EXCHANGE 2003/2007 TO EXCHANGE 2010 MIGRATION … · 2018. 2. 14. · 800-379-7729 This overview...

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This overview outlines the process for your migration from Exchange 2003/2007 to Exchange 2010 using the new Migration Wizard. This process is addressed in more detail in the following section, Additional information for each migration step.

Getting Started: To begin the migration process, you must first create your new 2010 account. To review the account features and sign up online, you can browse our 2010 Account Options. If you have any questions or need assistance creating your new account, please call 1-800-379-7729 and select option 5 for our Customer Service. Once you've created your account, log in to Host Pilot® Control Panel for the 2010 account using the email address and password you specified during account

creation. Click on the Get Started Here! > Start Migration link. This will take you to a page with the nine migration steps listed below:

1. COPY ACCOUNT INFORMATION o CUSTOMER: Initiates the migration via the Migration Wizard and accepts charges. o WIZARD: Will begin creating the account objects (mailboxes, distribution lists,

company contacts) in the 2010 account and will create a migration case for the customer.

o WIZARD: Will send an email update to the Customer via the Migration case when the object creation has completed, with instructions on how to verify that the objects

have been created successfully. o CUSTOMER: Reviews the account objects and selects the appropriate option in the

Migration Wizard. 2. CHANGE MX RECORDS

o CUSTOMER: Changes their MX records to point to the new 2010 servers if their

current MX records point directly to HostPilot2003/2007 servers. A minimum of 72

hours must pass from the time when the MX record update has been made in order to allow for full propagation of the change.

3. COPY MAILBOX CONTENT & VERIFY MAILBOX DATA o CUSTOMER: Approximately 48 hours prior to the desired cutover date, the customer

will initiate the bulk data migration via the Migration Wizard. o WIZARD: Will begin copying the mailbox data from the source account to the target

account.

o WIZARD: Will send an email update to the Customer via the Migration case as soon as the data copy is complete, with instructions on how to verify that the data has been copied successfully.

o CUSTOMER: Reviews the account objects and selects the appropriate option in the Migration Wizard.

4. CONFIGURE OUTLOOK & ENTOURAGE PROFILES o CUSTOMER: Downloads and configures the mail clients for their users, using the

available links.

5. CUTOVER TO NEW ACCOUNT o CUSTOMER: Adds or updates the Autodiscover record for each domain associated

with the Exchange account. o CUSTOMER: Confirms that the MX record settings look correct. o CUSTOMER: Selects the "Cut Over" option when they are ready for mail to begin

flowing directly to the mailboxes on the new account. o WIZARD: Will remove the redirection that the migration team set during Step 2 of the

migration process. After the redirection is removed, all new mail will be delivered directly to the mailboxes on the 2010 account.

o INTERMEDIA: Will copy the Public Folder data from the 2003/2007 account to the 2010 account and will notify you as soon as the copy is complete.

o CUSTOMER: Updates the permissions for the Public Folders.

EXCHANGE 2003/2007 TO EXCHANGE 2010 MIGRATION PROCEDURE

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6. COPY DIFFERENTIAL MAILBOX DATA & VERIFY MAILBOX DATA o CUSTOMER: Initiates the differential data migration via the Migration Wizard. o WIZARD: Will begin copying the mailbox data that has accumulated in the source

account since the bulk data copy to the target account.

o WIZARD: Will send an email update to the Customer via the Migration case as soon as the data copy is complete, with instructions on how to verify that the data has been copied successfully.

o CUSTOMER: Reviews the account objects and selects the appropriate option in the Migration Wizard.

7. ACTIVATE & CONFIGURE OPTIONAL ADD-ONS o CUSTOMER: Configures BlackBerry and ActiveSync devices with the new account, if

needed. 8. VERIFY MIGRATION IS COMPLETE

o CUSTOMER: Chooses the completion option that is appropriate for the 2003/2007 account.

Additional information for each migration step

1. COPY ACCOUNT INFORMATION

CUSTOMER: Enter the account name and the login information for the source account and select Start Migration.



CUSTOMER: After you click Start Migration, you will see a window with the details

pertaining to your migration charges. You will need to accept the charges in order to proceed with your migration.

WIZARD: Will begin creating the account objects (mailboxes, distribution lists, company contacts) in the 2010 account and will create a migration case for the customer.

Notes: o The public folders and their data will be copied over at the time of the cutover.

o Mailbox data is not copied at this time. o Extra features such as mobile services, message archiving, and spam stopper settings

will need to be modified by an account administrator through HostPilot. o Important: Intermedia does not migrate SharePoint content.

WIZARD: Will send an email update to the Customer via the Migration case when the object

creation has completed, with instructions on how to verify that the objects have been created successfully. Object Verification Instructions:

o Log in to the 2010 account and review the Users, Exchange Mailboxes, Resource

Mailboxes, Company Contacts, and Distribution Lists. o Though user mailboxes will be created, passwords are not transferred to the new

account. Mailboxes will be assigned random passwords. You can set new passwords using HostPilot or the users may reset their passwords in MyServices after the migration is complete.

o Public Folders will be copied after the cutover.

Note for Exchange 2003 customers: Exchange 2010 does not support creating

top-level public folders of any type other than Mail Items. For all other types (Calendar, Contacts, Tasks, Notes), it is only possible to create subfolders using Outlook.

o Wireless services and other services, like OCS and Secure Mail are not automatically activated for the users. You will need to activate them manually in HostPilot.

o During this step, you should also enable and configure any additional services for your Exchange account such as archiving, disclaimers, or UserPilot. If you have any

questions regarding setup of these services, please contact Support.

CUSTOMER: Review the account objects and select the appropriate option in the Migration Wizard.



o If the objects were not created successfully: 1. Take note of any items that are missing or were not set up properly. 2. Select the option in the Migration Wizard stating that your objects were not

created successfully and explain the issues in the Notes field.

3. Click Submit to send the issues to our Migration Team for review. If there are

issues with the account setup, we will work with you to resolve them. Once the account setup is updated, HostPilot will contact you again to review the account setup. When setup is confirmed, we will proceed with the migration.



o If the objects were created successfully, select the associated option and click Submit. This will unlock the next step of the Migration Wizard.

2. CHANGE MX RECORDS

CUSTOMER: If your current MX records point directly to HostPilot2003/2007 servers, change your MX records to point to the new 2010 servers. A minimum of 72 hours must pass from the time of the MX record update in order to allow for full propagation of the change. Read

the Knowledge Base article on What is DNS propagation? for more information. o If your MX records point to either an HostPilot web account or a third party server, you

will not need to update your MX records prior to the cutover. You will instead want to update the forwarding to point to the 2010 mailboxes at the time of the cutover.

o To find the target for the MX record, log in to HostPilot for the new 2010 account and navigate to the Get Started Here! page. Click Advanced Settings and it will

expand, displaying information including the MX record. o Change the MX record with your Registrar or authoritative servers to point to the new

account. The administrator for your Registrar or authoritative servers should be able to assist you with this.

o If HostPilot hosts your DNS, we will make the MX record changes for you.

o If you have any questions pertaining to your MX record setup or the changes that need to be made, please contact Support for assistance.

3. COPY MAILBOX CONTENT & VERIFY MAILBOX DATA


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CUSTOMER: Approximately 48 hours prior to the desired cutover date, you should initiate the

bulk data migration via the Migration Wizard. o It is preferable to perform the data migration only 48 hours prior to the cutover as

changes made in the source mailboxes after the initial data copy will not be reflected

in the 2010 mailboxes (such as deletion of items, filing of items, etc.). o Since actions such as deletion or filing of items performed after the initial data copy

will not be carried over to the new account, it is preferable to ask your users to make as few changes to their mailboxes as possible between the time of the initial data

copy and the cutover. If they do make changes during this time, they will have to perform these actions again after the cutover to the new account.

WIZARD: Will begin copying the mailbox data from the source account to the target account.

WIZARD: Will send an email update to the Customer via the Migration case as soon as the

data copy is complete, and will display instructions on how to verify that the data has been copied successfully. Instructions on how to verify the data copy was successful are also listed here: You can access the 2010 mailboxes using the direct OWA login page for your 2010 account. In order to navigate to this page, you will enter https://YourDefaultExchangeProxyServer/owa into the address bar of your browser

window (ex. https://west.exchXXX.serverdata.net/owa). If you don't know which proxy server is the default for your account, you can log in to the 2010 account in HostPilot and navigate to Get Started Here! > Advanced Settings for Exchange, and use the Exchange Proxy Setting entry for the site listed as your default site. Keep in mind that you will need to use the new passwords that you have set for the users in HostPilot for the 2010 account.

CUSTOMER: Review the account objects and select the appropriate option in the Migration

Wizard. o If the objects were not created successfully:

1. Take note of any data that is missing or has been copied incorrectly. 2. Select the option in the Migration Wizard stating that data was not copied

successfully and provide detailed information in the available field so we can

promptly make the necessary corrections. Click Submit to send the issues to our Migration Team.

3. Once the data copy is complete, HostPilot will contact you again asking you to verify the completion. When the successful data copy is confirmed via the Migration Wizard, the next step of the migration will be unlocked.



o If the objects were created successfully, select the appropriate option in the Migration Wizard and click Submit. This will unlock the next step of the Migration Wizard.

4. CONFIGURE OUTLOOK & ENTOURAGE PROFILES

CUSTOMER: Download and configure the mail clients for your users using the available links. The links to mail client downloads, profile helpers, and setup instructions are available in this step.

Notes: o Entourage users will need to upgrade to the Web Services Edition in order to

successfully connect to Exchange 2010 (read the Knowledge Base article on

Entourage Web Services Edition installation guidelines for more information). o Outlook users will need to be running either Outlook 2007 or Outlook 2010 in order to

function properly with Exchange 2010. Read the Knowledge Base articles on:

Single Sign-On Instructions What Is Outlook Profile Helper? How Do I Use It? How Do I Manually Connect Microsoft Outlook 2010 To My Exchange

2007/2010 Server? Outlook 2011 for Mac Setup Instructions


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5. CUTOVER TO NEW ACCOUNT

CUSTOMER: Add or update the Autodiscover record for each domain associated with the Exchange account. Read the Knowledge Base article on What is an Autodiscover record and why do I need one?

for additional instructions.

CUSTOMER: Confirm that the MX record settings look correct.




o This page will display the MX record information that is returned from a DNS lookup performed for each domain on the account. You will need to verify that the MX record information is correct.

If your mail is delivered directly to your Exchange account, the MX records

should match the MX record entries found in Get Started Here! > Advanced Settings for Exchange.

If your MX record points to a HostPilot web account, you will want to remove the split from the domains listed in your 2003/2007 account and enable the split on the domains in your 2010 account at this time.

If your MX record points to a third-party server, you will want to update the forwarding from that server to either the MX record for the new 2010 account

or, if the forwards are set up for each individual mailbox, the forwarding addresses will need to be updated at this time. To find the new HostPilot alias for each mailbox, log in to HostPilot for the 2010 account. Navigate to Users & Services > Exchange Mailboxes and click the Action link next to a user, then choose "edit email address(es)". The

forward should be set to the email address with the domain name "YourAccountName.hostpilot.com".

CUSTOMER: In the Wizard, select the Cut Over option when you are ready for mail to begin flowing directly to the mailboxes on the new account.

WIZARD: Will remove the redirection that the migration team set during Step 2 of the migration process. After the redirection is removed, all new mail will be delivered directly to the mailboxes on the 2010 account.

Note: If you selected the cutover option in error, you may select the Cancel Cutover option to re-instate the mail redirection back to the 2003/2007 account until you are ready for the cutover.

INTERMEDIA: Will copy the Public Folder data from the 2003/2007 account to the 2010

account and will notify you as soon as the copy is complete.

CUSTOMER: Update the permissions for the Public Folders. This can either be done through HostPilot by an administrator or through Outlook by the owner of the folder.

6. COPY DIFFERENTIAL MAILBOX DATA & VERIFY MAILBOX DATA

CUSTOMER: Initiate the differential data migration via the Migration Wizard.

WIZARD: Will begin copying the mailbox data that has accumulated in the source account

since the bulk data copy to the target account.

WIZARD: Will send an email update to the Customer via the Migration case as soon as the

data copy is complete and will display instructions on how to verify that the data has been copied successfully.



Instructions on how to verify the data copy was successful are also provided here: You can access the 2010 mailboxes using the direct OWA login page for your 2010 account. In order to navigate to this page, you will enter https://YourDefaultExchangeProxyServer/owa into the address bar of your browser window (ex. https://west.exch021.serverdata.net/owa).

If you don't know which proxy server is the default for your account, you can log in to the 2010 account in HostPilot and navigate to Get Started Here! > Advanced Settings for Exchange, and use the Exchange Proxy Setting entry for the site listed as your default site. Keep in mind that you will need to use the new passwords that you have set for the users in HostPilot for the 2010 account.

CUSTOMER: Review the account objects and select the appropriate option in the Migration

Wizard. o If the objects were not created successfully:

1. Take note of any data that is missing or has been copied incorrectly. 2. Select the option in the Migration Wizard stating that data was not copied

successfully and provide detailed information in the available field so we can promptly make the necessary corrections. Click Submit to send the issues to

our Migration Team. 3. Once the data copy is complete, HostPilot will contact you again asking you to

verify the completion. When the successful data copy is confirmed via the Migration Wizard, the next step of the migration will be unlocked.

o If the objects were created successfully, select the appropriate option in the Migration Wizard and click Submit. This will unlock the next step of the Migration Wizard.

7. ACTIVATE & CONFIGURE OPTIONAL ADD-ONS

CUSTOMER: Configure BlackBerry® and ActiveSync devices with the new account, if needed. o These services will need to be enabled by an account administrator in HostPilot.

o BlackBerry users will need to wipe and re-activate their devices with the new BlackBerry® Enterprise Server. As a wipe will return the device to factory defaults, we recommend backing up the device prior to the wipe to avoid loss of data/settings.

o ActiveSync users will need to remove the old Exchange account and create a new account using the settings for the 2010 server (these can be found in HostPilot > ActiveSync in the new account).



8. VERIFY MIGRATION IS COMPLETE

CUSTOMER: Choose the completion option that is appropriate for the 2003/2007 account.

Please verify that all your users are on the new account, all data is available, and the service is performing as expected. Once you have verified that you are in production on the new account, the last step of the migration is termination of the 2003/2007 account.

o If you choose the Terminate the account right now option, access to the old account via HostPilot will be withdrawn and all mailboxes on the old account will be disabled at 3 am.

o If you choose the Place termination order option, the account will be terminated at the end of your contract term (usually 1 or 6 months).

o If you would like to keep the old account active for a while after the cutover, you can choose the Don't terminate the source account. I want to continue paying for it after the migration option. This option will leave the account open until you terminate it manually through HostPilot or call Customer Service for assistance with termination.



What impact will there be for my end users?

We do our best to minimize user impact, but your users will need to take some steps to get set up on the new account.

OUTLOOK:

Users should expect it to take some time to sync the data back from the server after creating

the new profile.

Users will need to recreate or back-up and restore their client-side rules, signatures, and

visual settings. Both client- and server-side rules will not be copied automatically. Read the Knowledge Base articles on How do I back up Outlook rules?, on How do I back up Outlook user settings? and on How do I back up Outlook signatures? for more information.

ENTOURAGE:

Users should expect it to take some time to sync the data back from the server after switching over.

Entourage users with many items in a single folder may experience corruption of data. We recommend that no more than 2500 messages be kept in a single folder.

ACTIVESYNC:

Devices will need to be reconfigured, but impact is minimal.

BLACKBERRY:

Users will need to reactivate their devices.

Only the last 7 days or 350 items will be pulled down to the device.

Reactivation can change many settings on the device back to defaults.

PUBLIC FOLDERS:


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Folder permissions will need to be recreated on your new account.

Mail-enabled subfolders will need to be re-enabled.

SHARED FOLDERS AND DELEGATES:

Shared folders and delegate permissions will need to be recreated on your new account.

ACCOUNT ADD-ONS:

Additional account features like BlackBerry and ActiveSync services, disclaimers, storage limit

settings, archiving, content sync, or UserPilot will need to be set up manually on your new account.

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EXCHANGE 2003/2007 TO EXCHANGE 2010 MIGRATION … · 2018. 2. 14. · 800-379-7729 This overview...

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