{"id":17155,"date":"2021-04-26T06:30:53","date_gmt":"2021-04-26T06:30:53","guid":{"rendered":"https:\/\/www.backupassist.com\/blog\/?p=17155"},"modified":"2021-05-31T01:33:50","modified_gmt":"2021-05-31T01:33:50","slug":"how-we-migrated-off-on-premise-exchange-server-to-office-365-in-a-hurry","status":"publish","type":"post","link":"https:\/\/www.backupassist.com\/blog\/how-we-migrated-off-on-premise-exchange-server-to-office-365-in-a-hurry","title":{"rendered":"How we migrated from on-premise Exchange Server to Office 365 in a hurry"},"content":{"rendered":"\n<p>In this article:<\/p>\n\n\n\n<ol class=\"wp-block-list\" type=\"1\"><li><a href=\"#one\">Key business outcomes of this method<\/a><\/li><li><a href=\"#two\">Outline of steps<\/a><\/li><li><a href=\"#three\">Detailed HOWTO instructions<\/a>\n  <ol style=\"list-style-type: lower-alpha;\">\n   <li><a href=\"#three-one\">How to back up the on-premise Exchange<\/a><\/li>\n   <li><a href=\"#three-two\">How to set up new mailboxes in Office 365<\/a><\/li>\n   <li><a href=\"#three-three\">How to restore (upload) to Office 365<\/a><\/li>\n  <\/ol>\n <\/li><li><a href=\"#four\">Closing remarks<\/a><\/li><\/ol>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"one\">Key business outcomes of this method:<\/h1>\n\n\n\n<ol class=\"wp-block-list\" type=\"1\"><li>On-premise Exchange mailboxes migrated to Office 365<ul><li>Historical (legacy) data is uploaded to a secondary mailbox for each user<\/li><li>Fresh start for each user with a blank primary mailbox in O365<\/li><\/ul><\/li><li>No additional licenses of Office 365 are required to execute the migration.<\/li><li>Entire data migration process can be done by I.T., requiring only changes to users\u2019 Outlook settings at the end. Thus, users cannot make mistakes or accidentally lose data.<\/li><li>At the end, you end up with a bonus backup of your on-premise Exchange Server.<\/li><li>Entire migration can be done for free using BackupAssist 365 tools for backup and restore<\/li><li>After migration is complete, all mailboxes can be backed up using BackupAssist 365.<\/li><\/ol>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"two\">Outline of steps<\/h1>\n\n\n\n<p>The migration involves backing up your Exchange mailboxes to PST files, and then restoring the PST files to Office 365. Our tool of choice is BackupAssist 365.<\/p>\n\n\n\n<p>Here\u2019s an outline of this backup \/ restore method of mailbox migration.<\/p>\n\n\n\n<p><strong>Prior to the cutover: <\/strong>create new mailboxes and get most of the data copied across.<\/p>\n\n\n\n<ol style=\"list-style-type:none;\">\n  <li><strong>Step 1: <\/strong>Back up user mailboxes from the on-premise Exchange Server to PST files, using BackupAssist 365.\n    <ol style=\"list-style-type:lower-alpha;\">\n      <li>You can choose to only back up selected mailboxes, so that priority can be given to current employees.<\/li>\n      <li>Former employees can be migrated later.<\/li>\n    <\/ol>\n  <\/li>\n  <li><strong>Step 2: <\/strong>Create a new user in Office 365 to act as the \u201cupload\u201d login. This \u201cupload user\u201d requires the Exchange Admin role, but does not need to be a licensed user.<\/li>\n  <li><strong>Step 3: <\/strong>Create a shared mailbox for each user\u2019s mailbox that needs to be migrated to O365. We chose a naming convention like \u201cfirst.last.legacy@domain.com\u201d. This is where each user\u2019s legacy data will be uploaded.<\/li>\n  <li><strong>Step 4: <\/strong>Upload each user\u2019s PST file to the designated legacy mailbox.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-subtle-pale-green-background-color has-background\"><tbody><tr><td class=\"has-text-align-center\" data-align=\"center\"><br><strong>By now, the bulk of the migration is complete.<\/strong><br><strong>Once you\u2019re ready, execute the cutover itself and direct incoming emails over to Office 365.<\/strong><br><br>That process is well documented by Microsoft, and beyond the scope of this article. &nbsp;<br><br><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><strong>After the cutover: <\/strong>you\u2019ll do a top-up migration.<\/p>\n\n\n\n<p>Why? Because several days may have passed since your original backup of the on-premise Exchange Server. During this time there is a window where new email will be received but not migrated to Office 365. Therefore, an incremental top-up is required.<\/p>\n\n\n\n<ol style=\"list-style-type:none;\">\n  <li><strong>Step 5: <\/strong>Run the backup of the on-premise Exchange Server again, to top-up the PST files with the latest data. (This is a repeat of Step 1)<\/li>\n  <li><strong>Step 6: <\/strong>Run the upload of each user\u2019s PST again. (This is a repeat of Step 4)<\/li>\n<\/ol>\n\n\n\n<p><strong>Note: the top-up steps 5 &amp; 6 run quickly because only differences need to be migrated across.<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list\" style=\"list-style-type:none;\">\n  <li><strong>Step 7: <\/strong>Once all user data has been migrated, it\u2019s time to give the users permission to access each of their respective legacy mailboxes.\n    <ol style=\"list-style-type:lower-alpha;\">\n      <li>Add delegated permissions from each Shared Mailbox to the appropriate user.<\/li>\n      <li>Delete the \u201cuploader\u201d user login.<\/li>\n    <\/ol>\n  <\/li>\n  <li><strong>Step 8: <\/strong>Give your users instructions on how to connect to their new mailboxes. Later in this blog, we\u2019ve even included the emails that we sent to our users!<\/li>\n<\/ol>\n\n\n\n<p>Do you need a more detailed set of instructions? Here\u2019s the step by step HOWTO for some of the trickier parts.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"three\">Detailed HOWTO instructions<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"three-one\">How to back up your on-premise Exchange Server with BackupAssist 365<\/h3>\n\n\n\n<ol style=\"list-style-type:lower-alpha\"><li>Download the free trial of BackupAssist 365 from <a href=\"\/365\/downloads\">the BackupAssist 365 downloads page<\/a>. There are no limits imposed during the trial, so you can complete your entire migration for free.<\/li><li>Set up an Exchange backup task to back up the desired user mailboxes to PST file. Make sure you have enough space in the destination directory. Here is a sample screenshot of the configuration that we used for our own server migration:<\/li><\/ol>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><a href=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-new-Exchange-backup.png\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-new-Exchange-backup-1024x704.png\" alt=\"\" class=\"wp-image-17540\" width=\"510\" height=\"350\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-new-Exchange-backup-1024x704.png 1024w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-new-Exchange-backup-300x206.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-new-Exchange-backup-768x528.png 768w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-new-Exchange-backup-1536x1056.png 1536w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-new-Exchange-backup.png 1544w\" sizes=\"auto, (max-width: 510px) 100vw, 510px\" \/><\/a><\/figure><\/div>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-Exchange-backup-configuration-1024x625.png\" alt=\"\" class=\"wp-image-17541\" width=\"502\" height=\"306\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-Exchange-backup-configuration-1024x625.png 1024w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-Exchange-backup-configuration-300x183.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-Exchange-backup-configuration-768x469.png 768w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-Exchange-backup-configuration-1536x938.png 1536w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-Exchange-backup-configuration.png 1598w\" sizes=\"auto, (max-width: 502px) 100vw, 502px\" \/><\/figure><\/div>\n\n\n\n<style>ol.d {list-style-type: lower-alpha;}<\/style>\n<ol class=\"d\" start=\"3\"><li>You\u2019ll need to specify a user login into Exchange, so that BackupAssist 365 can access the mailboxes and back them up. Because this user will have the Exchange Admin role assigned to it, BackupAssist 365 will automatically grant the necessary permissions for the upload user to access each mailbox it&#8217;s uploading to.<\/li><li>Wait for this to finish. In our case, it took 68.5 hours to back up 106GB of data.<\/li><\/ol>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"three-two\">How to create the shared mailboxes in Office 365 for legacy data<\/h3>\n\n\n\n<ol style=\"list-style-type:lower-alpha;\" start=\"1\">\n  <li>If you haven\u2019t already, create a login into Office 365 to do the upload. For good security, we recommend creating a separate login to do this upload, because after the migration is complete, you can delete the login.\n    <ol style=\"list-style-type:lower-roman;\">\n      <li>\n        Right now, you\u2019ll need to use Basic Authentication (username \/ password). We plan to support Modern Authentication in the near future.\n      <\/li>\n    <\/ol>\n  <\/li>\n  <li>To create a shared mailbox for legacy data, you\u2019ll use the Exchange Admin Center. Because we found the center to be buggy and misleading, we include specific step by step instructions here:\n    <ol style=\"list-style-type:lower-roman;\">\n      <li>\n        Log into the Office 365 administration console, and start the Exchange Admin Center. Our screenshots show the \u201cnew\u201d admin center, but the \u201cold\u201d one can also be used.\n        <br>\n      <\/li>\n      <li>\n        Under the Recipients \u2192 Mailbox tab, click on the button to \u201cAdd a shared mailbox\u201d\n        <br><br>\n        <img loading=\"lazy\" decoding=\"async\" width=\"600\" height=\"173\" class=\"wp-image-17262\" style=\"width: 600px;\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2a-Exchange-admin-center-1.png\" alt=\"\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2a-Exchange-admin-center-1.png 859w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2a-Exchange-admin-center-1-300x87.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2a-Exchange-admin-center-1-768x222.png 768w\" sizes=\"auto, (max-width: 600px) 100vw, 600px\" \/>\n        <br>\n      <\/li>\n      <li>\n        Then add details for the mailbox. You can see the convention that we used.\n        <br><br>\n        <img decoding=\"async\" class=\"wp-image-17231\" style=\"width: 600px;\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2b-Create-shared-mailbox.jpg\" alt=\"\">\n        <br>\n      <\/li>\n      <li>\n        After the mailbox is created, you\u2019ll get a confirmation screen. Click the blue button \u201cView details\u201d in the bottom left, after this is complete. Do not click on the links as we have found that they don\u2019t work.\n        <br><br>\n        <img loading=\"lazy\" decoding=\"async\" width=\"600\" height=\"420\" class=\"wp-image-17232\" style=\"width: 600px;\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2c-Created-successfully.png\" alt=\"\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2c-Created-successfully.png 580w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2c-Created-successfully-300x210.png 300w\" sizes=\"auto, (max-width: 600px) 100vw, 600px\" \/>\n        <br>\n      <\/li>\n      <li>\n        Now you\u2019ll see the details of the mailbox. Under the heading \u201cMailbox permissions\u201d, click the link for \u201cManage mailbox delegation\u201d.\n        <br><br>\n        <img decoding=\"async\" class=\"wp-image-17233\" style=\"width: 300px;\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2d-Shared-mailbox-details.jpg\" alt=\"\">\n      <\/li>\n      <li>\n        Click the \u201cEdit\u201d button for \u201cRead and manage\u201d\n        <br>\n        <img loading=\"lazy\" decoding=\"async\" width=\"600\" height=\"233\" class=\"wp-image-17234\" style=\"width: 600px;\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2e-Manage-mailbox-delegation.png\" alt=\"\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2e-Manage-mailbox-delegation.png 610w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2e-Manage-mailbox-delegation-300x117.png 300w\" sizes=\"auto, (max-width: 600px) 100vw, 600px\" \/>\n      <\/li>\n      <li>\n        Click the blue \u201cAdd permissions\u201d button, and check the designated uploader user. In the screenshot below, this is called \u201cadminuser1\u201d, but you do not need admin privileges.\n        <br><br>\n        <img loading=\"lazy\" decoding=\"async\" width=\"600\" height=\"316\" class=\"wp-image-17235\" style=\"width: 600px;\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2f-Add-user-to-mailbox-delegation.png\" alt=\"\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2f-Add-user-to-mailbox-delegation.png 599w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2f-Add-user-to-mailbox-delegation-300x158.png 300w\" sizes=\"auto, (max-width: 600px) 100vw, 600px\" \/>\n      <\/li>\n      <li>\n        After doing this, you\u2019ll see the following screen. If the name of your user does not appear (as happened to us a few times), simply repeat the process.\n        <br><br>\n        <img loading=\"lazy\" decoding=\"async\" width=\"600\" height=\"194\" class=\"wp-image-17236\" style=\"width: 600px;\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2g-User-added.png\" alt=\"\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2g-User-added.png 603w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/2g-User-added-300x97.png 300w\" sizes=\"auto, (max-width: 600px) 100vw, 600px\" \/>\n      <\/li>\n      <li>\n        The shared mailbox will now be ready to receive your legacy mailbox data. However, we have observed that sometimes it can take 30-60 minutes for the permissions to take effect. Therefore, we recommend performing this step well ahead of time.\n      <\/li>\n    <\/ol>\n  <\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"three-three\">How to upload the PST files to the new shared mailboxes.<\/h3>\n\n\n\n<p>To do this step, we chose to use a batch file per user. The batch file will upload the contents of a PST file to the new shared mailbox. Change the set statements to suit your needs.<\/p>\n\n\n\n<pre class=\"wp-block-code\"><code>set USER=uploader@rarenerds.com\nset PW=INSERTHERE\n\nset TASKNUM=1000\nset SOURCE=dinesh.chugtai@olddomain.com.pst\nset TARGET=dinesh.chugtai.legacy@rarenerds.com\nset PSTPATH=C:\\MigrationBackups  \n\nset EGREXE=\"C:\\Program Files (x86)\\Cortex I.T. Labs Pty Ltd\\BackupAssist 365\\maillibnet\\Egr.UI.ConsoleApp.exe\"\nset LOGDIR=\"C:\\Logs\"     \n\n%EGREXE% --task_number=%TASKNUM% --src_path=\"%PSTPATH%\\%SOURCE%\" --src_type=PST --dest_type=EWS --dest_url=https:\/\/outlook.office365.com\/EWS\/Exchange.asmx --dest_user=\"%USER%\" --dest_password=\"%PW%\" --log_dir=%LOGDIR% --skip_reading_errors --skip_saving_errors --target_mailbox=\"%TARGET%\"  <\/code><\/pre>\n\n\n\n<p>You can run several uploads concurrently. &nbsp;<\/p>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"four\">Closing remarks<\/h1>\n\n\n\n<p>As always, there are many ways to achieve a migration, and we\u2019ve presented one such way that has worked well for us, is inexpensive (costing $0), and achieved our business goals.<\/p>\n\n\n\n<p>And we\u2019re no longer dependent on an on-premise Exchange machine.<\/p>\n\n\n\n<p>You can certainly make variations to our method to meet your needs. If your users prefer to have all their legacy data in their main mailbox, simply change the upload batch file to log in as each user, and remove the \u201c&#8211;target_mailbox\u201d parameter.<\/p>\n\n\n\n<p>As a bonus, you can also copy across all your historical mailboxes for employees that have left the company. If you copy them to shared mailboxes, with no delegated permissions to anyone, then it\u2019s also fairly safe from a security viewpoint.<\/p>\n\n\n\n<p>Finally, once your data is in the cloud, you can use the BackupAssist 365 backup solution to protect all your mailboxes. Backing up shared mailboxes is free, so that means you\u2019re getting unbeatable value in protecting both new and legacy mailbox data.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Due to the recent Exchange Server vulnerabilities, we were keen to decommission our on-premise Exchange Server and move to Office 365 in a hurry. That enabled us to perfect a migration method that worked smoothly and met all of our business objectives. We think it\u2019s certainly worth sharing!<\/p>\n","protected":false},"author":17,"featured_media":17347,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[763,95,1],"tags":[],"class_list":["post-17155","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-backupassist-365","category-guides","category-uncategorized"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How we migrated from on-premise Exchange Server to Office 365 in a hurry - Cyber Resilience Blog<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.backupassist.com\/blog\/how-we-migrated-off-on-premise-exchange-server-to-office-365-in-a-hurry\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How we migrated from on-premise Exchange Server to Office 365 in a hurry - Cyber Resilience Blog\" \/>\n<meta property=\"og:description\" content=\"Due to the recent Exchange Server vulnerabilities, we were keen to decommission our on-premise Exchange Server and move to Office 365 in a hurry. 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