Office 365 Migration Planning

Credera is a full-service management and

technology consulting firm. Our clients range

from Fortune 1,000 companies to emerging

industry leaders. We provide expert, objective

advice to help solve complex business and

technology challenges.

Dallas Office15303 Dallas ParkwaySuite 300Addison, TX 75001

972-692-0010 Phone972-692-0019 Fax

Denver Office5445 DTC ParkwaySuite 1040Greenwood Village, CO 80111

303-623-1344 Phone303-484-4577 Fax

Houston Office800 Town & Country BlvdSuite 300Houston, TX 77024

713.496.0711 Phone713.401.9650 Fax

Austin Office9020 N Capital of Texas HwySuite 345Austin, TX 78759

512-327-1112 Phone512-233-0844 Fax

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Copyright © 2012 Credera. All Rights Reserved.

Office 365 Migration Planning

Jesus J Salazar & Ben Mead

Credera

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Jesus J Salazar, Principal

• 12 years of experience with Microsoft-based technologies

• Experience delivering IT solutions to medium and large businesses

• Strong focus on SharePoint since 2003

• Microsoft Certified Professional

• Member of the Office 14 Developer Advisory Council where he helped shape the features and architecture of the next generation of Microsoft Office and SharePoint

Speaker Introduction

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Agenda• Setting the stage

– Office 365 Overview– Why Office 365?

• Recommended Office 365 Migration Approach– Plan– Prepare– Migrate

• Additional Tips and Tricks• Questions

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Office 365 Overview

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Access to the most popular

client tools on the planet

Mainstream email and messaging

World-class collaboration

and information sharing platform

Real-time collaboration

and communication

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Security

Reliability

ComplianceAccessibility

Updateability

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Why Office 365?

Trends Driving The Future of Productivity

CONSUMERIZATION MULTI-GENERATIONAL INFRASTRUCTURE LIMITATIONS

ANYTIME, ANYWHERE RISE OF THE CLOUD

“By 2012, 20% Of Businesses Will Own No IT Assets.”

Gartner, Jan. 2010

“The move to Microsoft Online Services will help cut operational costs by an estimated 30% and create a variable cost model that will provide increased flexibility in the future.”

Ingo Elfering, Vice PreseidentGlaxoSmithKline

“We were cautious of how many people would embrace a new tool. What we found was that 80% of our users wanted to be on a Microsoft type platform and were using one at home”

John Kalka, Vice PreseidentIngersoll Rand

The world's mobile worker population will pass the one billion mark this year and grow to nearly 1.2 billion people – more than a third of the world's workforce – by 2013.

IDC, Feb. 2010

Older Millennials (23-27) spend an ave. of 6.8hrs/w interacting with work email. Younger Millennials in work spend just 4.2hrs/w on email and more time on text messaging (3hrs) or IM (3.2hrs).

Accenture, Jan. 2010

9

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Companies using MS Online Services

How do YOU get to a point where “The Cloud” is working for you?

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Office 365 Migration Approach

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Office 365 Migration ApproachPlan

• Conduct Kickoff Meeting

• Plan Infrastructure and Exchange Online

• Plan SharePoint Online

• Plan Lync Online

• Plan User-Experience

• Plan Mobile

• Develop Training and Communications Plan

Prepare

• Configure AD, Exchange, and Mailboxes

• Configure Lync Online

• Configure SharePoint Online

• Configure client computers and end-user experience

Migrate

• Migrate and synchronize Exchange

• Migrate SharePoint content to SharePoint Online

• Update DNS to point to Office 365

• Configure mobile connectivity

• Validate Environment

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Conduct Kickoff Meeting

Plan Infrastructure and Exchange

Online

Plan SharePoint

Online

Plan Lync Online

Plan End-User

ExperiencePlan Mobile

Develop Training and

Commun-ications Plan

Plan

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Plan Infrastructure & Exchange Online• Number of concurrent client machines• Network segments and network connections• Video Conferencing

Conduct Bandwidth Assessment

• Directory Synchronization, ADFS, SSO, Exchange Hybrid Environments

• Lync On-Premise may require Lync EdgePlan On-Premise Hardware

• Inventory SMTP relay sources• Identify which 3rd party applications are in use• Must be compatible with Exchange Web Services

Identify current Mail Enabled Applications

• Hybrid, Simple Coexistence, or full Cutover?• Legal hold needs, and expectations• Understand the storage management limitations

Identify Mailbox Migration Methods and Tools

(e.g., migration velocity, coexistence, etc.)

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Planning Tools• Office 365 Deployment Readiness Tool

• Analyzes and gathers information regarding Domain and AD settings

• Exchange, Lync, SharePoint, and End User environment settings• Network settings and configurations• http://community.office365.com/en-us/f/183/t/2285.aspx

• Microsoft Assessment and Planning Toolkit• Not specific to Office 365 but helpful in Cloud Services Planning.• Robust inventory capabilities• http://technet.microsoft.com/library/bb977556.aspx

http://community.office365.com/en-us/f/183/t/2285.aspx



http://technet.microsoft.com/library/bb977556.aspx



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Tips, Tricks, and Pitfalls• Use the Planning Tools to speed up environment

discovery• Coexistence is much more complex than cutover• Video Conferencing has a significant impact on

Bandwidth Usage• Moving to the cloud may require NEW on premise

hardware investment• Federation is more than a few checkboxes

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Plan SharePoint Online• Global Site Collection Settings, Intranet / Extranet / Internet

• User Profiles, MySites, Site Collection Admins• InfoPath Services, BCS, Managed Metadata

Plan to manage SharePoint Online by using the

Administration Center

• Site Collections, Site Permissions• Site Features• Branding and “Look and Feel”• Avoid migrating highly customized sites

Plan Sites and Manage Users

• Metadata, Content Types• Navigation and Search• Social Tagging and Notes• Up to 300 Site Collections limited to 100 gigs each

Plan Content on Sites

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Plan SharePoint Online• BCS is now included as of November 2011• Not all 3rd party add-ons are created the same• SharePoint Designer, InfoPath 2010, Office, VS 2010

Plan Customizations and Solutions

• Leverage introductory videos provided my MS• Formal presentations, informal lunch and learns, self-paced instructional videos

• Departmental or team champion “Super Users”

Train and Support Users

• Storage should be closely monitored• Event Auditing to make educated decisions• Improving Search through reporting

Plan to Monitor and Maintain Site Collections and Sites

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Tips, Tricks, and Pitfalls• Make use of Site Collections, your limit is now 100 gig• Don’t plan on heavily customizing or branding MySites• Release and deployment planning for new sites and

content doesn’t disappear just because its in cloud• Utilizing Sandbox solutions is mandatory for many

features and functions to operate correctly• You do not have access to deploy solutions that interact

with the web application, which limits deployment options

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Plan Lync Online• Connect to Lync users outside of your organization• Your Lync On-Premise can be federated as well (requires different SIP domains)

• Lync Coexistence is coming!

Plan Domain Federation

• Windows Live is Supported• AOL and Yahoo are not supported• This is an all or nothing setting, no blocking or unique configurations for different companies or IM providers

Public IM Connectivity

• Lync 2010 Windows, Lync for Mac 2011• Outlook Web Application, Lync Web Application• Lync Attendee for Online Meetings• Lync Mobile (Windows Phone, iPhone, iPad, Android)

Client Tools

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Tips, Tricks, and Pitfalls• Use of Public IM connectivity in Office 365 is not

equivalent with Public IM connectivity using Lync on-premise

• Training and education materials for Mac users will need to be customized, as most free materials from Microsoft focus exclusively on the Windows client experience

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Plan End-User Experience

Rich End User Experience• Microsoft Office 2010• Microsoft Office 2007 SP2• Microsoft Office 2008 for Mac and

Microsoft Entourage® 2008 Web Services Edition

• Microsoft Office 2011 for Mac• Office Web Apps• Microsoft Lync 2010• Office 365 desktop setup

Web Experience• Internet Explorer 8• Firefox 3• Chrome 6• Safari 4• Later versions of these…

There are two types of end user experiences, web and rich user experience

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Tips, Tricks, and Pitfalls• Leverage the Productivity Hub for educating users on

how best to exploit the Office platform they will utilize with the MS Online Service

• Rolling out a new version of MS Office will increase support calls; be sure your service desk is ready

• If you don’t currently have a software distribution method, consider leveraging Windows In-Tune to help smooth the deployment effort

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Plan





• Plan User-Experience

• Plan Mobile


Office 365 Migration ApproachPrepare





Migrate






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Prepare

Configure AD, Exchange, and

Mailboxes

Configure Lync Online

Configure SharePoint

Online

Configure client computers and

end-user experience

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Configure AD, Exchange, & Mailboxes

1. Verify Your Domains• Add domains via MOS Portal• Capture Online Addresses, Aliases, Host Names

2. Validate Domains using TXT Records• Add TXT or MX records to DNS Registrar as requested by MS Online• Routes employee requests to Office 365

3. Directory Cleanup• Cleanup your on premise AD and update Schema• Very Important to avoid Sync issues

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4. Single Sign-On• Install and Configure Active Directory Federation Services• Activate SSO

5. Directory Sync• Install and Configure Directory Synchronization Tools• Activate Directory Synchronization

6. Exchange Coexistence Services• Install and Configure the Exchange 2010 coexistence server(s)• Configure DNS and Certificates and Activate

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7. Assign Licenses• Assign Licenses to Users• Enables Exchange, Lync, and SharePoint Online

8. Install Client Applications• Install Client Applications (Office 2010 or Office 2007 SP2)• Office 365 Desktop Setup

9. Migrate Mailboxes• Leveraging Your Exchange Migration Strategy, Migrate Mailboxes• Support post-migration incident resolution

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Tips, Tricks, and Pitfalls• Keep your exchange migration window as small as

possible, don’t drag it out!• Break users into migration groups if necessary to keep

things simple• If you intend to utilize a long-term coexistence model,

plan for support with legacy platforms and services• Clean up your Active Directory service sooner than later• Identify before you start the dir-sync, if there are users

you wish to exclude from federation

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Configure Lync Online1. Enable firewall ports for Lync conferencing servers

2. Disable authentication for Lync Online audio and video traffic when an authenticating HTTP proxy is employed

3. Allow User Datagram Protocol (UDP) traffic for better Conferencing Experience

4. Perform Network Optimization for Conferencing Experience

5. Enable Public IM and Federation (if necessary)

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Tips, Tricks, and Pitfalls• Prepare for the necessary DNS service record changes

before you start the installation process• Use the checklists provided by Microsoft, and do not skip

any steps under the assumption they are not necessary• Have a formal test plan for Lync usage both onsite,

remote and for anonymous users before you initiate pilot testing, or you will be testing for a very long time

• User driven adoption of the platform is often more effective than a formal service announcement from IT

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Configure SharePoint Online1. Inventory On-Premise content and customizations•Focus on migration Candidates•Keep in mind usage patterns (remote access, distributed teams, non-standardized users)

2. Determine roadmap for all customizations•Can a sandboxed solution be implemented?•Does this customization leverage any features not currently available in Office 365

3. Package all customizations into WSPs

4. Migrate content•No content migration support•Be wary of “date modified” and “modified by” fields

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Sites Communities Content Search CompositesInsights

Key:SharePoint online

BCS Now Available!

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Tips, Tricks, and Pitfalls• Take full advantage of the opportunity to review

hierarchies and archiving plans prior to migration• Test your migration process early and often• Have a mature production migration process (using

WSPs) when deploying customizations• SharePoint Workspace can be used to help manually

copy content into sites, but this can be time consuming• Acquire low cost 3rd party tools and save hundreds of

hours of manual labor

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Configure Client Computers and UX

1. Perform client upgrades

2. Install the Office 365 desktop setup package

3. Office 365 desktop setup package automatically configures Outlook and Microsoft Lync

4. Desktops can be updated by user or through Active Directory

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Tips, Tricks, and Pitfalls• Office 2007 SP2 and later is supported• We strongly recommend Office 2011 for Mac to achieve

the best user experience and higher feature parity• Without a software distribution tool, you will have to

manually deploy the O365 Sign-In Assistant• Office for Mac is not a supported license option for the

Office 365 suite, it is a separate purchase cost• Migrating from older version of Office (XP,2003) will

introduce the ribbon…be prepared for user transition

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Plan





• Plan User Experience

• Plan Mobile


Office 365 Migration ApproachPrepare





Migrate






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Migrate• Execute the plan!Migrate and synchronize

Exchange

• Use tools that are best suited for your requirements• Execute the plan!

Migrate SharePoint content to SharePoint Online

• MX, TXT, DNS all should be updated to point to the new environmentUpdate DNS to Point to Office 365

• Primarily related to Exchange• Active Sync, POP, IMAP depending on deviceConfigure Mobile Connectivity

• Execute test plan• MS Deployment Planning Guide has a good test planValidate Environment

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Additional Tips and Tricks• SharePoint migrations cannot be automated, get help!

• Give yourself plenty of time to set up ADFS, SSO, and other network configurations ahead of time

• Domain verification can take a long time, plan ahead

• Adding licenses to an existing Select or EA can take a long time, plan ahead

• MOS support is 24-48hrs even for critical issues

• For a larger enterprise, consider a PSS agreement for the year you plan to convert to the cloud

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Management & Technology Consulting Firm

• MS Gold Certified Partner

• Member of Microsoft’s SharePoint Development Advisory Council (DAC)

• IW Competency (Microsoft’s Corporate SharePoint Certification)

• Certified provider of SharePoint Deployment Planning

• Established 1999

• Offices in Dallas, Houston, Austin, Denver

How We Serve Our Clients

• We provide expert, objective advice to help solve complex business and technology challenges

• Our clients hire us to own their toughest problems; they retain us because we keep our promises

• Services: Management Consulting, Technology Solutions, Mobile Solutions, Business Intelligence

Microsoft Solutions Offerings

• Custom Application Development

• Enterprise Portal Design & Implementation

• eCommerce

• SOA & Business Process Integration

• Customer Relationship Management (CRM)

• Business Intelligence & Data Warehouse

Client Sampling

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Contact Information:Jesus J Salazar - [email protected]

www.credera.com Follow us on @Credera

Blog: http://blogs.credera.comCareers: http://careers.credera.com

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http://www.credera.com/

http://blogs.credera.com/

http://blogs.credera.com/

http://careers.credera.com/

Credera is a full-service management and

technology consulting firm. Our clients range

from Fortune 1,000 companies to emerging

industry leaders. We provide expert, objective

advice to help solve complex business and

technology challenges.

Dallas Office15303 Dallas ParkwaySuite 300Addison, TX 75001

972-692-0010 Phone972-692-0019 Fax

Denver Office5445 DTC ParkwaySuite 1040Greenwood Village, CO 80111

303-623-1344 Phone303-484-4577 Fax

Houston Office800 Town & Country BlvdSuite 300Houston, TX 77024

713.496.0711 Phone713.401.9650 Fax

Austin Office9020 N Capital of Texas HwySuite 345Austin, TX 78759

512-327-1112 Phone512-233-0844 Fax

Office 365 Migration Planning

Technology

Transcript of Office 365 Migration Planning