Cloud Services Email Migration Cloud Migration Portal Admin Guide 10/19/2014
CONTENTS Account Activation and Data Migration Cloud Migration Portal... 2 Purchase Cloud Migration License... 2 Create User Account Accounts and Set Up Mailboxes... 3 Migration Activation Email... 3 Access Cloud Migration Portal... 4 Specify Current Email Platform... 5 Specify the Mailboxes to be Migrated... 5 Test Configuration... 6 Create Mailbox Forwards... 7 Migrate Mailbox... 7 Change DNS Records... 8 Migration Complete... 8 1
ACCOUNT ACTIVATION AND DATA MIGRATION CLOUD MIGRATION PORTAL From our user- friendly Portal, our advanced Cloud Migration solution allows you to easily migrate your organization s users and mailbox data (including email, calendars, and contacts) to your new Hosted Exchange account securely and affordably on your timetable. The major activities customers will have to complete include: Coordinating DNS records change Establishing new mailbox accounts and Outlook profiles for each user Customers will need the following information to complete the migration process: Name of Domain Registration (DNS) provider and account information Access to legacy Mailbox accounts, including access for checking mail via a Web interface** Credentials to access new Hosted Exchange Control Panel (created when signing up for service) Name, email addresses, and password for all users being migrated Administrative rights to all migrating mailbox accounts Refer to the Hosted Exchange and Associated Services Quick Start Guide for detailed instructions The Cloud Migration Portal tool can migrate users and a variety of data items from a range of email platforms outlined in the following chart: Messaging System Folders Calendars Contacts Email Journals Notes Tasks Exchange Entire folder hierarchy ü ü ü ü ü ü Google Entire folder hierarchy Apps/Gmail ü ü ü Novell GroupWise Entire folder hierarchy ü ü ü ü VMware Zimbra Entire folder hierarchy ü ü ü ü The migration process timeline varies depending on the number of mailboxes to be created, the volume of data to be migrated, and the network speed. Cloud Migration follows a three phase process that includes the following steps with the Customer s responsibilities highlighted. PURCHASE CLOUD MIGRATION LICENSE You must purchase a Cloud Migration License for each user that will be migrated utilizing the Portal solution. Licenses can be purchased in your provider s shopping cart when you are subscribing to the Hosted Exchange service or in Hosted Exchange Control Panel once the service has been acquired. 2
CREATE USER ACCOUNT ACCOUNTS AND SET UP MAILBOXES Once your Hosted Exchange account has been established, you will receive a Welcome Email, which includes your credentials to access the Hosted Exchange administrative Control Panel and manage your account and users. 1. Create user accounts and set up Mailboxes: Within the Hosted Exchange Control Panel, create user accounts and mailboxes adding additional services. A bulk import spreadsheet is available in the Control Panel to accelerate the process of creating multiple accounts and mailboxes. Available How- to Guides : Add Mailboxes Activate iphone ActiveSync resource Activate Android ActiveSync resource Activate BlackBerry resource 2. Create new Outlook Profiles: Create new Outlook Profiles associated with the newly established Hosted Exchange mailboxes for all users being migrated. Do not delete or remove users legacy Profiles. We recommend that users upgrade to Outlook 2010 for best results. Available How- to Guide : Create an Outlook Profile for New Mailbox MIGRATION ACTIVATION EMAIL Within one business day of ordering your Migration License, you will receive a Migration Activation email (sample below) confirming your Portal account has been established. *NOTE: Please add the domain @selfmigration.com to your anti- virus/spam safe sender list to ensure you receive your activation email promptly. 3
ACCESS CLOUD MIGRATION PORTAL 1. Click the authenticated link included in the Migration Activation email to be directed to the Cloud Migration Portal to begin the process. 2. Enter your email address in the designated box, click that you have read and agree to the Terms of Service, and then click [Log In] to sign into the Portal. Use this secure, authenticated link (no password is required) whenever access to the Portal is needed. 4
SPECIFY CURRENT EMAIL PLATFORM 1. After logging in, you will need to specify the current source for each mailbox you wish to migrate. This information is used to locate and access the mailbox data from their current environment. 2. Select from the System Type drop- down menu the email platform from which you are migrating and click [Next]. SPECIFY THE MAILBOXES TO BE MIGRATED 1. Next, enter the Email Address, User Name, and Password for each mailbox you wish to migrate. You can specify multiple mailboxes by first entering all the data in a spreadsheet and then importing the spreadsheet into the Portal. The solution will only process a maximum of 50 email accounts at a time. Additional accounts will need to be included in a separate batch. 2. Click [Next] to continue. 5
TEST CONFIGURATION The solution will now perform a trial migration to verify the connection between your current email platform and the new Hosted Exchange environment, and to verify that each mailbox is configured properly. 1. Click [Next] to begin the Configuration Test. The test typically takes 15 minutes to complete, but may take longer depending on the number of users included in the migration batch and the speed of your Internet connection. Please do not close your browser window while the test is occurring. A Failed alert displays in the Status area with an explanation of the error in the event the Configuration Test fails: A Ready for Migration! alert displays in the Status area when the Configuration Test is successfully completed: 6
CREATE MAILBOX FORWARDS The following precautionary step ensures that no new emails are lost during the migration period: Within Outlook, set up a Forwards rule for each mailbox being migrated that directs a copy of all new emails into the new Hosted Exchange mailbox while maintaining mail flow into your current system. MIGRATE MAILBOX The solution is now ready to migrate the mailboxes previously entered into the system and tested. 1. Click [Next] to begin the migration process. Depending on the number of mailboxes to be migrated and your current email environment s Internet connection speed, your migration may take from a few hours to a day to fully migrate. You do not need to remain in the Portal to complete the process. 2. After clicking [Next] to begin your migration, feel free to close your browser and check back later using the provided authenticated link. 3. Contact your DNS provider to have your DNS Records (MX, CNAME, and TXT) pointed to the Hosted Exchange server records, which were included in your Hosted Exchange service welcome letter. A Migrated! alert will appear in the Status area when the Configuration Test is successfully completed. 7
CHANGE DNS RECORDS 1. If you did not do so prior to migration, contact your DNS provider to have your DNS Records (MX, CNAME, and TXT) pointed to the Hosted Exchange server records the specific server records will be included in your welcome letter. 2. Also, remove the Forwards rules. NOTE: It may take up to 72 hours for DNS propagation. MIGRATION COMPLETE Once the DNS changes have propagated and email begins to flow into the new Exchange accounts, users will now switch to their new Hosted Exchange mailboxes. The data from their old mailbox account should now be available for them in the new Hosted Exchange mailbox. Create an Outlook Profile for New Mailbox o Step 1: Select Start then Control Panel. o Step 2: Select Mail. o Step 3: Select Show Profiles. o Step 4: Select Add. Type in your new profile name. Select OK. Select OK again. o Step 5: On the Auto Account Setup screen enter your name, email address, and your password two times. Then select Next. o Step 6: Outlook will now create your profile. You may be prompted to re- enter your password. When your account is set up you will receive the Congratulations screen. Select Finish. o Step 7: You will be brought back to the Mail screen. You can choose to have Outlook prompt you for a profile to use or set your new profile to Always be used when starting Outlook. o Step 8: Select OK. 8
Export Legacy Mailbox to a PST Outlook 2010 o Step 1: Open Outlook 2010. o Step 2: Select File. o Step 3: Select Open. o Step 4: Select Import. o Step 5: Select Export to a file and then Next. o Step 6: Select Outlook Data File (.pst) and then select Next. o Step 7: Select the mailbox (top line) and then select Next. o Step 8: Browse to the location you would like to save the file, and then click Finish. Export Legacy Mailbox to a PST Outlook 2007 o Step 1: Open Outlook 2007. o Step 2: Click File. o Step 3: Click Import and Export. o Step 4: Select Export to File and then click Next. o Step 5: Select Personal Folder File (.pst) and then click Next. o Step 6: Select the folder you want to export (top level mailbox), and then click Next. o Step 7: Click Browse. o Step 8: Browse to the location you would like to save the file, and then click OK. o Step 9: Click Finish. Import PST to New Mailbox Outlook 2010 o Step 1: Open Outlook 2010. o Step 2: Select File. o Step 3: Select Open. o Step 4: Select Import. o Step 5: Select Import from another program or file and then click Next. o Step 6: Select Outlook Data File (.pst) and then click Next. o Step 7: Browse to the file that you want to import, and then click Open. o Step 8: Click Next. o Step 9: Include Subfolders should be checked. The radio button Import items into the same folder in: should also be selected. Click Finish. Import PST to New Mailbox Outlook 2007 o Step 1: Open Outlook 2007. o Step 2: Click File. o Step 3: Click Import and Export. o Step 4: Select Import from another program or file, and then click next. o Step 5: Select Personal Folder File (.pst) and then click Next. o Step 6: Click Browse. o Step 7: Browse to the file that you want to import, and then click Open. o Step 8: Make sure that the Replace duplicates with items imported radio button is NOT selected to avoid accidently overriding data and then Click Next. o Step 9: Click Finish. 9