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Migration Guidelines

 

Free Exchange Migration
to Office365

Free Migration – As It Should Be

The following document provides information on the migration process of your emails to Eureka’s Office 365 offering. Our goal is to make the transition as seamless as possible for your users. If at any time you need assistance, have questions, comments or concerns regarding your migration, please do not hesitate to contact us.

Migration Process

Phase 1: Preparation

Step 1: Create an account and users for Office 365

Step 2: Create the migration batch in the Office 365 portal

Step 3: Scheduling

Phase 2: Pre-migration

Step 1: Pre-migration call

Step 2: Preliminary migration

Step 3: Confirmation call

Phase 3: Cutover

Step 1: Cut over

Step 2: Final data migration

Step 3: Outlook and mobile reconfiguration

Phase 4: Post-migration

Follow-up call

Additional Information

Our migration team has set up secure and stable processes to make your migration a successful one. There are, however, some important steps that you must take to ensure a smooth transition.

IMPORTANT NOTE

Please review this document before talking with our migration specialist. This will enable us to address any concerns you have and answer specific questions that may apply to your particular situation.

A typical migration includes the following steps:

Step 1:

Create an account and users for Office 365
Eureka has partnered with Microsoft to make the migration experience easier than ever. Microsoft provides the tools while Eureka provides the superior quality of customer service you have come to expect.

The first step is to create your Office 365 account and your organization’s users. In order to do so, we need you to either create new DNS entries yourself or provide the credentials of the DNS management portal. Be sure to have this information ready when our migration specialist reaches out to you.

Depending on your preferences, either you or our migration specialist will create an admin user called Migration who will be given full access and permissions to all the mailboxes. Using the credentials of this user with PowerShell and the Office 365 migration tools, the mailboxes, distribution lists, contacts and resource mailboxes will be created in the Office 365 portal. Passwords will be generated and provided to you by the migration specialist.

Eureka takes care of the majority of the work for you in order to ensure a service transition experience that is unmatched.

Step 2:

Create the migration batch in the Office 365 portal

Using the specialized tools provided by Microsoft, we will link the existing users to the new users created in the Office 365 portal, preparing them in a batch for the migration. This step is also handled by our migration specialist, thus giving you the luxury to focus on other important matters.

Step 3:

Scheduling

Since all users within your organization need to be migrated at the same time, scheduling of your actual data migration (email rerouting) is a critical step in ensuring a seamless transition for your users. The date and time will be decided based on your preferences and the availabilities of the specialist.

IMPORTANT NOTE

There is no email downtime with this migration process!

 

Step 1:

Pre-migration call

Precisely 7 days before your scheduled migration, our dedicated migration specialist will give you a courtesy call to address any concerns that may remain and guide you through the steps required on your side for a successful migration

Step 2:

Preliminary migration

  • Eureka will take care of this step for you.

In order to minimize delays on the day of your scheduled migration and to ensure that the transition is as seamless as possible for your users, our migration team will duplicate emails, folders, contacts, journals, notes, calendars and tasks for each mailbox.

*Please note that mobile devices as well as local Outlook items such as mailbox rules (client/server), signatures, out-of-the-office settings, folder security permissions, delegates, personal distribution lists, disclaimers, public folders, and color categories may not be migrated and may need to be transferred manually.

Step 3:

Confirmation call

Precisely two days before your migration, the specialist dedicated to your migration will call you to answer any questions you might have before the set date. He will also make sure you have the necessary support to help you during and after the migration. He will keep you posted on every major phase of the process (email rerouting, cut off, etc.).

We will also contact you two days after your organization has been fully migrated from Exchange to Office 365 for any further migration requirements (for other services such as SharePoint, Archiving, etc.).

 

Step 1:

Cut over

  • Eureka will take care of this part for you.

The day of your scheduled migration, our migration team will be in frequent communication with you. You will need to be available and reachable for two consecutive hours that will be predefined by our scheduling agent.

Your DNS Records will all be reconfigured to match the Office 365 settings, except for the Autodiscover A record which can only be set once the data migration is complete. Emails will begin to be rerouted to the Office 365 platform. Until their Outlook profile and mobile devices are reconfigured and fully up to date, your users will need to access new incoming emails via Outlook Web App at https://login.microsoftonline.com. The users will have to change their password upon first login.

Step 2:

Final data migration

  • Eureka will take care of this part for you.

One last migration pass will be run to ensure all the data has been copied to the Office 365 platform. The time of completion will depend on the amount of data: it can take from 1 to 24 hours for all emails and other mailbox items to be transferred, although it is usually pretty quick. No mailbox content will be lost in the process. Once migration is completed, your specialist will advise you and the Autodiscover record will be put in place.

Step 3:

Outlook and mobile reconfiguration

  • You are responsible for this step!
  1. Outlook upgrade

IMPORTANT NOTE

Outlook 2003 is not supported on Office 365. Only Outlook 2007 and newer versions are supported.
Depending on the plan you purchased, you may only have Office Online. If you don’t have the Outlook client and would like to use it, make sure your plan has licences for it.

 

  1. Outlook profile reconfiguration

Ensure the Autodiscover is propagated by verifying online. Please refer to this guide for configuration information. If you are using one of the various other mail client Options you may require the IMAP settings which can be found there as well.

IMPORTANT NOTE

Signatures, rules, out-of-office configurations, folder security and delegations, as well as personal distribution lists will be lost. These items are stored locally on the computer and cannot be exported automatically. Rules and signatures can, however, be exported manually.

  1. Mobile devices reconfiguration

Follow the information in this link for the detailed instructions on how to set up your various mobile devices.

 

Follow-Up Call

Two business days following your migration date, our dedicated migration specialist will call you to confirm that you are up and running and to get your input on the migration process.

At this point, your technician will ensure that any additional services are active and ready to use. If there are any additional services that need to be migrated, our migration specialist will make sure the proper procedures are in place to ensure they come across as well.

If everything is well at this point, we will close the case with you and you’ll be fully onboard Office 365 with everything you need to get things started.

 

 

Office 365 Portal

Management of all accounts will be handled via the Office 365 portal and the URL below will also serve as the webmail access point for all users.

URL: https://login.microsoftonline.com.

 

Technical Support

You benefit from our top-notch customer service. Eureka’s support team is available 24/7/365 to assist you by phone or by email or by the online chat function.

Additional Information

Frequently Asked Questions

Microsoft provides a comprehensive customer support resource base via the following links:

Office 365 for business FAQ   Get started with Office 365   YouTube/Office365   Training courses for Office 365 for business

Eureka News

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Eureka’s Terms and Conditions

By migrating to Eureka’s Office 365 offering, you are bound to the terms and conditions stated in Eureka’s Master Service Agreement.

Welcome, we’re delighted to have you on board!

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