish a more streamlined and efficient IT infrastructure.

  3. Enhanced Security and Compliance: 

    A Tenant to Tenant migration provides an opportunity to reassess and strengthen security measures and compliance standards, ensuring that data and resources are protected in accordance with industry regulations.

  4. Improved Collaboration: 

    Office 365 Tenant migration enables organizations to establish a unified collaboration platform, making it easier for employees to work together, share resources, and access shared data.

Common Challenges and Solutions in Tenant to Tenant Migration

Office 365 Tenants migration can present various challenges. Here are some common challenges and their corresponding solutions:

  • Data Loss or Corruption: To mitigate the risk of data loss or corruption, perform regular backups, validate data integrity during the migration process, and ensure a reliable migration tool or service is used.
  • Coexistence and User Access: Establish proper coexistence settings to allow users to access resources in both the source and destination tenants during the migration. Communicate the migration process and any changes to users to minimize disruptions.
  • Migration Downtime: Plan the migration schedule to minimize downtime, perform migrations during off-peak hours, and choose migration methods that offer minimal disruption to users.
  • Complex Dependencies and Integrations: Identify and address any dependencies on third-party applications or integrations. Coordinate with vendors and stakeholders to ensure a smooth transition during the migration.

Best Practices for a Successful Office 365 Tenant to Tenant Migration

To ensure a successful migration between office 365 Tenants, consider the following best practices:

  • Thoroughly Plan and Prepare: Invest time in comprehensive planning, assessing migration requirements, and preparing the source and destination tenants before initiating the migration.
  • Test and Validate: Perform test migrations with sample data to validate the migration process, identify potential issues, and fine-tune the migration settings.
  • Communicate with Users: Keep users informed about the migration process, timeline, and any changes they can expect. Provide adequate training and support to help them transition smoothly.
  • Monitor and Track Progress: Continuously monitor the migration progress, track any errors or issues, and promptly address them to minimize disruptions and ensure a successful migration.
  • Maintain Data Integrity and Security: Implement proper data backup and disaster recovery measures to mitigate the risk of data loss or corruption during the migration. Ensure compliance with security and privacy regulations throughout the process.

EdbMails for simplifying Office 365 Tenant to Tenant Migration

Several tools and solutions can simplify the Office 365 Tenants migration process. These tools offer automation, efficient data migration, and streamlined processes. One of the best is EdbMails Office 365 Tenant to Tenant migration tool, which provides the following features:

  • Efficient Data Migration: EdbMails ensures a seamless migration of mailboxes, emails, calendars, contacts, tasks, public folders, and more from the source tenant to the destination tenant. It maintains the folder hierarchy, metadata, and complex permissions during the migration process.
  • Zero Downtime: EdbMails allows organizations to achieve zero downtime during the migration process, ensuring that users can continue to access their mailboxes and work uninterrupted.
  • Incremental Migration: EdbMails offers incremental migration, allowing organizations to perform multiple migration passes to ensure accurate migration of all data. This ensures that no data is left behind or missed during the migration process.
  • Easy Mapping and Customization: The tool provides an intuitive user interface that allows administrators to map source and target mailboxes effortlessly. It also offers advanced customization options to filter specific data based on criteria such as date range, item type, or size.

Office 365 migration troubleshooting

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

Benefits of EdbMails for Office 365 Tenants migration

  • Zero downtime and zero data loss O365 migration
  • Migrate SharePoint, OneDrive and Microsoft Teams data.
  • EdbMails enables you to migrate from Rackspace to Office 365 and perform tenant migration from Godaddy to Office 365
  • Advanced folder and filter settings to selectively migrate the data.
  • Easy Exchange online migration with no PowerShell scripts and cmdlets
  • EdbMails does not modify the source or the target data and preserves the data consistency.
  • Support for secure modern authentication for Office 365.
  • A versatile solution for Public folder to Shared mailbox migration.
  • World-class and free 24x7 support to assist you with the Tenant to Tenant migration.

 Related Links

  1. Videos - Office 365 Tenant to Tenant migration
  2. Videos - Office 365 Public folder to Office 365 migration
  3. Videos - Office 365 Archive Mailbox to Office 365 migration
  4. Videos - Office 365 to Exchange migration
  5. Videos - Export Office 365 mailboxes to PST
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