Staged Exchange migration

Migrating email systems is a critical task for organizations looking to enhance their communication infrastructure. For medium to large enterprises, the sheer volume of data often necessitates a more strategic approach to migration. Staged Exchange migration is a method designed to facilitate the transfer of mailboxes and user-related data in a phased manner, ensuring zero disruption to daily operations. EdbMails Exchange migration software supports this migration type and allows organizations to customize their migration strategy, enabling the transfer of essential data first. EdbMails preserves the original formatting of emails, attachments, and folders, ensuring a seamless migration without data loss. Supporting all migration types—cutover, staged, and hybrid environments—EdbMails enhances user confidence with real-time monitoring and detailed reporting, streamlining the entire migration process while addressing the unique needs of each organization.

In a staged migration, the migration process is typically divided into two or more stages based on specific timelines:

1. Initial migration: In the first phase, data that is either older or newer than a predetermined date is migrated. This approach allows organizations to prioritize critical information while preparing for the upcoming migration.
2. Final migration: After the initial phase, the domain is switched to the target server and/or the MX records are updated. The second stage focuses on migrating the remaining data, often prioritizing the most recent information—typically from the last few weeks or months.

EdbMails Exchange migration software supports staged migration by allowing organizations to migrate their data in manageable phases. With advanced date filters, users can customize the migration process to target specific time frames, enabling the prioritization of essential information during the initial migration phase. This ensures that critical emails and documents are moved first, minimizing disruption. Furthermore, EdbMails offers an incremental migration feature, which guarantees that only new or modified items are migrated during subsequent phases.

1. Staged Exchange migration scenarios

   Swift data migration

   A company operating continuously on a legacy Exchange Server has opted for a swift upgrade to the latest version. Given the substantial amount of data involved, reducing downtime is essential. With EdbMails Exchange migration software, the initial focus will be on migrating data from the past two months, enabling employees to access critical information right away. This first migration phase is executed smoothly, followed by an update to the MX records to redirect mail flow to the new server. Once this initial step is completed, the second migration phase can start promptly, allowing users to retrieve their older data in due course.

   Integrating two organizations

   As two organizations prepare for a merger, both are using outdated Exchange Server versions and aim to consolidate their data into Exchange server 2019. Since the companies will continue operating in their legacy systems during this transition. The plan is to migrate the bulk of their data now while reserving the latest information shortly before the merger to ensure a smooth transition. In the first phase, apply a date filter to transfer items older than one month and exclude non-email folders. This migration can run around the clock, even during business hours. Once this initial migration is complete, the final stage can occur right before the merger—potentially over the weekend—where EdbMails Exchange migration will handle the migration of all remaining data, utilizing an inclusive date filter. After updating the MX records, both companies will operate seamlessly on a shared mail server.

   Navigating slow internet challenges

   Due to poor IT infrastructure, a company is planning to relocate swiftly and migrate to a new Exchange server. While only a small number of mailboxes need to be transferred, a slow internet connection complicates matters. In this case, a cutover migration would be too time-consuming, making a staged approach with EdbMails Exchange migration a more practical choice. The first phase will focus on migrating data from the last two weeks, ensuring that employees can start working in their new office and on the new Exchange server promptly. During this stage, all data types will be transferred, with the date filter appropriately configured. After completing this phase, the MX records will be updated, allowing the second migration phase to proceed using EdbMails.

2. Steps to perform staged Exchange migration using EdbMails

   During a staged migration, if certain items are migrated in the initial phase and the MX records are updated, altering source or email addresses prior to the second phase can lead to item duplication. To avoid duplicates and facilitate incremental mailbox migration, follow the steps below :

   1. Step 1: Install and Launch EdbMails

      • Set up alias email addresses for all mailboxes that need to be migrated. You can use different domains for these aliases on both the source and target servers.
      • Create matching alias email addresses on the target server.
      • Download and install EdbMails on a Windows computer.
      • Launch the application and log in or start a free trial.

        

      • Select ‘Live Exchange Migration’ > ‘Live Exchange to Live Exchange Migration’.

        

      • Keep the default job name or click ‘New Job’ to rename it.

   2. Step 2: Connect to source Exchange server

      • Click ‘Add New Connection’ to set up a new connection, or select an existing one.
      • Choose the connection method and click ‘Next’.

        

      • Enter the source server details and click ‘Login’.

        

      • Select how to load mailboxes automatically or using a CSV file.

        

   3. Step 3: Select Exchange mailboxes to migrate

      • Choose the mailboxes or folders to migrate.
      • Click ‘Next’ to proceed.

        

   4. Step 4: Connect to target Exchange server

      • Click ‘Add New Connection’ to set up a new target connection or choose an existing one.

        

      • Select connection options and click ‘Next’.
      • Enter target server details and log in.

        

      • Load target mailboxes as needed.

        

   5. Step 5: Map source and target mailboxes

      • Select the mailbox mapping option.

        

      • EdbMails automatically maps source and target mailboxes for easier setup.
      • Optionally, allow EdbMails to create mailboxes on the target server.

        

   6. Step 6: Start Staged Exchange migration

      • Click ‘Start Migration’ to begin the process.
      • Monitor progress in the status bar. After completion, click ‘View Logs’ to check the migration report.
      • Log in to the target server to verify migrated items.

        

3. Exchange migration troubleshooting

   Refer to the Exchange migration troubleshooting guide for possible solutions related to migration errors. For more information on EdbMails Exchange migration refer to the frequently asked questions (FAQs)

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Additional resources:

• EdbMails Exchange migration software
• Cutover Exchange migration
• Migration in hybrid environments
• Advanced filters to customize Exchange migration
• Set impersonation rights on Exchange server
• Disable Exchange server throttling