Cutover Exchange Online Migration from your own Exchange Server

This service aims to facilitate the seamless migration to the cloud for any customer currently running at least one Exchange Server on-premises. Our goal is to migrate Exchange mailboxes to Microsoft 365.

Initiate a project kick-off meeting to exchange contact information, map out key steps, and delve into project specifics.

IT Partner responsibilities 

• Facilitate the provisioning of new Exchange Online mailboxes by creating individual Microsoft 365 user accounts and assigning appropriate Exchange Online licenses.
• Validate and integrate email domain(s) seamlessly into the Microsoft 365 ecosystem.
• Trigger migration batches to initiate the transfer of data.
• Compile a detailed migration report showcasing the successful migration count, and addressing any outstanding issues encountered during the process.
• Implement incremental mailbox synchronization to capture post-initial synchronization emails accurately.
• Resolve any migration-related hurdles and errors promptly to ensure a smooth transition for all mailboxes.
• Strategize and oversee the cutover from the source system to Exchange Online, ensuring minimal disruption.
• Oversee DNS configuration adjustments and verify its successful application.
• Monitor the health and status of the Exchange Online environment meticulously to validate the migration's progress.
• Conclude the migration process by meticulously managing migration batches and halting incremental synchronization.

Client responsibilities

• Appoint a dedicated liaison to coordinate with the IT Partner and manage external vendor resources or schedules efficiently.
• Configure all network equipment, including load balancers, routers, firewalls, and switches, to ensure seamless operation.
• Provide access to physical and virtual servers and systems as required, facilitating both remote and physical entry to necessary facilities.
• Implement changes to internal and external DNS configurations as necessary to maintain optimal functionality.
• Aid in identifying high-risk users, such as top executives and VIPs, or those with large mailboxes or deleted folders.
• Ensure the timely review and approval of engagement deliverables to keep the project on track.

Additional cost items not provided by the project

• Provide training for the customer team, available as an add-on service.
• Configure desktop settings tailored to your needs.
• Offer assistance to end users for smooth operations.

Prerequisites

• You should have a functioning Microsoft 365 tenant that includes active Exchange Online licenses.

• Access to the DNS zone of your email domain is necessary.

• Ensure your environment has a complete installation of Exchange Server, which can be licensed at no cost with an appropriate 365 plan, accompanied by a valid UCC SSL certificate.

Plan

The plan is flexible and adaptable to your unique requirements.

• Launch meeting to initiate the process
• Preliminary assessment of source system health
• Setting up users or configuring the AD Connect tool
• Preparing thoroughly for migration
• Commencing the email migration
• Verifying the accuracy of email migration
• Transitioning MX record to the new Microsoft 365 tenant
• Finalizing the email migration process
• Concluding post-migration tasks

Success Criteria

• Users have convenient access to Exchange Online across their desktop PCs, mobile phones, and tablets, from anywhere and at any time.
• Your Exchange Server has seamlessly transitioned to the new Microsoft 365 tenant and is accessible to all users.
• All essential Transport rules have been established and are operational.
• Sending and receiving emails through Exchange Online is fully functional.
• Exchange Online Protection has been set up and is actively safeguarding your communication channels.