Open xchange email to Office 365 migration

Open-Xchange (OX) is a widely used email and collaboration platform that serves over 220 million users globally. It offers essential tools like email, calendars, contacts, and document sharing, making it a popular choice for businesses aiming to streamline communication and improve productivity. However, Open-Xchange comes with certain limitations. Its scalability is limited, third-party integrations are restricted, and it can be difficult to manage as businesses grow. As companies expand, they often seek cloud-based solutions that can scale with their needs and offer more advanced features.

Office 365, now known as Microsoft 365, provides a superior alternative with better scalability, seamless integration, and robust security features. It integrates effortlessly with Microsoft Teams, SharePoint, and OneDrive, delivering an all-in-one solution for businesses. Unlike Open-Xchange, Office 365 benefits from automatic updates, ensuring that users always have access to the latest features without the need for manual upgrades. With its cloud-native infrastructure, Office 365 supports long-term growth, making it a more flexible and reliable choice for businesses.

Migrating from Open-Xchange to Office 365 may seem complex, but EdbMails IMAP migration software simplifies the process with its powerful and user-friendly features. The software ensures a smooth and efficient migration, even for users with minimal technical knowledge. It facilitates the configuration of both source and target servers, guiding users through the process with ease.

EdbMails offers automatic mailbox mapping, which automatically matches your Open-Xchange mailboxes to the corresponding Office 365 accounts, eliminating the need for manual intervention and reducing the likelihood of errors. The software also supports selective folder migration, allowing you to transfer only the necessary folders, ensuring an organized and efficient migration process. Furthermore, EdbMails enables concurrent mailbox migrations, allowing you to migrate multiple mailboxes simultaneously, accelerating the migration with zero downtime. With these advanced features, EdbMails provides a secure, efficient, and hassle-free migration solution, making it the ideal choice for Open Xchange email to Office 365 migration.

1. Open Xchange email to Office 365 migration plan

   Planning is one of the most important steps before you begin the Open Xchange email to Office 365 migration. Here is a checklist of points to consider before you migrate.

   • Determine the size of the data and the number of mailboxes you want to migrate.
   • Make a list of all the data and permissions from Open Xchange email that you want to transfer.
   • Create appropriate user mailboxes on Office 365 and assign licenses to them.
   • Ensure you have enough network capacity and bandwidth to migrate.
   • Communicate the migration plan and flow to your end users.

2. Open Xchange email to Office 365: pre-migration activities

   1. Find the IMAP server name of your Open Xchange email server. You can find this information from your server’s dashboard settings or by connecting your email system to Outlook.
   2. Have the users email address, passwords, IMAP hostname and port number.
   3. Create mailboxes on your target Office 365 server. You can choose the option to automatically create target mailboxes in EdbMails. If you prefer to create them manually, refer to the links below.
      1. Add users and assign licenses to Office 365 user
      2. Assign Microsoft 365 licenses to user accounts
   4. 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.

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

   5. Configure Office 365 to send and receive large messages.

        Follow the steps to increase the message size on Office 365 to 150MB and see tips to optimize IMAP migration to Exchange online.

3. Steps to migrate emails from Open Xchange to Office 365

   • Step 1: Download and install EdbMails IMAP migration software

     • Download EdbMails and install the application on any computer running on Windows operating system.
     • Launch the application and click 'Login' button or 'Start Your Free Trial'

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

       

     • Choose the 'IMAP Migration' option.

       

   • Step 2: Connect to source Open Xchange email server

     • If you want to migrate a single user, enter the Host Name, Port Number (993 for SSL), and account details to connect to the Open xchange email server.

       

     • If you want to migrate multiple mailboxes, select 'Multiple (bulk) Users/Accounts Migration'. Download the sample CSV file and add the required details such as mailbox name, password, hostname, and port. Load the CSV file into EdbMails and verify the list of mailboxes to continue.

       

         Steps to connect to single and multiple users in EdbMails IMAP migration

   • Step 3: Select source Open Xchange server mailboxes

     • Select the mailboxes and folders from the left panel to migrate to Office 365
     • Click 'IMAP to Office 365' to set up the connection with the target server

         See tips to optimize IMAP migration to Exchange online

       

   • Step 4: Connect to target Office 365

     • Select the preferred method for secure OAuth-based modern authentication. The default option, ‘Auto Registration,’ requires Global admin access. Alternatively, in the Manual Registration method, you can use either a Global admin account or any user account with full access rights.

       

     • Next, select the most suitable migration option and proceed to authenticate by logging into the Microsoft sign-in page.

       

     • Once logged in, you can easily fetch mailboxes directly from your Office 365 target server. For a more efficient approach, upload a CSV file to manage mailboxes in bulk, streamlining the migration process and enhancing overall productivity.

       

   • Step 5: Open Xchange email to Office 365 mailboxes mapping

     • Select the mapping option that best aligns with your requirements.

       

     • EdbMails streamlines migration by automatically creating mailboxes in Office 365, effortlessly setting up target mailboxes and mapping source IMAP server mailboxes and folders. This functionality is crucial for ensuring precise management of large-scale mailbox migrations.

       

     • Click the ‘Folder and Item Filter’ option to customize your migration criteria. You can apply a date filter to transfer data within a specific range or exclude particular standard and custom folders from the migration process.

       

   • Step 6: Start Open Xchange email to Office 365 migration

     • After mapping the mailboxes, assign a job name and initiate the migration. To review the progress, click the ‘View Log’ button for a detailed migration report, showcasing the number of emails, folders, and other items successfully transferred.

       

4. Open Xchange email to Office 365 post-migration tasks

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

     Ensure the MX records are updated to direct your email traffic to the Office 365 server, enabling smooth email flow. Alongside, make sure to configure the Autodiscover record so Outlook can automatically detect and connect to the newly migrated mailboxes, providing users with seamless email access.

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

     In case users face issues connecting to Office 365 mailboxes, configure a new Outlook profile for each user within the new domain to restore proper functionality.

5. Open Xchange email to Office 365 migration troubleshooting

     For troubleshooting, check out our knowledge base articles. If you have additional questions, browse the FAQs or contact our dedicated support team for personalized assistance.

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