INT-EXCH: Email Migration Process Overview

Migrating email services from an IMAP server to Hosted Exchange involves multiple steps to ensure minimal disruption and data integrity. 37SOLUTIONS follows a structured three-phase process to guide clients through a seamless transition.

Phase 1: Account Creation

1. Client Initiates Contact

• The client reaches out to 37SOLUTIONS to discuss migration requirements, account setup, and any special considerations.
• 37SOLUTIONS and the client agree on the terms and migration strategy.

2. Migration Planning & IMAP Server Details

• The client provides 37SOLUTIONS with the necessary IMAP server connection details and a list of mailboxes to be migrated.
• 37SOLUTIONS tests the IMAP connection to ensure it is accessible for data extraction.

3. Exchange Mailbox Creation & Data Validation

• 37SOLUTIONS creates new Hosted Exchange mailboxes based on the provided user list.
• The client verifies that the account objects (mailboxes, aliases, and distribution lists) have been set up correctly.

4. Cutover Date Selection

• The client selects a cutover date—the point at which end users will switch to the new Hosted Exchange accounts.
• This date is critical for planning to minimize downtime and disruption.

5. Configuration of Additional Services

• If required, the client enables optional add-ons such as ActiveSync (for mobile synchronization), email archiving, spam filtering, and advanced security in the control panel.

6. Mail Routing Setup

• 37SOLUTIONS configures Mail Filter Redirection on Hosted Exchange, ensuring that emails continue to be delivered to the IMAP server while the migration is in progress.

7. DNS Record Updates

• The client updates the MX records to point to the new Hosted Exchange account and creates an Autodiscover record for automatic client configuration.
• If the client is using a third-party email filtering service, they should NOT change MX records yet. Instead, the filtering service should be configured to forward mail to Hosted Exchange at the final cutover (Phase 3).

Phase 2: Data Migration

1. Initial Data Transfer from IMAP to Hosted Exchange

• 37SOLUTIONS exports email data from the existing IMAP server and imports it into the corresponding Hosted Exchange mailboxes.
• Depending on the volume of data and connection speed, different methods may be used, including direct IMAP migration or PST file imports.

2. Limitations of IMAP Migration

• IMAP migration only copies mail items (inbox, sent items, folders, etc.).
• Contacts, calendars, and any locally stored PST data will need to be migrated manually after the cutover.
• Clients should back up any locally stored email data before proceeding.

3. Client Verification of Data Accuracy

• The client should instruct users to log into Outlook Web Access (OWA) to confirm that all expected emails have been successfully migrated.
• Any missing data should be reported to 37SOLUTIONS before proceeding to the next phase.

4. Outlook Client Pre-Configuration

• The client should pre-configure Outlook profiles for all users to ensure a smooth transition at cutover.
• This includes setting up Hosted Exchange accounts and verifying connectivity before switching over completely.

Phase 3: Cutover & Finalization

1. DNS Propagation & MX Record Confirmation

• 37SOLUTIONS verifies that the MX record changes have propagated across the internet.
• The client must ensure that all users are prepared for the final transition.

2. Cutover to Hosted Exchange

• On the scheduled cutover date, all email services switch to the new Hosted Exchange environment.
• 37SOLUTIONS disables Mail Filter Redirection, so new emails are delivered directly to Hosted Exchange.
• If using a third-party filtering service, it must now be updated to forward mail to the new MX records.

3. SPF Record Update

• The client updates their Sender Policy Framework (SPF) record to include Hosted Exchange, ensuring proper email authentication and preventing deliverability issues.

4. Client Device & Email Client Configuration

• The client configures all user devices (desktops, laptops, mobile phones, and tablets) to connect to the new Hosted Exchange server.
• This includes updating Outlook settings, mobile configurations, and webmail access.

5. Final Differential Data Sync

• 37SOLUTIONS performs a final synchronization of mailbox data, capturing any new emails received since the initial migration.
• This ensures that no emails are lost during the transition.

6. Manual PST Import for Contacts & Calendars

• Users must manually export their contacts, calendars, and any locally stored PST data from their old Outlook profile and import them into the new Hosted Exchange account.
• The client should ensure all users complete this step if needed.

7. Final Verification & Migration Completion

• The client verifies that all mailbox data is intact and accessible.
• Once confirmed, 37SOLUTIONS and the client agree that the migration is 100% complete.

Post-Migration Support

37SOLUTIONS remains available for post-migration support, addressing any issues related to email access, client configuration, or missing data. Clients should monitor email performance, deliverability, and any user-reported issues in the days following the migration. By following these structured steps, 37SOLUTIONS ensures a smooth, efficient transition to Hosted Exchange with minimal disruption to business operations.