Best practices When Migrating to Office 365

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Information about Best practices When Migrating to Office 365

Published on February 27, 2014

Author: perficientinc



In 2012 and 2013, Gartner positioned Office 365 as a "leader" in numerous Magic Quadrant reports. Today, Office 365 is the recognized industry leader in business productivity, with one in four enterprise customers using the service.

Whether you are considering a migration to the cloud or already have your Office 365 environment up and running, join us as we explore best practices when moving to Office 365, including:

Available features and SKUs
Deployment overview
Native vs. third party tools

Office 365 Best Practices

About Perficient Perficient is a leading information technology consulting firm serving clients throughout North America. We help clients implement business-driven technology solutions that integrate business processes, improve worker productivity, increase customer loyalty and create a more agile enterprise to better respond to new business opportunities.

Perficient Profile • Founded in 1997 • Public, NASDAQ: PRFT • 2013 revenue ~$375 million • Major market locations throughout North America • Atlanta, Boston, Charlotte, Chicago, Cincinnati, Cleveland, Columbus, Dallas, Denver, Detroit, Fairfax, Houston, Indianapolis, Los Angeles, Minneapolis, New Orleans, New York City, Northern California, Philadelphia, Southern California, St. Louis, Toronto and Washington, D.C. • Global delivery centers in China, Europe and India • >2,100 colleagues • Dedicated solution practices • ~90% repeat business rate • Alliance partnerships with major technology vendors • Multiple vendor/industry technology and growth awards

Our Solutions Expertise BUSINESS SOLUTIONS TECHNOLOGY SOLUTIONS Business Intelligence Business Process Management Customer Experience and CRM Enterprise Performance Management Enterprise Resource Planning Experience Design (XD) Management Consulting Business Integration/SOA Cloud Services Commerce Content Management Custom Application Development Education Information Management Mobile Platforms Platform Integration Portal & Social

Our Microsoft Practice

Our Speaker Shalini Pasupneti Presenter Shalini Pasupneti is a Solution Architect in Perficient's Microsoft infrastructure practice focusing on Exchange and Office 365. Recently, she’s been guiding global and mid-size companies in their transition to Office 365. She holds an MCITP in both Exchange and Office 365.

Office 365 Expertise Recognition for Excellence • Global Office 365 Partner of the Year • Exchange Partner of the Year • Central Region Award for Office 365 • Heartland Partner Award for Office 365 • Microsoft Partner Advisory Council Member • 2010 Microsoft Central Partner of the Year Online Services • 300,000+ users migrated to the cloud • Office 365 Author and MVP • 130,000 blog site visits per month

What is Office 365? Latest productivity services in Microsoft’s public cloud + the latest apps

Office 365 Features Flexible tools to do your best work, across devices • Exchange Online: 50GB per mailbox • Options for mail archiving, encryption, DLP, RMS • Exchange Online: 100s of Millions of mailboxes • Up to 25TB SharePoint Online storage per tenant • 25GB SharePoint storage per user • Cloud App Model to run customized apps

Office 365 Cost Comparison

Office 365 Customer Satisfaction Rollercoaster

Large Medium Small Exchange IMAP Lotus Notes Google 12 | Microsoft Confidential Simple Rich DirSync Manual/Bulk Provisioning Self serve or Admin Driven Features by user type Cloud or onpremises tools In-Cloud OnPremises Single Sign-On

Organization Readiness • Office 365 On Ramp Tool • Active Directory Readiness • Topology • IdFix • AdModify • Exchange Remote Connectivity Analyzer

IdFix DirSync Error Remediation Tool • Identifies and remediates AD object issues that will fail Windows Azure AD DirSync • Built on analysis of DirSync daily error volumes and is targeted at fixing the majority of errors quickly • Provides a data grid with the ability to scroll, sort and edit • Suggested fixes are provided for known errors • Customer change confirmation change and undo/rollback functionality

Client Readiness • Do client desktops meet the minimum requirements? • What options exist for remediation? • What version of Office and IE are in use today? • What applications are in use today in the organization? • Is there software deployment solution in place to deploy necessary Office 365 patches? • Admin and help desk training

Identity Options

Identity Options • • • • Okta Pingfederate Azure ADFS Multifactor Authentication • Phonefactor • RSA

Source Platforms vs. Migration Options IMAP migration Supports wide range of email platforms Email only (no calendar, contacts, or tasks) Cutover Exchange migration Good for fast, cutover migrations No Exchange upgrade required onpremises Staged Exchange migration No Exchange upgrade required onpremises Identity federation with on-premises directory Hybrid deployment Manage users on-premises and online Enables cross-premises calendaring, smooth migration, and easy off-boarding

3rd Party Migration Tools • Binary Tree • Domino, Exchange • CMT for Coexistence • E2E • Dell (previously Quest) • Domino, Google • On Demand Migrator • Notes Migrator For Exchange (NME) • MigrationWiz • Domino, Zimbra, Tenant • Web based tool • Metalogix • SharePoint

How to Pick A Migration Solution Migration solutions Hybrid Staged Cutover Organizational size in users Time for migration incl. planning small <1 week none Features medium 2 weeks 3 weeks Large several months mailflow/GALSync free/busy, archive in cloud

Hybrid Features

Hybrid Deployment

Deployment Considerations • Verify domains • Add all SMTP domains as verified domains before synchronizing • Cannot be removed until all synchronized objects are no longer using the domain as a proxy address or UPN • Unverified SMTP domains cannot exist as proxy addresses for migrating mailboxes • Plan UPN suffix • Verify on-premises user objects have a value (not null) for UPN suffix and that it is correct • The default routing domain (e.g. is used for Office 365 UPN suffix if the on-premises UPN suffix does not contain a verified + public routable DNS domain (e.g. cannot use *.local)

Deployment Considerations • • • • • • • • Complete Active Directory cleanup work before implementing DirSync • Especially if importing data from a 3rd party LDAP directory into Active Directory • Enable Dirsync ahead of deploying it on-premises Plan ahead for DirSync quota increase • Could become a deployment blocker. Don’t wait until 11th hour to request. Enable Directory Synchronization ahead of DirSync server deployment (activation can take up to 24 hours to complete) • Unless you don’t want to use DirSync at all Understand how “soft match” works Dirsync scoping and moving objects ADFS certificate autorollover Throttling policies Consider Exchange schema extensions for non-Exchange AD environments

Hybrid Deployment Considerations • On premises Exchange accessibility externally • EWS – URLs, authentication • Autodiscover • MRS Enabled • Certificates • Internet Proxy • Hybrid Wizard • Public Folders

PowerShell is Your Friend! • • • • • Mailbox usage and size statistics reports Mailboxes with large items License users in bulk Delegate users Migration statistics • Get-connectionbyclienttypedetailreport • Get-stalemailboxreport • Get-lastlogonstats

Mailbox Migration Script $LiveCred = Get-Credential $Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri -Credential $LiveCred -Authentication Basic AllowRedirection Import-PSSession $Session Import-Module msonline Connect-MsolService -Credential $LiveCred $exCred = Get-Credential $RemoteHostName = "" $e3opt = new-msollicenseoptions -accountskuid “company:enterprisepack" disabledplans "MCOSTANDARD","RMS_S_ENTERPRISE" $license = “company:enterprisepack“ $batch = Read-Host "Enter UNIQUE name for this migration batch:“ $UserList = import-csv c:userlist.csv foreach($line in $UserList) {Set-msoluserlicense -userprincipalname $line.userprincipalname -licenseoptions $e3opt New-MoveRequest -identity $line.userprincipalname -Remote -RemoteHostName $RemoteHostName -RemoteCredential $exCred -TargetDeliveryDomain ‘' -BadItemLimit '100' -Confirm: $false -batchname $batch -warningaction silentlycontinue -suspendwhenreadytocomplete| Out-Null }

Management • Reports • Auditing • Distribution Lists • Onboarding/Off boarding changes • Cogmotive • 365 command

Role Based Access Control Who Role groups define high-level job functions End-user role assignment policies for self-service What Assign task-, action-, or feature-based permissions Where Delegate multiple roles Limit the scope of the role assignment; e.g., “Legal Department” or “Asia Offices

Service Health Communications

Monitoring - Exoprise • Sensors deployed in corporate LAN • Actively track performance metrics including logon, message transfer, network response times

Upgrade Timing & Communication Microsoft sets the rhythm and cadence of upgrades Notice at about 4 weeks and exactly 2 weeks prior Must postpone at least 7 days prior to upgrade

Connect with Perficient SharePoint Hybrid Scenarios That Make Sense

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