Office 365 Migration for Dummies

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Office365
Migration
FOR
DUMmIES
‰
MICROSOFT & QUEST SOFTWARE
SPECIAL EDITION
by Jennifer Reed, PMP, CSM
and Michael Tweddle

Office 365 Migration For Dummies®
, Microsoft & Quest Software Special Edition
Published by
John Wiley & Sons, Inc.
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Table of Contents
Introduction........................................................ 1
About This Book......................................................................... 1
Icons Used In This Book............................................................. 2
Chapter 1: Getting to Know Cloud Computing
and Office 365 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Understanding the Benefits of the Cloud................................. 3
Administering Office 365............................................................ 5
Chapter 2: Preparing for Migration. . . . . . . . . . . . . . . . . . 7
Strategizing for Deployment Success....................................... 7
Understanding Your Exchange Mailbox Options.................... 9
Preparing Exchange Online for a Hybrid Deployment......... 10
Crossing Over to a Cloud-Only Exchange Migration............ 13
Looking at SharePoint Migration Considerations................. 15
Chapter 3: Migrating to Office 365. . . . . . . . . . . . . . . . . . 17
Carrying Out the Migration...................................................... 17
Migrating Content to SharePoint Online................................ 19
Migrating to Exchange Online................................................. 22
Testing Office 365 Functionality after a Deployment........... 26
Chapter 4: Existing or Coexisting in the
New Environment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Coexistence between On-Premises Platforms
and Office 365........................................................................ 28
Increasing Productivity in Your New Environment.............. 30
Customizing SharePoint Online.............................................. 32
Getting to Know the Rest of the Office365 Cast.................... 34
Chapter 5: Managing Office 365 Made Easy. . . . . . . . . . 35
Demystifying the MOP.............................................................. 35
Understanding the Tasks in the Middle Pane....................... 37
Managing Your Organization Dashboard.............................. 37
Seeking Out Help and Support................................................ 39
Chapter 6: Ten Must-Dos for Successful Migration. . . 41

Publisher’s Acknowledgments
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Business Development
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Introduction
Experts and their predictions state that by 2020 most
people will access software applications online and that
cloud computing will become more dominant than the desk-
top. The release of Office 365, a cloud-based collaboration
and productivity tools from Microsoft, will undoubtedly play
a major role in transitioning the masses from their desktop
applications to web-based applications. Its enterprise-class
messaging and collaboration capabilities allow people to work
better together with anytime-anywhere access to e-mail, docu-
ments, calendars, contacts, and web conferencing tools.
Microsoft has clearly demonstrated that they are all in when
it comes to the cloud. Already, their cloud services have
reached over one billion individual users and 20 million busi-
nesses a year. That number will surely grow as Office 365
becomes mainstream, embraced by everyone from the one-
man-show professional to the small flower shop business
owner around the corner, to the large Fortune 500 enterprise
on Wall Street, to the governmental organizations in DC, to
the academic world, and even to nonprofit entities operating
in remote villages!
So where do you fit in this new paradigm shift? What is your
role in your company’s journey to the cloud? The mere fact
that you’re reading this book is a telltale sign that there’s
room for you, and you have a great role to play in this game-
changing technology.
About This Book
Office 365 Migration For Dummies, Microsoft & Quest Software
Special Edition, is written for you, the innovator who gives the
gift of Office 365 to your workplace. The focus of the book is
to provide guidance to enable you to perform the migration
to a set of collaboration and productivity tools to help further
your organization’s mission and goals.

Office 365 Migration For Dummies, Microsoft & Quest Software Ed.2
Although the chapters in this book are independent of each
other, they’re presented in sequential order to guide you
through the phases of migrating to Office 365. Use this book
not just for your reading pleasure but also as a reference for
your organization’s Office 365 rollout and migration project.
Icons Used In This Book
You’ll find a few icons used in this book — they alert you to
useful information and things to pay special attention to. They
are as follows:

These tips may help you save time or provide additional infor-
mation about a particular topic.

The remember icon gives you tidbits of information to keep
in mind.

When you see the Warning icon, pay close attention — the
info there may just save you from making costly mistakes.

This icon gives you a bit of techie information or a piece of
history behind Office 365. You can skip this info if you like.

Chapter 1
GettingtoKnowCloud
ComputingandOffice365
In This Chapter
▶ Understanding the impact of the cloud on your organization
▶ Administering Office 365 in the cloud
If you ask a dozen experts what the cloud means, you’re
likely to get a dozen different definitions. Cloud comput-
ing means that applications or software, data, and computing
needs are accessed, stored, and occur over the Internet or in
the cloud.
With the launch of Office 365, businesses and organizations of
all sizes now have access to the power of cloud productivity
previously reserved for large enterprises. Whether you’re a big,
global hotel chain or a small, niche restaurant whose manager
also doubles as the IT lead, enterprise technologies that will
boost productivity are now available to you. As Microsoft puts
it, Office 365 gives you, regardless of your business’ size, the
power to think big and be small or to be big and act fast.
Understanding the Benefits
of the Cloud
Technology is limitless, changing faster than you can imagine
and altering the way you do business locally and globally.
Now more than ever, businesses and organizations need to
consider the advantages of using enterprise-class IT solutions
hosted in the cloud to support their mission and goals.

4 Office 365 Migration For Dummies, Microsoft & Quest Software Ed.
Worry-free business solutions
For your business or organization, cloud computing means
that your applications are hosted and managed on the
Internet by a service provider where you don’t have to worry
about paying for capacity you don’t need, being free of the
complexities of installation, maintenance, and updates, and
enabling your users to access their e-mails and documents
anywhere there’s an Internet connection. Cloud computing
promises not just cheaper but also faster, easier, more flexible,
and more effective IT solutions for any type of organization.
Office 365 cloud offerings
Office 365 advantages happen without being trapped behind
a firewall or constrained by the cost of implementation and
maintenance.
Productivity on the go
Users with Internet connections have access to e-mail, docu-
ments, contacts, and calendars on their computers or mobile
devices at anytime from anywhere. Rich desktop Office
applications that come with Office Professional Plus in the
Enterprise plans provide a familiar ribbon interface that elimi-
nates the need to learn “new stuff.”

The familiar user interface that spans across the Office suite
(Outlook, Word, Excel, PowerPoint, and OneNote) is also pres-
ent in its cloud cousin, Office Web Apps. With web apps, you
can view and edit documents in high fidelity in most browsers
such as Internet Explorer, Firefox, and Safari.
IT control and efficiency
Office 365 allows IT administrators control of user accounts,
access rights, and enterprise-wide deployments while at the
same time freeing them from the time-consuming tasks of moni-
toring servers, uptime, reliability, security, and patches. When
IT staff members are freed from the daily challenges of securing
and maintaining on-premises servers, you end up with highly-
capable members of your organization who are able to redirect
capacity to provide more value to the business. Instead of wor-
rying about uptime, updates, and upgrades, IT staff members
can take on more challenging and satisfying projects.

Chapter 1: Getting to Know Cloud Computing and Office 365 5
Administering Office 365
Cloud-based administration in Office 365 is easy and intuitive. In
one location, administrators have access to all the management
tools for setting up users, managing subscriptions, and access-
ing support. In the Enterprise subscription, administrators can
take advantage of a wizard to create a custom deployment plan
complete with an easy-to-follow task list. How cool is that?
Getting an overview of
Office 365’s services
Five flexible online services are included in Office 365. They
seamlessly integrate with each other to provide the best user
experience as well as optimal IT administration and manage-
ment. These services include the following:
✓ Exchange Online provides businesses and organizations
enterprise-class e-mail, calendar, and contacts solutions
accessible through a web browser or a desktop client.
For most end-users, the familiar Outlook interface experi-
ence remains the same.
✓ SharePoint Online provides a central location to help turbo
boost your organization’s productivity. Users can share and
collaborate on documents online and offline, track projects
and tasks with lists, create an intranet, and even publish a
public-facing website with no programming skills.
✓ Lync Online empowers businesses and organizations with
a unified approach to an integrated, effective, and efficient
means of communication and collaboration. To use Lync
Online, end-users need to install Microsoft Lync 2010 avail-
able as a free download from the Microsoft Office 365 portal.
✓ Office Professional Plus is the same familiar Office appli-
cations (Outlook, Word, Excel, PowerPoint, OneNote)
most people are used to but even better. With a subscrip-
tion, businesses and organizations have access to the
latest and the greatest version of the Office software.
✓ Office Web Apps is the cloud version of Microsoft Word,
Excel, PowerPoint, and OneNote. The apps allow users
to create high-quality documents, simultaneously make
changes to the documents with coauthors, and share

these documents from a browser without the need for
the desktop application.
Your role as the administrator
The Admin Overview page in the Office 365 portal is the
administrator’s (admin for short) best friend. This is where
you, as the admin, can add users, assign licenses, distribute
credentials to new users, create and manage security groups,
manage domains, add permissions to SharePoint sites, and
configure Office 365 services.
Office 365 is available in two types of subscription plans for
businesses.
Professional and Small Businesses Plan (P Plan)
Admins on the P plan are responsible for the service-wide set-
tings for Outlook, Lync, Team sites and documents, and the
organization’s public-facing website. In the P Plan, the follow-
ing features aren’t available in the admin portal:
✓ The Setup group (where admins can configure mailbox
services, SharePoint Online, and Lync Online as well as
create a custom deployment plan) isn’t offered.
✓ In the Management group, the link to create and manage
mail-enabled distribution and security groups in Exchange
Online is missing.
✓ In the Support group, you don’t have access to create
and track service requests because live support is only
offered in the E plans (see the following section).
Midsize Business and Enterprises Plan (E Plan)
Admins on the E plan are responsible for setting up Exchange
Online, Lync Online, SharePoint Online, and Microsoft Office
Desktop Apps. The E plan contains five admin roles:
✓ Billing administrator
✓ Global administrator
✓ Password administrator
✓ Service administrator
✓ User management administrator

Chapter 2
PreparingforMigration
In This Chapter
▶ Planning deployment strategies
▶ Understanding your Office 365 migration options
▶ Looking into SharePoint migration
In order to prepare and develop the right Office 365 migra-
tion plan, you need the following:
✓ Project team members with varying degrees of technical
backgrounds and project management experience
✓ Proficiency in Microsoft server and client technologies
✓ Knowledge of customer network topology and legacy
messaging systems
This chapter focuses on preparing for your migration project,
particularly when a hybrid deployment solution is needed for
messaging and collaboration tools and services.
Strategizing for Deployment
Success

A strategic deployment plan must be in place to address infra-
structure migration elements, such as Active Directory (AD),
e-mail, calendar and tasks, address books, archived e-mail and
other content, and legacy applications. Decision makers in the
organization need to take into account the tools needed for
the migration, bandwidth requirements, and e-mail integrity.

Migration tools need close attention because Microsoft
doesn’t offer native solutions to migrate non-Microsoft tech-
nology environments (Lotus Notes, Novell GroupWise, and
so on) to Office 365. If you have a complex project or hybrid
scenario, you may want to look at third-party migration
tools. Although it may end up adding cost to the migration
project, third-party tools may be necessary and worth the
expense.
Using a Readiness Tool for
environment discovery
The discovery process is an important aspect of your deploy-
ment plan regardless of the project management approach
undertaken by the team. Information about the existing IT
environment is gathered and captured, which then become
inputs to the deployment plan. Download the free Office
365 Deployment Readiness tool at http://community.
office365.com.
Leveraging pilot deployment
Even a well-thought-out deployment plan based on experience
and subject matter expertise isn’t a guarantee for a foolproof
project execution. Fortunately, you can conduct an Office 365
pilot deployment with a limited set of users to test features
and functionality before rolling the service out to the rest of
the organization.

Office 365 doesn’t offer a pilot program, so to conduct the
pilot, sign up for the service as you would in a full deploy-
ment. The only difference is that you add users incrementally
as confidence in the system is established.
In the Office 365 E plan (see Chapter 1 for more info), you can
easily create a custom pilot deployment task list. To start, go
to the Admin Overview page, click Custom Plan under Setup,
and follow the prompts.

Chapter 2: Preparing for Migration 9
Understanding Your Exchange
Mailbox Options
You can migrate Exchange mailboxes to Office 365 in the
E plan through migration or coexistence. Before you make the
choice, consider your business needs as well as your current
e-mail environment. Is your e-mail system meeting your needs?
Are you able to scale as your organization grows without
adding more resources to your IT department? These consider-
ations and more determine how you migrate to Office 365.
Complete migration
versus coexistence
Migrating mailboxes to the cloud involves moving all your
existing mailboxes to Exchange Online. You can do the migra-
tion in a variety of ways depending on the size of your orga-
nization (cutover, staged, or hybrid), but the end result is the
same: You discontinue use of mailboxes in the on-premises
Quest’s pre-migration tools
Careful and thorough planning is
crucial to the success of the migra-
tion project, and Quest provides tools
that can help:
✓ Quest Migration Assessment
Tool (QMAT): This free tool pro-
vides a customized feature com-
parison for each mail system
and performs a current inven-
tory of Exchange servers, mail-
boxes, public folders, and mobile
devices.
✓ MessageStats: This product
provides the ability to review
the on-premises environment to
identify areas for houseclean-
ing (inactive mailboxes, disabled
accounts, and so on) prior to
making the move to Office 365 so
that only necessary assets are
moved.
✓ Reporter: This product can ana-
lyze the current Active Directory
forests and domains to get the
insight needed to determine if
consolidation or restructuring
is needed prior to the Office 365
migration.
Discover more information at
www.quest.com/office365.

environment, freeing your organization from the operational
burdens of maintaining server software and hardware.
Coexistence allows you to maintain your current on-premises
e-mail environment and synchronize your mailboxes with Office
365. This option is smart for large organizations with highly
available and well-architected Exchange 2010 infrastructure.
Simple coexistence versus
rich coexistence
If you choose to coexist mailboxes, your options are to enable
simple or rich coexistence. This section covers differences
between these two options. In simple coexistence, e-mails sent
to your company’s domain name are delivered to your on-
premises Exchange server. The user then sees the e-mail in
his Exchange Online account, opens it, reads it, and responds
using the same on-premises e-mail address.
A rich coexistence (recently replaced with the phrase hybrid
deployment) provides a seamless integration between the on-
premises and cloud environments. Users can share calendars
and complete tasks regardless of whether their account is
set up. Admins can easily move mailboxes between the two
environments as well as manage all mailboxes from the on-
premises Active Directory configuration.
Preparing Exchange Online
for a Hybrid Deployment
Communication, coordination, more communication, and then
more coordination typically happen as you move through the
phases of the Office 365 deployment.
Knowing the components
for hybrid deployment
To ensure a seamless integration between the on-premises
and cloud-based environments, the following services and
components need to be accounted for in the planning phase:

✓ Office 365 Account: A cloud-based organization must
first be created in Office 365 on a midsize businesses and
enterprises subscription plan (E plan).
✓ Hybrid Server: The cloud-based organization connects
to an existing on-premises environment running on
Exchange 2010, which serves as the hybrid server.
✓ Microsoft Federation Gateway: This cloud-based service
acts as the trust broker between the on-premises and
cloud-based environment.
✓ Active Directory Synchronization: This service synchro-
nizes users in the on-premises environment to the cloud
environment ensuring synchronized versions of user
accounts and groups and the global address list (GAL).
Microsoft offers a free tool called Exchange Server Deployment
Assistant, which generates a customized task list for hybrid
deployment. You can find this tool at technet.microsoft.
com/en-us/exdeploy2010/default.aspx.

When migration tools from Microsoft aren’t enough, look to
third-party solutions providers to help. Quest Software offers
a suite of Office 365 migration tools designed to mitigate the
risk of migration, including ones for non-Microsoft technology
messaging solutions. Visit www.quest.com/office365.
Exchange hybrid deployment
checklist
Microsoft offers high-level, sequential tasks for Exchange
hybrid deployment in its Enterprise Deployment Guide. The
steps should be customized to address the needs of your
organization. Additional details for each task area include
✓ Add your domain. You can add a custom domain to an
Office 365 account through the Admin Overview page on
the portal.
✓ Add TXT record. Add a TXT record in your domain regis-
trar’s DNS database.
✓ Perform directory cleanup. Clean up your on-premises
Active Directory and update schema (if necessary).

✓ Activate single sign-on. Install and configure identity fed-
eration servers on-premises and activate the single sign-
on service.
✓ Install directory sync. Install and configure directory
synchronization server(s) on-premises and active direc-
tory synchronization.
✓ Install hybrid servers. Install and configure Exchange
hybrid servers on-premises, configure DNS records and
certificates, and enable rich coexistence.
✓ Assign licenses. Licenses are assigned to users, and you
enable Exchange Online, Lync Online, and SharePoint
Online for users.
✓ Migrate user mailboxes. Mailboxes transfer using
Exchange tools or third-party solutions, such as
Migration Manager for Exchange from Quest Software.
✓ Install client applications. You can do this before or
during the deployment.
Single sign-on benefits with
Active Directory Federation
Microsoft offers a ten-step roadmap for single sign-on using
Active Directory credentials as follows:
1. Prepare for single sign-on.
2. Deploy Active Directory Federation Services 2.0.
3. Install the Microsoft Online Services Module for
Windows PowerShell.
4. Verify additional domains.
5. Prepare for Active Directory synchronization.
6. Activate Active Directory synchronization.
7. Install the Microsoft Online Services Directory
Synchronization Tool.
8. Synchronize directories.

9. Activate Synched users.
10. Verify and manage single sign-on.

Although it may seem like a lot of upfront work when using
identity federation, the benefits for IT admins far outweigh the
negatives:
✓ Identity federation allows control over policies, such as
workstation restrictions. Support for strong authentica-
tion is available in Office 365 when using single sign-on.
✓ Users don’t have to remember multiple logins and pass-
words, support calls for forgotten passwords will be
reduced — freeing up capacity for the IT admin.
✓ User identity and data associated with the user are
secure in a single sign-on world because they’re hosted
in on-premises servers and services.
Opting out of single sign-on
If for some reason you decide not to federate via Active
Directory Federation Services, you can still populate the
Global Address list in Office 365 with existing users from an
on-premises solution. Microsoft offers a free Active Directory
Synchronization tool to do this, but know that passwords
won’t be synchronized to Office 365.
Admins can also bulk import users to Office 365 from a comma-
separated values (CSV) file pulled from the local environment.
This process is done manually, but it speeds up the initial work
of adding multiple users at once to an Office 365 account.
Crossing Over to a Cloud-Only
Exchange Migration
If your mailbox and messaging requirements don’t require
functionality that extends from your on-premises environment
to the cloud, crossing over to a cloud-only solution may be
your best route.

Using the cutover approach
Organizations with 1,000 or fewer users in their on-premises
Exchange 2003, 2007, and 2010 installations are in the best
position to easily migrate messaging services to the cloud.
Migration can be done over a weekend by using the Microsoft
native tools or using a third-party migration tool.
In a cutover migration with the native tools, new mailboxes are
provisioned by the service in the cloud for each user account.
On-premise distribution groups, contacts, and tasks are also
migrated to the cloud. After all the mailboxes are provisioned
and migrated, the on-premises and cloud mailboxes are syn-
chronized every 24 hours. When you’re ready, route e-mails
directly to the cloud-based mailboxes, delete the migration
batch, and decommission your on-premise Exchange.
Using the staged approach
Organizations with more than 1,000 users with Exchange 2003
and 2007 mailboxes use the staged Exchange migration. This
process allows you to move some mailboxes to the cloud
while maintaining the rest in the on-premises mailbox. When
a batch of mailboxes has been migrated successfully, another
batch is started and so on until all the mailboxes are com-
pletely migrated.

Organizations with over 1,000 users with Exchange 2010
mailboxes must first configure a hybrid deployment, moving
mailboxes to the cloud from the on-premises server, and then
decommissioning the hybrid deployment and the on-premises
Exchange installation.
Using third-party solution providers
If native migration tools don’t meet
your organization’s requirements,
consider third-party tools like
Migration Manager for Exchange
from Quest Software. This solution
helps prevent migration errors and
ensures that your resources are used
where they’re most effective. Quest
Software also offers migration solu-
tions for non-Microsoft technologies
(Lotus Notes, GroupWise, and so on)
looking to migrate to Office 365.

Looking at SharePoint Migration
Considerations
SharePoint Online offers the same basic set of tools as
the on-premises version but without the hassle of install-
ing and maintaining an on-premises environment. In some
instances, however, an organization needs to consider a
hybrid SharePoint environment that combines on-premises
SharePoint Server 2010 with SharePoint Online in Office 365.

If you choose to manually move content to SharePoint Online
through SharePoint Workspace, the batch upload capabili-
ties, or with the drag-and-drop method between two libraries
opened in Windows Explorer, you’ll lose file metadata and
contextual information such as date modified and date cre-
ated. If that’s important to you, consider a third-party tool
such as Migration Suite for SharePoint from Quest Software.
Packaging your customizations
Inventory your customizations and decide what can be moved
based on SharePoint Online limitations. Customizations and
existing custom webparts migrated to SharePoint Online need
to stay within the sandboxed solution that can be deployed
at the site collection level using the SharePoint solution gal-
lery. If your customization involves invoking security-related
functionality, you won’t be able to move that customization to
SharePoint Online. By design, restrictions are in place to pre-
vent malicious or rogue codes from negatively affecting the
SharePoint Online environment.
Considering a hybrid SharePoint
environment
You may find that a hybrid migration is the solution for your
organization if
✓ SharePoint Online admins typically don’t have access to
the SharePoint farm-level administration where database
management or service application and service manage-
ment or web application management occurs.

✓ Features not available in the cloud version, such as
PerformancePoint or Records Center, are important.
✓ Your organization has made a significant investment in
on-premises customizations
✓ You have legal or compliance reasons for handling data
For more info on the hybrid deployment option, got to
www.microsoft.com/download/en/details.
aspx?displaylang=en&id=27580.
Evaluating a cloud-only
SharePoint migration

Despite the lack of native migration tools, you can still achieve
a ZeroIMPACT migration to SharePoint Online by understand-
ing your current environment. Quest Site Administrator for
SharePoint is a great third-party tool that helps you understand
how SharePoint is used, database size, permission details, user
metrics, and much more. This first step better prepares you for
a cloud-only SharePoint migration.

Chapter 3
MigratingtoOffice365
In This Chapter
▶ Understanding key migration activities assigned to admins
▶ Migrating content and mailboxes to the cloud
▶ Testing Office 365 functionalities after deployment
Regardless of the deployment model, migrating to Office
365 is a multi-faceted decision making process requiring
careful planning and preparation. This chapter focuses on the
activities undertaken as you make the final push to the cloud
during migration.
Carrying Out the Migration
Throughout the preparation and planning phase, the admin(s)
plays a major role in developing the deployment plan.
Key admin activities
The admin needs to attend to tasks in an Office 365 migration.
For the most part, these duties include the following:
✓ Assigning licenses to users
✓ Sending the final communications to end-users
✓ Migrating data, files, and folders
✓ Changing the DNS records
✓ Configuring mobile phones and devices
✓ Performing post-migration service testing

Communicating the transition
to your organization
The success of any enterprise-wide program rollout usu-
ally hinges on how well the change is communicated to the
affected users. In the planning process, a communication plan
maps out a sequenced approach.
Five weeks prior
Five weeks prior to the migration date, send an e-mail as
the first formal communication to managers. Provide an
overview of the process and explain the reason for the
migration.
Four weeks prior
Four weeks prior to migration, send an e-mail to all users
informing them of the migration. Outline the actions the user
needs to take before and after the migration.
Two weeks prior
Two weeks prior to migration, send an e-mail to managers
requesting approval to migrate mailboxes for users reporting
to the manager. Then notify users that their mailboxes will be
migrated at a specified date with instructions on what action
they need to do before, during, and after the migration.
One week prior
A week before migration, e-mail all users reminding them of the
migration date, their actions, and what happens if they don’t com-
plete the require actions by the due date. Then remind users of
the migration date and instruct them to continue using their mail-
boxes until they’re fully migrated.
One day prior
One day prior to migration, send an e-mail to everyone who
completed their actions and are ready for migration. Remind
users that their mailboxes will be migrated the next day.
After migration
After successful migration, send the welcome e-mail to the
users with their new login credentials.

Chapter 3: Migrating to Office 365 19
Migrating Content to
SharePoint Online

Migrating content to SharePoint Online poses quite a few
challenges especially because no native Microsoft tools exist
to seamlessly do the migration. Although you can upload
multiple files into a SharePoint document library, no fool-
proof method can move large quantities of files in bulk. If you
drag and drop files from one SharePoint document library to
another in Windows Explorer, your files will lose metadata.
Moreover, native tools to transition users, redirect URLs, and
retain site permissions are lacking. These challenges could
make or break a successful SharePoint Online migration if not
addressed appropriately.
Manually moving
content and files
Critical to a successful SharePoint Online content migration
is deciding first what content to migrate and knowing the
SharePoint Online storage and file size limits.

SharePoint Online provides a base pooled storage of 10 giga-
bytes (GB) per customer. In addition to the base storage, each
user in both the P plan and E plan gets 500 megabytes (MB) of
storage. The P plan has a limit of 50 users and a total storage
limit of 35 GB per customer or tenant. The E plan has a limit of
20,000 users and a maximum of 5 terabytes (TB) of storage. In
both plans, the file upload limit is 250 MB per file.
To guide you through the process of manually moving legacy
content and files from file shares and servers to SharePoint
Online, follow these steps:
1. After the content is identified, determine how you
want the content organized for easy discovery.
2. Based on your file structure, create document librar-
ies with or without folders and subfolders to orga-
nize the files.

3. Upload single or multiples files (noting the 250
GB limit per file) to the new location by using the
Upload Document command from the Ribbon or the
Add Document link on the document library.
Manually migrating Exchange
Public Folder contents
With the arrival of Exchange Online, Microsoft is steering cus-
tomers from using public folders to taking advantage of the
rich functionality SharePoint Online has to offer in managing
events, tasks, and contacts.

If your company uses Exchange Public Folders for team col-
laboration, or if you personally use public folders to store
files “just in case,” be prepared to jump through some hoops
because Office 365 doesn’t support public folders.

You can, however, migrate your non-document (calendar,
tasks, contacts) public folder contents to SharePoint Online
and then connect the SharePoint Online lists to Outlook for
bidirectional synchronization. Here’s how to do it:
1. Create a custom list in SharePoint Online of the
same type as the content you want to migrate.
For example, if you’re migrating a calendar item,
create a new list based on the Calendar template.
2. Go to the newly created list and select Connect to
Outlook from the Ribbon.
3. Click Allow from the window that pops up.
4. Click Yes on the next window that pops up.
Your list will be listed under SharePoint lists in
Outlook.
5. Drag and drop files from your Exchange Public
Folder into the SharePoint list also in Outlook.
6. Re-create the permissions for the list as appropriate
in SharePoint Online.

You can now start using SharePoint Online instead of
Exchange Public Folders with the added advantage of having
more ways to manipulate the ability to aggregate data from
multiple lists for reporting. Users can also subscribe to alerts
and feeds so they get notified via e-mail of changes to the list.
For document-type contents, manually transfer files from a
public folder to SharePoint Online following these steps:
1. Copy the files from a public folder into a local folder.
2. Create a document library in SharePoint Online.
3. Open the SharePoint document library in Windows
Explorer.
4. Drag and drop files from Step 1 into the document
library.
In SharePoint Online, documents moved from public folders
are indexed along with all other documents in the site collec-
tion. Similar with SharePoint lists, users can set up notifica-
tion alerts when updates are made to the document library.
Using 3rd-party applications
to migrate content
Migrating content to SharePoint isn’t an easy process and
could be challenging especially for the less-than-technically-
savvy individual. Fortunately, third-party tools exist that
reduce transfer time and ensure that metadata is retained.

Especially for network file share contents, third-party tools
are needed to be able to use the drag and drop feature for
moving and copying files.
Microsoft’s certified partners can help with migration solu-
tions. Quest Software offers two suggestions:
✓ Quest Migration Suite for SharePoint, which provides
an easy, powerful tool for migrating content, lists, librar-
ies, sites, and site collections. SharePoint data is moved
using the drag-and-drop method while preserving meta-
data values of the content.

✓ Notes Migrator for SharePoint provides a “point and
click” migration of Lotus Notes, Lotus QuickPlace/Quickr,
or Lotus Domino.Doc documents to SharePoint lists,
libraries, InfoPath forms, and more.
More information on Quest Software solutions is available at
www.quest.com/office365.
Migrating to Exchange Online
A great option for migrating to Exchange Online is using a
third-party tool from Quest Software. Quest Software’s migra-
tion solutions and services can also help you simplify migra-
tion from Exchange and non-Exchange mail systems to Office
365. These tools include the following:
✓ Migration Manager for Exchange: Migrate from
Exchange to Office 365 or a hybrid environment
✓ Notes Migrator for Exchange: Migrate from Notes to
Office 365
✓ GroupWise Migrator for Exchange: Migrate from
Groupwise to Office 365
✓ OnDemand Migration for E-mail: Migrate Exchange
and non-Exchange mail to Office 365, without installing
migration software
For more information about this solution, visit www.quest.
com/office365.
Migrating non-Exchange mail
system with IMAP migration
To migrate existing users from either a non-Exchange mail
system or from older versions of Exchange (5.5 or 2000), use
the Internet Message Access Protocol (IMAP), e-mail migra-
tion process from the E-mail Migration command in Exchange
Online Control Panel. You can navigate to this command from
the Admin Overview page in Office 365 by clicking Manage
under Exchange Online.

When you’re ready, run an IMAP migration as follows:
1. From the Exchange Online Control Panel, click the
E-mail Migration action icon.
2. Click New under E-mail Migration.
The E-mail Migration Pane pops up.
3. Select IMAP then click Next.
4. Enter the required information in each of the four
steps for running a migration batch.
• Configure your server settings for e-mail migra-
tions (have your IMAP server information
handy).
• Exclude specific folders from e-mail migration
(you may not want to include the Deleted Items
or Junk Mail folders).
• Upload a batch of mailboxes to migrate (have
a CSV file of the mailboxes you want to migrate
handy).
• Start the migration (click Run to start the migra-
tion batch or click Start Over to cancel the pro-
cess and go back to Step 1).
5. After the batch migration is done, complete the
IMAP migration with these two steps:
• Configure your MX record to point to your cloud-
based mailboxes. Changing the MX record is
part of changing the DNS records, a key admin
migration activity. Instructions for changing the
DNS records is provided when you add a domain
to your Office 365 account by clicking Domains
under the Management group in the Admin
Overview page.
• Click Complete Migration in the E-mail Migration
pane.
On-premises Exchange migration
You can use the E-mail Migration wizard from the Exchange
Online Control Panel to start the batch migration:

1. From the Exchange Online Control Panel, click the
E-mail Migration action icon.
2. Click New under E-mail Migration and the E-mail
Migration Pane pops up.
3. Select one of the following migration types then
click Next.
• Exchange 2007 and later versions: Automatically
detect connection settings with Autodiscover. If
you want to automatically connect to your on-
premises Exchange server, choose this option.
• Exchange 2003 and later versions - Manually
specify connection settings: If you’re running
Exchange 2003 or later but want to manually pro-
vide the connection settings to your on-premises
mail server, choose this option.
4. Supply the required information and follow the
prompts to configure the connection settings then
click Next.
5. Run the migration batch.
Click Run to start the migration batch or click Start
Over to cancel the process and start over.
6. After the batch migration is done, complete the
migration with these two steps.
• Configure your MX record to point to your cloud-
based mailboxes. Changing the MX record is
part of changing the DNS records. Instructions
for changing the DNS records is provided when
clicking Domains under the Management group
in the Admin Overview page.
• Click Complete Migration in the E-mail Migration
pane.
7. Implement a single sign-on solution if needed.
If you use a cloud-only mailbox solution, remove your
on-premises Exchange environment.
Activating synced users
If you want to synchronize users from your on-premises
Active Directory service with Office 365, those users need to

be activated first before they can start using the service. If
you aren’t using Active Directory, then there’s no need to
activate the users.
To activate one or more users, follow these steps:
1. From the Admin Overview page in the Office 365
portal, click Users under Management.
2. On the Users page, select the user you want to acti-
vate by clicking the box next to the name.
3. Select the user’s work location under Set user loca-
tion and click Next.
4. Under Assign licenses, select the license you want to
assign to the user and click Next.
5. On the Send Results in E-mail page, select Send
E-mail to send a username and temporary password
for the activated user or yourself by e-mail.
You can enter up to five e-mail addresses separated by
semicolons.
6. Click Activate.
7. On the Results page, the new user and a temporary
password are displayed.
Click Finish, and you’re all set.
Assigning licenses to users
Admins can create user accounts directly within the Office
365 environment one at a time or in bulk by creating a comma-
separated value (CSV) file with user account information. To
use the wizard for creating new user accounts, do this first:
1. Go to the Admin Overview page and click Manage
under Exchange Online.
2. Click New under Mailboxes, enter the required infor-
mation, and click Save.
After you’ve created the new mailbox, you will assign a license
for the user at the Admin Overview page at the Office 365
portal. If a license isn’t assigned, the mailbox is disabled when
the 30-day grace period ends.

Assigning a license to a mailbox is done by following these steps:
1. At the Admin Overview page in the Office 365
portal, click Users under Management.
2. Select New View in the View pull-down menu.
3. In the New View page, enter a descriptive name for
the new view.
4. Under Select an Account Status to Further Restrict
the View, select Users with Mailboxes and No
Licenses, and click Save.
5. Select the New View you just created in the View
pull-down menu.
6. Select the users that you want to assign a license by
selecting the checkbox to the left and then click Edit.
7. Under Assign Licenses, select the checkbox for the
licenses that you want to assign to the selected users,
and click Save.
8. On the Settings page, select the user location from
the drop-down list.
On the Settings page, you can also assign a Microsoft
Office 365 administrator role and set the sign-in status
for the selected users.
9. Click Save and you’re done.
Testing Office 365 Functionality
after a Deployment
After you’ve deployed Office 365, check that the services are
operating as they’re supposed to. This phase is the last step
in migration — done after mailbox migration is complete and
all the users have been provisioned. For a comprehensive test
plan to verify the functionality of the Office 365 offerings, go
to http://community.office365.com/modg/default.
aspx. Click on Appendix H and test, test, test!

Chapter 4
ExistingorCoexistingin
theNewEnvironment
In This Chapter
▶ Discovering coexistence between on-premises platforms and Office 365
▶ Increasing efficiency and productivity in your new environment
▶ Understanding SharePoint customizations
▶ Getting to know Office Web Apps, Office Professional Plus, and Lync
Microsoft Office 365 combines the familiar and trusted
communication (Exchange Online) and collaboration
(SharePoint Online and Lync Online) software into the cloud.
In addition, the same Microsoft Outlook and Office applica-
tions you already know now work seamlessly with this cloud
service.
Microsoft’s three-screen strategy (covered in more detail
in Chapter 2) extends the cloud to the PC, browser, and the
phone. This means that the software, devices, phones, and
browsers already in your arsenal all work in harmony to
give your users access to information anytime, anywhere.
Businesses like yours that make an investment in the cloud
can now be more productive and efficient as the cloud
becomes a part of your daily life.
If you’re an admin, use this chapter to get familiar with func-
tionalities in your new environment. Then pay it forward and
share what you know with end-users in your organization that
may come to you with questions after the deployment.

Coexistence between
On-Premises Platforms
and Office 365
Not all Office 365 deployments are created equal. For some
organizations, a complete, cloud-only deployment works well
while others may not have a choice but to coexist with legacy
platforms.
Coexisting in a hybrid SharePoint
deployment
Hybrid SharePoint environments affords organizations the
flexibility and data governance of an on-premises environ-
ment while at the same time allowing organizations to benefit
from a cloud computing model. Coexistence between the two
environments does have impact to the six primary areas of
SharePoint capabilities as follows:
1. Sites: Provide a single infrastructure for internal websites
typically used for collaboration and communication. In
a hybrid scenario, content will be located in both envi-
ronments so a sensible information architecture with
common navigation and site template is required to
make the user experience seamless.
2. Communities: Deliver a collaboration platform for users
to share ideas and work together the way they want. A
user’s My Site and My Profile need to exist in one envi-
ronment only to ensure a “single source of truth.” In this
scenario, there are limitations as to how Tags and Notes
operate across the environments.
3. Composites: Allow organization to build no-code solu-
tions to quickly respond to business needs using tools
and components. Solutions and services available in
Office 365, however, can’t connect directly to data in the
on-premises environment.
4. Insights: Provide access to information and business intel-
ligence in databases, reports, and business applications.

Chapter 4: Existing or Coexisting in the New Environment 29
In Office 365, only Excel Services and Visio Services are
available. PerformancePoint Services and Dashboards will
need to run in the on-premises environment.
5. Content: Using the familiar Microsoft Office interface,
content management is made easy with features like
document types, retention policies, and automatic con-
tent sorting. In-place records management is available
in Office 365 but the Records Center site template isn’t
available.
6. Search: Allows users to find the information and contacts
they need using a unique combination of relevant, refine-
ment, and social cues. Site search and people search are
available in SharePoint Online but advanced features like
custom ranking, line of business data searches aren’t
available.
Coexisting with non-Microsoft
platforms
Inevitably, some organizations will have to coexist with exist-
ing platforms like Lotus Notes or GroupWise either during
a migration or in a required sustained coexistence during a
merger or acquisition, for example.
To provide continuity, the platforms need to interoperate
and allow users to seamlessly collaborate and communicate
between the legacy platform and Office 365. For this reason,
a coexistence strategy is necessary for businesses to under-
stand how e-mail features, applications, documents, links and
other features behave on the source platform and how they
should operate in the target environment.
Achieving this goal isn’t without challenges especially
because there are no native tools for a seamless integration
between Office 365 and non-Microsoft technologies.
Fortunately, third-party tools such as Coexistence Manager
for GroupWise and Coexistence Manager for Notes are avail-
able from Quest Software to ease the burden of multi-platform
coexistence. Visit http://quest.com/office365 for more infor-
mation about these solutions.

Increasing Productivity in
Your New Environment
You can increase productivity and efficiency in your new envi-
ronment in many ways. This section covers those ways.

Quest’s MessageStats helps you centrally manage your
entire environment to provide complete visibility into your
on-premise environment with reporting and auditing.
Saving time
Admins can view the service status of their organizations’
subscriptions and find out when system maintenance is
scheduled by leveraging the Service Health Dashboard. This
feature displays the last seven days’ performance indicated
by icons to denote
✓ Normal service availability
✓ Service degradation
✓ Service interruption
✓ Normal service restored
✓ Any additional information
Knowing what services are up or down may save you a phone
call if you know that someone else has already made the call
and the Office 365 support folks are working to resolve it.
Protect confidential data
Users can synchronize Office 365 with their smartphones, but
what happens if they lose or misplace their phones. Thanks
to your new environment, you can easily wipe data from your
wireless device and even delete the device from your accounts
to prevent a security and/or privacy breach. To ensure a safe
erasure process, check with your IT guy for help.

Sharing the workload
With admin privileges, you can distribute typical IT tasks,
such as allowing external access to SharePoint Online, to
members of your organization. To share this responsibility,
do the following:
1. Log on to the Office 365 portal at http://portal.
microsoftonline.com.
2. Under the Admin tab, follow the Manage link under
SharePoint Online to take you to the administration
center.
3. Click the Manage Site Collections link.
4. On the right pane, select the site collection you want
to make available to an external user.
5. From the radio buttons that pop up, click Allow and
then click the Save button.
At this point, team site owners can configure their own team
sites to invite external users by going to Site Actions, Share
Site, and entering the e-mail addresses in the Share your
SharePoint Site dialog box.
Publishing your calendar
One cool feature of the Outlook Web App is that the calendar
is just as robust as the desktop application. You can apply
colors to your appointments for an at-a-glance review of your
day, week, or month, send a meeting request, set up alerts
and notifications, and even share your calendar. You have a
host of options to choose from when sharing your calendar,
so choose them wisely, knowing that whether you choose
Restricted (won’t appear in searches) or Public (can be
searched) under Access level, your calendar is now shared on
the Internet.

Working with content in
the Backstage view
The Backstage view in Office Professional Plus is your effi-
ciency one-stop-shop. You can send your file as an e-mail
attachment, save it to the Web through the Windows Live
SkyDrive, save it to a SharePoint site (your most recent loca-
tions are automatically listed), send via Instant Message in
Lync, share your desktop window with colleagues using Lync,
and even publish your Word document as a blog.
Customizing SharePoint Online
At its core, SharePoint is designed to provide developers,
designers, and information workers of all skill levels with set
or rich features for quickly building solutions to meet busi-
ness needs. SharePoint Online uses many of the same tools
and techniques but instead of running them on an on-premises
environment, they’re run in the cloud.
Browser-based customization

One of the many cool features SharePoint Online offers is the
ability for users to share and collaborate on files uploaded to
a document library. What most new SharePoint users don’t
know is that you can actually upload a link to a document
from another document library to eliminate duplicate docu-
ments that could become a nightmare to sync. Uploading a
link instead of a file is made possible by SharePoint content
and content types features. An end-user with no program-
ming skills can perform this simple customization through a
browser.
Below is a step-by-step, browser-based customization you can
apply to a document library to allow link uploads:
1. In the document library where you want to add the
link, click the Library tab from the Library Tools
menu in the Ribbon.
2. Click Library Settings from the Ribbon.
3. Under General Settings, click Advanced Settings.

4. Under Allow Manage of content types, select Yes.
Scroll down and click OK. Under Content Types you
will see that Document is already listed as the default
content type.
5. Click the Add from Existing Site Content Types link
below the Document content type.
6. From the Add Content Types page, select Link to
a Document under the Available Site Content
Types box.
7. Click the Add button in the middle pane to add the
selected content type into the Content Types to Add
box on the right pane.
8. Click OK.
You’re taken back to the Document Library Settings
page.
Now that you’ve added Links as a content type, go see it in
action. Exit out of the library settings view and go back to
your document library, and then follow these steps:
1. Click the Document tab from the Library Tools menu
on the Ribbon.
2. Click the Document icon to display the available
content types and then select Link to a Document.
3. From the New Link to a Document window that pops
up, enter the document name and the URL.
4. Click OK and you’re taken back to your document
library.
Viola! Now you can see the link listed as if it were a
real document in the library. When you update the
original file, the link always opens the latest version of
the file it’s linked to.
Customizing with SharePoint
Designer
For the advanced user, SharePoint Designer 2010 makes it
easy to modify the theme and branding of SharePoint Online
sites. Customizations with SharePoint Designer 2010 include

data-rich web pages, powerful no-code workflow-enabled solu-
tions, and custom cascading style sheets (CSS).
Site collection administrators in SharePoint Online have the
ability to enable or disable SharePoint Designer features by
going to Site Actions, Site Settings, and clicking the SharePoint
Designer Settings under the Site Collection Administration
group.

SharePoint Designer provides an intuitive interface that allows
advanced users to create solutions to meet business require-
ments. When you perform a task in SharePoint Designer, the
task is a customization, not development.
Getting to Know the Rest
of the Office365 Cast
Office 365 isn’t just all about Exchange Online and SharePoint
Online. Three other cloud productivity services include
✓ Office Web Apps: Office Web Apps is the cloud version
of Microsoft Word, Excel, PowerPoint, and OneNote.
The apps allow users to create high-quality documents,
simultaneously make changes to the documents with
coauthors, and share these documents from a browser
without the need for the desktop application.
✓ Office Professional Plus: Office Professional Plus is a
flexible, pay-as-you-go, per-user licensing version of the
Microsoft Office suite. If you purchase the E3 and E4
plans under the midsize businesses and enterprises plan,
Office Professional Plus is included in the subscription.
✓ Lync Online: Lync Online is a next-generation communi-
cation service hosted in the cloud designed to connect
people through IM/presence, Audio/video conferencing,
and Enterprise voice.

Chapter 5
ManagingOffice365
MadeEasy
In This Chapter
▶ Understanding what to expect from Microsoft Online Portal
▶ Managing your organization beyond e-mail
▶ Knowing where to go for help
In this chapter, you walk through the purpose and function
of the navigations in the Microsoft Online Portal (MOP).
Explore the links in the navigation and discover how to manage
your organization through an intuitive, web-based dashboard.
Demystifying the MOP
When you sign up for Office 365, an administrator account is
automatically created for the purpose of managing the Office
365 environment through the MOP. Log in to the portal at
http://portal.microsoftonline.com. After logging in,
navigate to the Admin Overview page by clicking the Admin
link in the header. You’ll see the set of management tools to
administer the various Office 365 components.
Left-hand navigation groups
The links on the left-hand navigation pane is where all the
main administrative tasks are performed. Table 5-1 gives you
a glimpse of what you can expect from each of the links.

Table 5-1 Links to Administrative Tasks
Group Link Description
Setup Overview An at-a-glance setup
overview of Office 365
Setup Custom Plan Initiates the wizard to
create a custom deploy-
ment or pilot plan
Management Users Allows you to create,
edit, and delete Office 365
users
Management Security Groups Creates security groups
used to set permissions to
lists and libraries
Management Domains Allows domain additions
to the Microsoft Online
Services
Subscriptions Manage Handles billing and sub-
scription management
Subscriptions Licenses Displays the number of
valid licenses and their
properties
Subscriptions Purchase Purchases additional
Office 365 plans and
licensing
Support Overview Gives admins a quick
summary of service
requests, access to the
diagnostic tool, and
managing delegated
administrators
Support Service Requests Submits new service
requests; closes or
reopens requests
Support Service Health Displays the service
health current status
Support Planned
Maintenance
Displays scheduled main-
tenance and history

Chapter 5: Managing Office 365 Made Easy 37
Understanding the Tasks
in the Middle Pane
Tasks in the middle pane are organized a little differently
between the professionals and small businesses plan (P Plan)
and the midsize businesses and enterprises plan (E Plan).
E Plan middle pane navigation
The Admin shortcuts group in the middle pane in the Admin
Overview page links to pages where you can reset user pass-
words, add new users, assign user licenses, and create service
requests. In the Microsoft Office 365 group, you can manage
four of the Office 365 services: Exchange Online, Lync Online,
SharePoint Online, and Microsoft Office Desktop Apps (Office
Professional Plus).
P Plan middle pane navigation
Several main groups in the middle pane in a P plan subscrip-
tion help you manage admin shortcuts, Outlook, distribution,
Lync, team sites and documents, and the website.
Managing Your Organization
Dashboard
Office 365 provides admins with a dashboard to manage
Exchange Online beyond just setting up mailboxes. You can
access this interface by clicking Manage under Exchange
Online in the Admin Overview page. This section gives you a
quick description of each group on the left navigation of the
Manage My Organization dashboard.

Users & Groups
The Users & Groups section provides configuration options
for managing users and groups. Switch among managing user
mailboxes, e-mail distribution groups, contacts that are exter-
nal to your organization, and the migration of e-mail into the
Exchange Online environment.
Roles & Auditing
Roles & Auditing enables admins to manage user roles and
administrative roles. Also, access a number of reports, such
as a non-owner mailbox access report, litigation hold report,
administrator role group report, mailbox audit logs, and
administrator audit log.
Mail Control
The Mail Control page provides the ability to create rules,
configures domains, enable journaling, and report e-mail
delivery. Rules allow you to control the flow of e-mail within
your organization. For example, if an e-mail is sent to a mail-
box such as info@cloud.com, you can create a rule that for-
wards the e-mail to everyone within the support team.
Phone & Voice
The Phone & Voice page allows you to configure unified mes-
saging that connects your organization’s voice capabilities
with the rest of the Office 365 services. By using the Phone &
Voice page, you can connect Exchange Online to your phone
system, which includes mobile phones and office phones.
After configuring, your voice and telephone systems become
an integrated extension of the Office 365 product.

Chapter 5: Managing Office 365 Made Easy 39
Seeking Out Help and Support
The Microsoft Customer Service and Support team’s goal
is to help organizations resolve technical and nontechnical
problems rapidly and efficiently. If service is interrupted,
Microsoft’s support team helps restore normal operations as
quickly as possible and attempts to minimize adverse effects
on business operations. You can get support in many ways.
Phone support
You can contact Microsoft Customer Service and Support via
its automated phone process. You select the type of issue,
and the system ensures that you’re quickly routed to the
appropriate support engineer, who confirms whether you’re
authorized to receive support. The support engineer on the
Managing your new environment
with Quest
In addition to the MOP, consider
exploring third-party management
solutionstohelpyoumaintainyournew
environment — especially helpful with
hybridenvironmentsonbothOffice365
and on-premises Exchange. Quest can
help you centrally manage your new
environment with solutions to provide
completevisibilityintoyouron-premise
environment in the following areas:
✓ Performance and availability:
Ensure the continuous availability
of your new environment, main-
tain SLAs, report on capacity and
throughput, resolve performance
issues before they impact end-
users, and improve service
✓ Compliance, audits, and secu-
rity: Protect your organization’s
security policies and ensure
you’re meeting applicable com-
pliance regulations
✓ Recovery and e-mail discovery:
Search quickly through volumes
of historical messaging to sup-
port legal/compliance initiatives
and provide better service to all
end-users by recovering e-mail
from backups faster
✓ Administration and automa-
tion: Spend less time worrying
about managing your messaging
server platforms and more time
contributing to more strategic
projects by automate reporting
to facilitate decision-making and
planning

call then determines the issue, validates the severity, and
either transfers or escalates it if further assistance is required.

When contacting Microsoft about an active service request,
remember to provide the service request tracking number.
Online/Web support
Authorized administrators can submit a technical service
request by going to the lower left navigation bar on the Admin
Overview page in the Microsoft Office 365 Portal. To submit a
ticket, click Service Requests, select New Request, and enter
the required information. You can also close a request or
reopen a request from this page.
Community and self-help
Microsoft encourages customers, Microsoft Partners, and
Microsoft Most Valuable Professionals (MVPs) to engage with
the community and contribute to the ongoing discussions
through the Microsoft Office 365 Community located at
http://community.office365.com.

You must register and sign in with a Microsoft Office 365 ID or
with a Windows Live ID (Hotmail, MSN, and Windows Live) to
actively post and reply to discussions.
Third-party support
Microsoft understands that partners play a critical role in
deploying customers on Microsoft Office 365 in all industries. A
certified and qualified Microsoft partner can help organizations
quickly realize the return on their Office 365 investments.

When choosing a Microsoft partner, choose a reputable firm
that offers end-to-end support services from the prepare and
planning stage to the actual migration to the coexistence phase
and all the way to the management period during stabiliza-
tion. Quest Software, a Microsoft Partner of the Year Awardee,
is one such partner. Quest also supports Active Directory
and Microsoft SharePoint migrations, providing organizations
and systems integrators with one source for their migration
requirements. For more information about Quest Software’s
Office 365 offerings, visit www.quest.com/office365.

Chapter 6
TenMust-Dosfor
SuccessfulMigration
In This Chapter
▶ Understanding key technology-related planning activities for migration
▶ Accounting for non-technology planning activities to increase adoption
In keeping with For Dummies series tradition, this section
is intended to give you a list of ten must-do activities to
ensure Office 365 migration success.
Understand and Be Ready
for the Cloud
Cloud readiness means taking into consideration what your
business requirements are from technical, security, regula-
tory, connectivity, and organizational points of view. Despite
all the allure and hype about the cloud, you as a decision
maker for your business need to ask these questions: Is this
model going to work for me right now? Is reliance on an inter-
net connection a gamble for my business? What about secu-
rity? Can I really trust my business data on the cloud?
Although resources and consultants can help outline your
cloud roadmap, ultimately, you — the decision maker — are
entrusted with the responsibility of answering the question:
Are you ready for the cloud?

Set Up a Process for Tracking
Risks and Issues
Set up a process for tracking project risks and issues by using
a spreadsheet or a SharePoint list so you can update and
share them with the project team. Evaluate possible threats
to your deployment and develop risk mitigation strategies,
which then serve as your action plan to proactively manage
the risks. As much as possible, you’ll want key stakeholders
to have visibility to your risks and issues list.
Nail Your Migration Strategy
Determine what the best approach is for migration. Should
you use a cutover approach, a staged approach, or a hybrid
approach (see Chapter 2)? Is IMAP e-mail migration the right
solution for your company (see Chapter 3)? Consider whether
you should do the migration in-house or with the help of an
expert outside of your organization.

Quest has successfully migrated over 30 million mailboxes
and is the market leader in multi-platform migration. Find out
more about them at www.quest.com.
Know Your Own Expertise
Thoroughly evaluate the skill sets you have in-house and
don’t be afraid to bring expertise from outside to fill the
gaps. Migrating to the cloud is a turning point for your
organization — don’t skimp on the knowledge and experience
required to do this undertaking the right way.
Identify Mailbox Size
and Item Counts
Audit and analyze the size of mailboxes and number of items
in mailboxes to be migrated to Office 365. You need that
information plus bandwidth to the Internet to get a sense of

Chapter 6: Ten Must-Dos for Successful Migration 43
the migration velocity. This information should feed into your
migration strategy.
Strategize Your E-mail
Coexistence
Even if your company has already determined coexistence
as the way to go for moving mailboxes to Office 365, you still
need to develop your e-mail coexistence strategy knowing
that simple coexistence has its limitations. In simple coexis-
tence, users need to be in the same environment (Exchange
Online or on-premises) to be able to assign mailbox manage-
ment permissions to each other and be able to see free/busy
information. If you have users who rely on this Outlook func-
tionality for meetings and scheduling, you may want to have
their mailboxes in a rich coexistence environment.
Test Your Bandwidth and
Plan Accordingly
Microsoft provides a speed test URL at http://speedtest.
microsoftonline.com that checks connectivity between
your environment and Microsoft’s data centers and helps
you determine whether you need additional bandwidth when
moving to the cloud.
Develop a Training Plan
There’s nothing worse than having a smooth and pain-free
technical deployment only to be followed by chaos and confu-
sion because the end-users don’t know what to do with their
bright and shiny new toy.

One way to help end-users is to put together and share a FAQs
list. How well you plan the training contributes to how much
post-deployment support work you need to put in.

Establish a Post-Deployment
Support Plan
To increase adoption and avoid frustration, set expectations
as to where, when, and how users can access post-deploy-
ment support. Microsoft Customer Service and Support team
is only available to Office 365 administrators as an escalation
point. End-users need to contact the organization’s Office 365
administrator/s regarding any issues and questions about the
new environment.
Evaluate How You’ll Manage
Your New Environment
A successful migration to Office 365 isn’t the end of your
organization’s cloud story. Your next challenge is staying in
control of your messaging and collaboration environment,
especially when hybrid implementations of Office 365 and on-
premises technologies were deployed.
Simplify audits and better understand your messaging envi-
ronment by reporting on your Office 365 users, their activated
services and password expiration dates, tracking of all con-
sumed licenses and discovering inactive user accounts that
can be removed.
Automate and control the deployment of changes between
your SharePoint Online environment to ensure reliability and
reduce IT burden. You can manually manage your new envi-
ronment, which requires time and expertise from in-house
resources, and you can also use third-party tools that free up
capacity for your organization and increase morale.

Office 365 Migration for Dummies

Office 365 Migration for Dummies

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