Posts Tagged ‘Migration’

Migrating from Google Apps to Office 365 in 6 steps

August 14, 2011 3 comments

Hi everybody!

I would like to start off with saying that I will keep this as straightforward as I can, I do not want to get into all the details of pro’s and con’s of Google Apps or Office 365, there are many other sites that can help you out with this.

These are my 6 steps for migrating from Google Apps to Office 365:
Step 1 – Sign up for the trial
Step 2 – Add a domain
Step 3 – Add users
Step 4 – Email Migration
Step 5 – User setup
Step 6 – Finalizing the migration process

There will be a followup on how transfer your Google Docs to SharePoint Online in the near future as well.

Migrating from Google Apps to Office 365 – Step 6

August 14, 2011 2 comments

INDEX / Step 6 – Finalizing the migration process

We’re almost done! The last few things that you have to do is remove all reference to Google Mail in your DNS Manager.
Items that need to be removed are:
MX Record
TXT Verification Record
And all other reference to you may find to Google Mail.


Please do the following step after 72 hours of removing all reference to Google Mail.


Now log back in to the Portal and clik on Manage under Exchange Online.






Select E-Mail Migration and click on Complete migration.


Click Finish to complete the process.


This concludes my migration from Google Apps to Office 365, I must say typing this manual took WAY longer than the actual migration, just to show how fast it can go!
I hope all this information was useful to you, if you have any questions please drop a comment in the main thread and I will answer.

Everyone goodluck with your migration!



P.S. Don’t forget to cancel your subscription with Google Mail πŸ˜‰  







Migrating from Google Apps to Office 365 – Step 5

August 14, 2011 2 comments

INDEX / Step 5 – User Setup

Exporting Items from Google Mail


Great all the back-end details are done! Time for the front-end

First things first, assuming the users want their contacts and calendar items (and they usually do πŸ™‚ they have to do the following:
Let the user login to their Google Mail account and click on Contacts and select Export.
Let the user choose between “My Contacts” or “All Contacts” then select Outlook CSV format for Export.


Save the file on the users desktop.




Here you can see I populated the calendar with some items so that we may later verify them in Outlook.


Then let the user type in this url: so that you may download their calendar in an ICAL format
Save the file to the desktop and extract it.


Now let the user login to the Office 365 Portalwith their temporary password.


The user will be prompted to change their password immediately. It must at least be 8-characters, have a capital and/or a number/special character.


Once the password is changed the user most login with the newly created password.


Once logged in the user will arrive on the Portal Home page where they can start Outlook Web, share files via the Team Site (SharePoint Online) and Download software.
Let us start with Outlook Web by either clicking on Outlook at the top of the page or on Inboxunder Outlook.


When Outlook Web is started for the first time the user must choose the Display Language and the Time Zone click OK to continue.






















For comparison I made a screenshot of my Google mail and my Outlook Web Mail side by side; they look identical to me so that means the migration went well (of course if it didn’t you would have seen that already)



































Click on Contacts and then select Import.


Select the Contacts.CSV file you saved earlier on the users desktop. And click Next to continue


Select Finish to close the import screen.


Installing Office Professional Plus


Exit Outlook Web by clicking back on Home. On the right hand side of the screen you will see Downloads under Resources, click on it.







Select the apropriate Language and Bit Version for your user and click install.


If you are a System Administrator overseeing this migration then Save the file to a USB disk so that you don’t have to download the software over again and congest the network.
If your company has System Center Configuration Manager you can also deploy this as a package
Do keep in mind that this software cannot be installed on a Terminal Server since it is user bound.
Once downloaded execute the program


Select Yes to allow this installation to continue.












Accept the agreement and Continue.


Click customize.


Select Run All from My Computer and click User Information.


Fill in the user details and click Install Now.


The installation is now in process, click closeonce finished.


Click Cancel on this screen to stop this installation.
(you will restart it after you have installed Lync)


Confirm by clicking Yes.










Now go back to the Download screen under Resources and scroll down to Lync.
Select the apropriate Language and Bit Version for your user and click install.


If you are a System Administrator overseeing this migration then Save the file to a USB disk so that you don’t have to download the software over again and congest the network.
Once downloaded execute the program


Select Yes to allow this installation to continue.












Click Install to continue.
















AllowMicrosoft updates for this program.

















Untick the checkmark to start Lync and click Close.
If Lync starts up then close it by rightclicking the icon in the taskbar and select Exit.
















Once again go back to the Download screen under Resources and scroll down to Set up and configure your Office desktop apps.
Click on Set Upto continue


Select Runto install the program.


Let the user sign into start the configuration process.






















Click continue to Configure desktop applications and install updatesselect yes when prompted by User Account Control.


Accept the agreement.


Click Finish to start configuring Outlook to connect to Office 365.


Office Professional Plus has been installed; select Microsoft Outlook to continue.

















Click Next.


Select Yes and click Next.


Type in the users first and last name followed by the email address and password and click Next.


Since we created a CNAME record for autodiscover, outlook is now able to resolve where your mailbox is. Click Finishto open Outlook.


Select Use Recommended Settings and click OK, select Yeswhen the User Account Control screen comes up.


Select the Calendar.


Select File => Open => Import.





Select Import an iCalendar (.ics) and click Next.














Click on Import.






The calendar is now populated again with all the appointments as seen in the screen below.


Eventually the screen below will come after everything is set up, let the user Sign in to active their subscription. Once finished click Close.


Now would be a great time to start Lync. Let the user sign in with their e-mail address.


























They will be prompted to type in their user name again (which is their e-mail address) and password, click Sign Into continue


























Succes! If everything has been set up correctly you should be able to log in.


























If another user would logon on the same computer, they might get the following whilst trying to connect to Lync. Tick the checkbox and click Connect.













How to add a co-worker on Lync? Type their entire email address in the white field where it says Find a contact.


























So now that everything is installed it’s time to run Windows Update on the client computer, Install all updates.


Restart the computer.










Run Windows Update once more to install Service Pack 1 for Microsoft Office 2010.









Migrating from Google Apps to Office 365 – Step 4

August 14, 2011 3 comments

INDEX / Step 4 – Email Migration


On the Admin page in the Portal, click on Manage under Exchange Online to start configuring the migration process.





Select E-Mail Migration and click on New


Select IMAP and click on Next.


Now it’s time to fill in the required fields:
IMAP Server:
Authentication: Basic
Encryption: SSL
Port: 993
Number of mailboxes to migrate simultaneously: 10
(I would assume that Google has a good enough connection to handle 10 connections for migration)
Click Next to continue


Add the following folders into the exclusions:
All Mail
[Gmail]/All Mail
You may also add [Gmail]/Starred, [Gmail]/Important if you like.
This is all done to remove duplicate emails
Click OK to continue


OK so next up is importing all the Google mail accounts through a simple CSV file that should look like this:


Once again if editing through Excel make sure that they are komma seperated in stead of through tabs.









Select the CSV file and click Next.


Click on Run to start the process.


After Run is clicked you will be brought back to the E-Mail migration page to see the progress of the migration.


Once the migration is finished then will be a great time to change the MX records to point to Exchange servers online.
Go back to Domains under Management on the Admin page in the Portal, view the properties of your domains and select DNS Settings to see where your MX record should be pointing to.
Then go to your DNS Manager and add the MX record. Mine looked like the following:








Migrating from Google Apps to Office 365 – Step 3

August 14, 2011 2 comments

INDEX / Step 3 – Add Users


At the portal admin page click on Users under Management




Then click on New and select Bulk add users  










Now you get the option to add a CSV file to add all your users. Your best option is to click on Download a sample CSV file and save it on your desktop to edit.


In the screen below is a sample on how I made my CSV file
Do keep in mind when editing the file in Excel that once you save the file you need to check if everything is still seperated with a komma and not a tab.


Browse to the CSV file and click Next


The verification proces begins, once finished click Next


Set the sign-in status to allowed (standard) and set the apropriate user location and click Next


Select the services that you want available for your users and click Next.


You can send all the temporary passwords to yourself or someone else by clicking on Create or untick the Send email to see them only in the next screen.
Continue to see the results


Here are the results for the users that you created; if you left the Send email tick on you will also receive this per email.
Click close to go back to the Users screen


Here you can see that the users you had in the CSV file are now populated in the portal.


If you click on a newly created user and see what kind of Properties are set, then you can see that everything that you typed in the CSV file is filled in.


By clicking on Settings you can assign select users different kind of roles within the Portal; the different kind of roles are: Billing Administrator, Global Administrator, Password Administrator, Service Administrator and User Management Administrator.
Now I can image that you are thinking what does these all mean?! Well it’s all explained over here on this web page.
You can also change the sign-in status and user location.


By clicking on Licenses you can change the different types of services the user has access to.


If you click on More you will be able to set more options for the users Mailbox and Lync.


The following screen below is a representation of ALL of the options that can be set for the users mailbox.
Such as Company, Manager, Email Aliases, Ability to assign a different security role, Mailtips, Enable Archiving, Enable Litigation (Legal) Hold and last but not least Enable Unified Messaging


In the next image you will be able to see the settings that can be changed for Lync.







Making a distribution group would be a wise decision because you will be able to send e-mails to all your users at once.
On the Admin page of the Portal click on Manage under Exchange Online






After clicking on Distribution Groups select New to create a Distribution Group


Type All Users as the Display name, and allusers for the Alias, the E-mail address will be populated automatically.Don’t forget to select your domain in stead of the tenant domain.
If you want to add any other users as owners of this group you may do so by adding them by clicking on the geen + sign.
To add every user to the Distribution Group click on the green + sign and select the first user and scroll down to the last user, hold shift while selecting this user to select all. Then click Add. Select Owner Approval and tick Closed: Members can be removed only by the group owners. Click on Save to continue


And there you go, you have a Distribution Group. (Who can spot the mistake in this picture? πŸ™‚


If you double click on the Distribution Group or click on Details you will get to see more options that you can set.
Please do familiarize yourself with these options as they are very usefull (Mailtips, Message Approval etc…)













Migrating from Google Apps to Office 365 – Step 2

August 14, 2011 2 comments

INDEX / Step 2 – Add a domain

Once all the service have been populated, click on Domains under Management















Click on Add on a domain

Type in the domain name that you use for your company; as an example I have used QWISE11IGNITE365.NET. Click Check domain and verify the Domain information, if this is all correct go and click Next



Now you have to prove that the given domain is actually yours.

You will have to add a TXT or MX record (I chose TXT record for this example)

Since the wizard saw that my domain is hosted with Godaddy it gave me exact step by step instructions on how to add this TXT record.

It would be wise to copy the text value that needs to be added into your DNS so that it can be pasted later on.



Now go to the DNS Manager for your domain and add the TXT record

If you have Godaddy as well click on your domain and continue


select Launch to launch the DNS Manager







As instructed paste the TXT value in the TXT value box and set a β€œ@” for the host just like in the screen below


Click Save Zone File and OK, leave the DNS manager open as you will need to add more records later








Go Back to the Portal site and click Verify so that you may continue with the setup


The reason why SharePoint online is not selected in the screen below is because by default it restricts all other DNS records from working. Although there is a workaround for this.

Click next to continue.


Click Configure DNS records to show the list of DNS settings that need to be added



Since you should still be logged in to your DNS Manager you may click Next


Take note of the DNS settings that need to be added, copy and paste them into your DNS Manager as in the screens below: 


Once finished your DNS Manager should look something like this (you will probably have other records as well i.e. TXT and MX records for Google Apps



Once again save the zone file and click OK









Go back to the portal and click Finish

Depending on where your domain is hosted it may take up to 72 hours for the change to take effect world wide. (my experience is it usually does not take so long)



Ta-da! and your domain has been added to Office 365, congratulations!








If you click on your domain name you will be able to see it’s properties