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IMAP to Office 365 Migration Guide

Last Update: 7/21/2017 11:29 AM
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​IMAP to Office 365 Migration Guide​

Important: When you sign in to MigrationWiz, you are redirected to the Getting Started page in MSPComplete. To get to a migration project created before April 4, 2017, click the Go to Projects button on the Getting Started Page. To create a new project for the migration scenario documented in this article, click the waffle icon (waffle.png) in the top navigation bar of MSPComplete, and select the appropriate migration product.

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Introduction

  • This is the complete onboarding task flow for migrating mailboxes from IMAP systems to Office 365.
  • Complete each step in order. Links to corresponding Knowledge Base articles are provided.
  • Due to API limitations, IMAP migrations will only migrate mail items.
  • The MSPComplete section includes steps to deploy the Device Management Agent (DMA) to end users. Deploying DMA to end users is a prerequisite if you will be using DeploymentPro.
  • We recommend that you use DeploymentPro to reconfigure the Outlook profiles in this migration scenario if end users are using Microsoft Outlook as their email client. Note: DeploymentPro requires licenses to be purchased before it can be used. Subscriptions include DeploymentPro. However, if you are not using subscriptions, and you are using mailbox licenses, you must purchase additional DeploymentPro licenses in order to use DeploymentPro.
    • Note: We can only migrate mail items that are stored on the IMAP server. Verify that a copy of the mail remains on the server. If there is no mail on the IMAP server and it's stored in a local PST, use the PST migration process. If the data is stored in a local Outlook OST (Outlook 2013 and Outlook 2016), export the mailbox to a PST and use the PST migration process.​​​

Prerequisite

  • There are many different versions of IMAP mail systems available. For this reason, we recommend running a trial migration on one or more mailbox(es) prior to the actual full migration project.
    • Note: Once the trial migration completes, check on the folder structure at the Destination to ensure that the directory structure is as desired. KB004671 

Prepare the Source Environment

  1. Test connectivity to the IMAP server, by going here. Fill in the form, and click on the Test button.
  2. Export the user list to a CSV file.
    • Notes:
      • Administrator accounts with at least read rights can export a user list.
      • If you do not have an administrator account, you need to ask your IMAP host to provide you with a complete user list, in CSV file format.
      • This CSV file will be used to bulk add users into your MigrationWiz mailbox project.

Prepare the Destination Environment

  1. Create an administrator account in Office 365 to be used for migration, or use the global admin account for the tenant. KB004948

  2. Set up accounts on Office 365 and assign licenses. These can be created in several ways:

  3. Prepare the tenant to send and receive large mail items. KB005139
  4. Contact Microsoft to ask to have the tenant EWS throttling limits raised for 60 days. Note: This step is only required if your Source environment will support migration speeds that are faster than the Destination. KB005493

MSPComplete Steps

  1. Create the customer. KB005421
  2. Create the Source and Destination endpoints. KB005427
    • For the Source endpoint:

      • Click on EndPoints > Add Endpoint > Enter endpoint name > For endpoint type select IMAP.

      • Server Name should follow format: imap.example.com

      • Enter the server port. As a general rule, the server port will be either 143 or 993 (if using SSL). Note: If you are using SSL, check mark the Use SSL box.

    • For the Destination endpoint:
      • Click on EndPoints > Add Endpoint > Enter endpoint name > For endpoint type select Office 365 > fill in required fields.
  3. Purchase licenses. From your MSPComplete dashboard, click on Purchase > Mailbox Migration > select MigrationWiz-Mailbox and enter the number of licenses you wish to purchase. Note: Check to see if there are any available bundles for discounts (e.g., MigrationWiz-Mailbox and DeploymentPro Bundle).  KB004647
  4. Deploy DMA to users. Once DMA has been deployed to users, check the Users tab in MSPComplete. This will be populated with the user accounts that have DMA installed. DMA can be deployed by either of these options:
    • Via Group Policy Object (GPO). Note: This is the recommended methodology, because no end user interaction is required. ​KB005412  video
    • Via email. KB005411

HealthCheck for Office 365 Steps

  1. Go all All Products > HealthCheck for Office 365 and follow the prompts to launch.
  2. Select a customer from the list by clicking on the customer name. Note: The status column will show enabled when a customer account has had DMA deployed.
  3. Review results. Note: If any computers have a red X on their row, you should review the detailed results by clicking on the pie chart in the far right-hand part of the row.
  4. Include upgrading action items and costs in your Statement of Work.
  5. Perform remediation steps.

DeploymentPro Steps

  1. Launch DeploymentPro.
    • Go to All Products > DeploymentPro and follow the prompts to launch.
    • Select a customer from the list by clicking on the customer name. Note: The status column will show enabled when a customer account has had DMA deployed.
    • Configure the customer DeploymentPro module:
      • Enter the Domain.
      • Select the Destination endpoint.
      • Checkmark the Auto-populate box. 
      • In the Client Interface Configurations section, upload your company logo and add supporting text. Note: We strongly recommend doing this, because this is the logo and text that end users will see in a desktop pop-up when they are prompted to reconfigure their Outlook profiles. If you do not upload your own logo, the default BitTitan logo will be included instead.
      • Save and continue.
  2. Activate DeploymentPro module for users.
    • Either select all users (by putting a checkmark in the box to the left of the Primary Email column heading), or select the individual users (by putting a checkmark in the boxes to the left of the user email addresses). Note: DeploymentPro requires licenses to be purchased before it can be used. Subscriptions include DeploymentPro. However, if you are not using subscriptions, and you are using mailbox licenses, you must purchase additional DeploymentPro licenses in order to use DeploymentPro.
    • Click on the Run Module button.
  3. Schedule the profile cutover date.
    • Set the date and time for the Outlook profile configuration to occur, and click on the Run Module button.
      • Notes:
        • The DeploymentPro module will install on user devices immediately, and then run silently until this date.
        • The profile cutover date should be set to a date and time that is shortly after MX record cutover.
  4. On the profile cutover date, users will be guided through the reconfiguration of their Outlook profile.

MigrationWiz Steps

Watch this video to see a walk-through of the steps below.

  1. Create the Mailbox Migration project. KB004380

    • Create the Mailbox Migration project > Select the customer > Select the Source endpoint > Select the Destination endpoint.
  2. Add the accounts (also referred to as "items") that will be migrated to the project. KB004842
    • Use Bulk Add, with a CSV file that contains your user list.
    • Source:
      • If you have an admin account on the Source IMAP system, the format will be as follows. Note: Most IMAP systems do not support administrative credentials. Refer to KB004344 for a list of supported IMAP systems.
        • Source Email: SMTP email address.
        • Source Login Name: Consists of two combined names: the user name of the person whose email is being migrated, and the user name of the mailbox admin account. For example, for Exchange IMAP: Domain/Admin_UserName/User_UserName.  Important: To determine the correct format to follow for this value, refer to KB005830.
        • Source Password: Enter the administrator's password.

      • If you do not have an admin account, enter the Source Email addresses in the Source Email column, and checkmark the I don't know the login name and password for the Source mailboxes box. Note: Users will then be requested to provide their credentials during the migration process. KB004666 Video
    • Destination:

      • For the Destination, you only need to enter the Destination email address of each user.

  3. Set the Project Advanced Options. KB004834
    • Set to use impersonation at Destination. Checkmark the Use impersonation at Destination box. KB004727
  4. Run Verify Credentials. KB004511
  5. Notify users that a migration is occurring. Send email to all users telling them the time and date of the migration.
  6. Pre-Stage pass: Select the users > Click on the Start button from the top, and select Pre-Stage Migration > Under the Migration Scheduling section, from the drop-down list, select 90 days ago > Click on Start Migration. KB004938
  7. MX Record Cutover. Change over MX records on the DNS provider's portal. Also include the AutoDiscover (CName) setting.
  8. Send email to end users to let them know what to expect for their Outlook profile reconfiguration. If using DeploymentPro, refer to KB005799 for some sample text and screen shots that can be included in this email.
  9. Full (Delta) pass: Select the users > Click on the Start button from the top, select Full Migration > Click on Start Migration. KB004938
  10. Run Retry Errors. KB004658
    • Note: If errors are listed in the MigrationWiz dashboard with the following error message:  "Unexpected extra arguments to Examine Context: FolderNameWithQuote", then follow the steps below to add the support option flag AllowQuoteInFolder=1 at the item level, and run retry errors. KB005859
      • Steps: Click the Edit Item icon to the right of the item that you wish to edit > Under the Support section, enter the support option: AllowQuoteInFolder=1 > Click Save Item > Select the line item in your MigrationWiz dashboard > Click Start > Retry Errors
  11. Look through the user list and click on any red "failed migration" errors. Review information and act accordingly.
  12. If problems persist, contact Support. KB004529
  13. If not using DeploymentPro, users must create new Outlook profiles, and set up their signatures again, and reattach any PST files that were attached to their previous profile.
  14. Click on the pie chart icon in the MigrationWiz dashboard to receive an email containing all the project migration statistics. KB004626