July 6

The Ultimate Office 365 to Office 365 Migration Guide

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Table of Contents

What is Office 365 Staged migration?

This office 365 migration type assumes that mailboxes and other user-related data are migrated in stages. It is recommended for medium-sized and larger enterprises, where the volume of data is too high to be migrated overnight or over the weekend, as in the case of cutover migration. The staged migration is a perfect solution for companies that are operating 24/7 and cannot afford a longer maintenance break in their operation. The migration process is often divided into several stages, based on a specific date:

  • Discovery Phase
  • Planning Out Migration
  • Pre-Stage Migration
  • Cutover Migration

In this article, we would be relaying in detail, these four stages of Migration.


Discovery Phase


Office 365 Admin Center:

1. How many users are there that needs to be migrated?

  • Active Users
  • Blocked Users
  • Licensed Users
  • Unlicensed Users
  • Shared Mailboxes
  1. Members
  2. Permissions (Send As, Full Access, Send on Behalf)

2. How many groups are there that need to be migrated?

  • Types of Groups
  • Distribution Groups
  • Security Groups
  • Office 365 Groups
  • Members of Groups
  • Permissions
  • Owners
  • Members

3. Where are the users and groups coming from i.e. Cloud or Active Directory using Hybrid Connectivity?

  • Is there any pattern how they should be created in the Destination Tenant?
    • All will be Cloud
    • All will be Synced Objects
    • Categorization would be done for Cloud and Synced Objects

    4. How are they licensed?

  • Is there any pattern that how they are licensed?
    • Admin Users with E5
    • Normal Users with E1
  • Licensing Details for all Users
    • E5, Domestic and International Calling Plan
    • E1, Domestic Calling Plan only


    5. What data of each user needs to be migrated?

  • All Users Mailbox needs to be migrated
  • All Users OneDrive content needs to be migrated
  • All Users are part of Microsoft Teams

  • 6. How should the naming convention be kept for the users and groups created in the Destination Tenant to avoid any duplication and for ease?

  • Kept as it is as much as possible
  • An indicating letter have been used at the end of each name
  • Changed Altogether

  • 7. How many services is a customer using in Office 365 and which are they and what needs to be migrated?

    • Exchange
    • SharePoint
    • Teams
    • OneDrive
    • PowerApps
    • Yammer
    • PowerBi
    • Flows
    • OneNote
    • Stream
    • Planner

    Exchange

    1. Do we need to retain the Outlook Profiles (Not Mailboxes being discussed here) for our users?

    • Signatures
    • New Mail Folders Created Manually
    • Any Configuration linked to Outlook Profile


    Teams

    1. Are there any Call Queues and Auto Attendants Setup?

    • How they are configured?
    • Numbers assigned to them
    • Resource Accounts created for them

    2. Which PTSN Numbers are in use?
  • User PSTN Numbers
  • Service PSTN Numbers
  • Toll-free PSTN Numbers
  • Region of Numbers
  • Emergency Address Location

  • 3. Are any Normalization Rules present in the environment?

    https://docs.microsoft.com/en-us/microsoftteams/create-and-manage-dial-plans


    SharePoint

    1. How is the SharePoint Infrastructure created currently in source?

    • Root Site
    • Main Sites
    • Sub Subsite
    • The Destination Infrastructure should be kept same or there’ll be some new site and some merger of Sites and Sub Sites

    OneDrive

    1. How many users are there that consume OneDrive Storage?

    • Get Usage Reports
    • Last Activity
    • Finalize the list with Customer

    Azure AD

    1. How many users are using Azure AD Domain Join feature?

    • All Users
    • Some Users
    • Some are joined with Local AD

    2. How many users need to retain their Desktop content?

    • All Users
    • Some Users
    • Some are joined with Local AD

    Planning Out Migration

    • Decide a Cutover Date
    • Decide a Starting Pre-Stage Migration Date
    • Assign Date and Time slots for each Pre-Stage Migration
    • Assign the Performer of the tasks
    • Acquire Required Licenses for Office 365 and Migration Wiz tool as per need
    • Create all the required Excel Files for User creation in the Destination Tenant
    • License and create the Users in the Destination Tenant with Initial Microsoft Domain as when the custom domain migrated from the Source, it’ll be added at that Cutover time

                      To license and create the Users in cloud, you may use the below given script by importing a detailed prepared Excel csv file for users.

                      To connect to O365/MSOnline, use the following command:

    Import-Module MSOnline Connect-MsolService

    You will need to get a list of licenses available in your tenant. This can be viewed easily in the admin portal under Billing, but is identified by the AccountSkuID in PowerShell. To generate a list of what is available and assigned, run the following command:

    Get-MsolAccountSku

    Choose the SKUID as per needs and use them in the Excel file.

    Import-Csv -Path "C:\Users\xyz\Dektop\xyz.csv" | foreach {New-MsolUser -DisplayName $_.DisplayName -FirstName $_.FirstName -LastName $_.LastName -UserPrincipalName $_.UserPrincipalName -UsageLocation "US" -LicenseAssignment $_.SkuId -Password $_.Password -Title $_.JobProfile -Office $_.Office -Department $_.Department -country $_.country}

    Note: Each Dollar sign indicates a parameter that is being fetched from each Excel Column. Please add or remove parameters as per your need.

              Incase objects needs to be created in Windows Server AD please use the below given script to create users in AD and when synced they                can be licensed afterwards.

    Import-Module activedirectory
$ADUsers = Import-csv C:\Users\xyz\desktop\xyz.csv foreach ($User in $ADUsers)
{
$Username = $User.SamAccountName
$Password = $User.password
$Firstname = $User.firstname
$Lastname = $User.lastname
$OU = $User.ou 
$streetaddress = $User.streetaddress
$city = $User.city
$zipcode = $User.postalcode
$state = $User.state
$country = $User.country
$telephone = $User.phonenumber
$jobtitle = $User.title
$department = $User.department
$Password = $User.Password 
if (Get-ADUser -F {SamAccountName -eq $Username})
{
Write-Warning "A user account with username $Username already exist in Active Directory."
}
else
{
New-ADUser `
-SamAccountName $Username `
-UserPrincipalName "$Username@reynoldslogistics.ie" `
-Name "$Firstname $Lastname" `
-GivenName $Firstname `
-Surname $Lastname `
-Enabled $True `
-DisplayName "$Firstname, $Lastname" `
-Path $OU `
-City $city `
-Company $company `
-State $state `
-StreetAddress $streetaddress `
-OfficePhone $telephone `
-Title $jobtitle `
-Department $department `
-AccountPassword (convertto-securestring $Password -AsPlainText -Force) -ChangePasswordAtLogon $True
}
}

    Note: Each Dollar sign indicates a parameter. Please add or remove parameters as per your need.

    Now to assign bulk licenses. Please refer to below given detailed article for it.

    https://joshheffner.com/bulk-assign-licenses-in-office-365-using-powershell/

    • Create all the required Excel Files for all bulk Migrations (Template of files for each type of Migration can be fetched within the project of MigrationWiz)
    • Create all required Shared Mailboxes in the Destination
    • Create the SharePoint Sites and Libraries Schema in the Destination as required
    • Save any SharePoint Sites templates needed and to be migrated
    • Double verify if all Users in Source and Destination Office 365 Tenants are licensed as necessary so the migration would go seamlessly
    • Give Delegate Access to Global Admins to each User Mailboxes and OneDrive storage that needs to be migrated (Procedure mentioned in the respective Migration Section below)
    • Turn off MFA or any Conditional Access/Sign-Risk Policies for Global Admins to have an error free Migrations
  • Perform all the Pre-Stage Migrations using Excel files created
  • Perform Backups of Users Desktop content in OneDrive if needed
  • Duplicate the Auto Attendant and Call Queues Configurations
  • Initiate a request with Porting Teams to get the Numbers ported at the Cutover (Initiate request through emailing them at ptn@microsoft.com for US numbers)
  • Create Normalization Rules in the Destination if needed
  • https://docs.microsoft.com/en-us/microsoftteams/create-and-manage-dial-plans
  • Initiate all the Cutover Migration at the decided dates
  • Assign Users with respective PSTN numbers in the Destination and respective calling licenses
  • Remove all Users and Groups Aliases present in the source Tenant with the Custom Domain to be migrated so the domain can be removed from Office 365 Tenant (Please see below the Cutover Migration section for detailed information)
  • Point Custom Domain DNS Records to the new (Destination) Office 365 Tenant now

  • Pre-Stage Migration Phase

    We are using Bit-Titan MigrationWiz tool to migrate our content from one Office 365 Tenant to another.

    Create a Customer in the tool that will be used for all the Migration we’ll be performing.


    Exchange Migration

    First of all, we need our Global Admins on our both Source and Destination side with full access to each mailbox. For that, give them delegate access using Windows Online PowerShell. Please refer to the below given link for complete procedure.

    https://help.bittitan.com/hc/en-us/articles/115008258668-How-do-I-create-an-administrator-account-in-Office-365-and-then-use-this-during-migration-

    Note: Any user if is currently unlicensed, please license that user first before migrating its mailbox. Please make sure to use initial domain for mapping users to avoid any breakage of mails flow.

    • Create or use the already created Customer
    • Create a Mailbox Migration Project in MigrationWiz
    • Create Source and Destination Endpoints using Global Admins with Exchange Name to identify them easily
    • Use Deployment Pro from MigrationWiz to retain Outlook Profiles if needed
    • Use the prepared Excel file for bulk User Mapping for this Migration
    • License all the Users with respective MigrationWiz licenses
    • Initiate a Verify Credentials Migration to check for any errors
    • Initiate a Pre-Stage Migration

    Please refer to the below given link for complete procedure.

    https://help.bittitan.com/hc/en-us/articles/360045744693-Office-365-to-Office-365-Mailbox-Migration-Guide


    OneDrive Migration

    OneDrive migration needs MigrationWiz App Access in the tenant. Please see the detailed procedure in the link given in the end of this section to avoid any negligence of information.

    Note: The user should be kept for mapping with its primary UPN. Also please make sure users are licensed.

    • Create or use the already created Customer
    • Create a Migration Project in MigrationWiz for it
    • Create Source and Destination Endpoints with OneDrive Name to identify them easily
    • Use the prepared Excel file for bulk User Mapping for this Migration
    • License all the Users with respective MigrationWiz licenses
    • Initiate a Verify Credentials Migration to check for any errors
    • Initiate a Pre-Stage Migration

    Please refer to the below given link for complete procedure.

    https://help.bittitan.com/hc/en-us/articles/360011172673-OneDrive-for-Business-to-OneDrive-for-Business-v1-v2-Migration-Guide


    How to Migrate Teams from One Tenant to Another

    While the focus of an Office 365 tenant to tenant migration was once just email or OneDrive, that is no longer the case as Teams and its associated SharePoint sites become a critical piece of communication with tons of business record data contained within.

    Therefore, the need to migrate Microsoft Teams to another tenant has become a core competency from a migration standpoint.

    Note: Please make sure users are licensed.

    • Start the numbers porting order to get the numbers in the new Tenant at the cut over date
    • Create or use the already created Customer
    • Create a Migration Project in MigrationWiz for it
    • Start Assessment within Migration Teams Project
    • Check for any normalization rules present in the current tenant and create in Destination as needed
    • Duplicate the Auto Attendants and Call Queues in the Destination
    • Add users as agents in Queues
    • Upload Greetings and update the AA's & Queues Settings
    • Start the Migration Project from the tool

    Please refer to the below given link for complete procedure.

    https://help.bittitan.com/hc/en-us/articles/360023869594-Microsoft-Teams-to-Microsoft-Teams-Migration-Guide


    SharePoint Migration

    If App access already given for OneDrive, SharePoint doesn’t need separately else please preform the required step. Please see the detailed procedure in the link given in the end of this section to avoid any negligence of information.

    Note: Please make sure users are licensed.

    • Create or use the already created Customer
    • Create a Migration Project in MigrationWiz for it
    • Save Library Templates if we want to migrate them also
    • Create SharePoint Sites and Libraries Schema in the Destination
    • Apply the saved Library Templates to the Destination if required
    • Create source and destination endpoints
    • Start the Migration Project from the tool

    Please refer to the below given link for complete procedure.

    https://help.bittitan.com/hc/en-us/articles/115008261988-SharePoint-to-SharePoint-Migration-Guide


    The Cutover Method

    One should try to have as much work done as possible before Cutover to have a proper time solely for this phase as it also comes up sometime with some decent troubleshooting.

    • Perform full migrations for all created Projects at Cutover
    • Remove all Users and Groups Aliases present in the source Tenant with the Custom Domain to be migrated so the domain can be removed from Office 365 Tenant and can be added in the Destination

    In order to remove a domain in Office 365, login as administrator in the Office 365 Admin Center, click on Setup and then Domains. A list of all domains added to the subscriptions will be listed, click the desired domain.

    If all the users are cloud, this could be done using GUI where Office 365 removal of domain process assists you with it or you may use achieve it manually also using the below given article.

    https://www.jijitechnologies.com/blogs/how-to-remove-an-office365-domain-using-powershell

    If some objects are synced from Windows Server AD, two options we have. First one is to disable directory sync so that all objects present in tenant would become cloud only and we simply remove the domain by running the process from the tenant but disabling sync can take up to 72 hours, so it’d be a time-consuming process. Second option is to have removed all the aliases present anywhere in the AD using scripts. And once the tenant is free from aliases linked to our custom domain, it can be removed easily.

    • Point Custom Domain DNS Records to the new (Destination) Office 365 Tenant now
    • Finalizing Migration
    • Assign users with respective numbers & assign PSTN License after number porting
    • Assign AA's & Queues with respective numbers after number porting
    • Perform any other required Org task to complete the Migration

    About the Author

    Ateeb is a Microsoft Certified Solutions Associate. He aids clients in deployment, and management of Microsoft technologies - for both, on-premises and on the cloud environment. With significant experience in deploying stand-alone and enterprise solutions, Ateeb enjoys helping organizations with their digital transformation journey.

    Ateeb Fayyaz

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