Wednesday, May 6, 2015

Ways to migrate different multiple email accounts to Office 365

Due to the significance usage of emails and inbox components like calendar, contacts, task list etc., migration of e-mails accounts from one system to another has become very essential than ever. With few convenient steps one can easily migrate their emails, inbox items as well as mailboxes from server to server.

So today I am just going through the procedure to shift emails and mailbox contents from one email system to Office 365; whether you’re using Exchange Server or any IMAP system Gmail, Yahoomail, or etc. Following is the different ways which you can use to migrate multiple mailboxes to Microsoft Office 365:

1)      Migration of Mailboxes from Exchange Server:  The administrator can migrate all emails, contacts and related stuff from an existing on-premises Exchange Server environment. For this, there are three types of email migration which are as follows:

a)      Cutover migration (In this all the mailboxes are migrated at once): This type of mailboxes migration is applicable to Exchange 2003, 2007, 2010 and 2013, only if there is up to 2000 or lesser mailboxes.

b)      Staged migration (In this migration of mailboxes occur in batches): This type of migration is used when you are running Exchange 2003 or Exchange 2007, and if you have to migrate more than 2000 mailboxes. 

c)       Hybrid migration (By using an integrated environment between Exchange Server and Office 365): Make use of this type of migration when you have to maintain both on-premises and online mailboxes in your organization and migrate users and emails to Office 365 gradually. Moreover, use this type of migration in following situations:

·         If you have Exchange 2010 and more than 2,000 mailboxes.
·         If you have Exchange 2010 and want to migrate mailboxes in small batches over time.
·         You have Exchange 2013.

2)      Email Migration from another Email System: For this you need to use IMAP through which you can migrate email from Gmail to office 365 etc. that are supportive to IMAP migration. But by using IMAP migration you can only migrate user’s inbox or other mail folder. Calendar items, contacts and tasks can’t be migrated with IMAP. 

One thing to note that IMAP migration doesn’t create mailboxes in Office 365. Here you’ll have to create a mailbox for each user before you can begin to migrate their email and as soon as email migration is done, any new mail sent to the source email isn’t migrated. 

Following is a complete step by step procedure through which you can easily perform migration from Gmail or Some other IMAP enabled email system.

1.       Make your server in operation mode and acquire the information you need to migrate and then verify your domain with your domain registrar.

2.       Let the users know about the email migration by giving the information about what sorts of tasks need to be done before, during and after migration.

3.       For migration of mailboxes you require an administrator account that has got several permissions. So set up admin credentials or reset email’s password.

4.       Make a list of mailboxes which you wish to migrate in a CSV file format. This file contains the list of email addresses, usernames, and passwords of mailboxes.

5.       In order to migrate to Office 365 from an email system, you need to establish a connection between each other. For this Office 365 uses a migration endpoint.

6.       Perform the migration of mailboxes by creating a migration batch, and then start the migration. After the migration batch is run, verify that the email was migrated successfully or not.

7.       You can also optimize email settings, however this is optional. 

8.       Now you can begin routing email to Office 365. For this you need to change a DNS record called MS record.

9.       Then after verifying routing, stop email synchronization by deleting the migration batch.

10.    Now you can send a welcome letter to users.

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