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Email Cloud Migration Portal Admin Guide

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Cloud Services Email Migration Cloud Migration Portal Admin Guide 10/19/2014       CONTENTS Account  Activation  and  Data  Migration  –  Cloud  Migration  Portal  ..............................................................  2   Purchase  Cloud  Migration  License  ...........................................................................................................  2   Create  User  Account  Accounts  and  Set  Up  Mailboxes  ............................................................................  3   Migration  Activation  Email  ......................................................................................................................  3   Access  Cloud  Migration  Portal  .................................................................................................................  4   Specify  Current  Email  Platform  ................................................................................................................  5   Specify  the  Mailboxes  to  be  Migrated  .....................................................................................................  5   Test  Configuration  ...................................................................................................................................  6   Create  Mailbox  Forwards  ........................................................................................................................  7   Migrate  Mailbox  ......................................................................................................................................  7   Change  DNS  Records  ...............................................................................................................................  8   Migration  Complete  .................................................................................................................................  8           1     ACCOUNT ACTIVATION AND DATA MIGRATION – CLOUD MIGRATION PORTAL From  our  user-­‐friendly  Portal,  our  advanced  Cloud  Migration  solution  allows  you  to  easily  migrate  your   organization’s  users  and  mailbox  data  (including  email,  calendars,  and  contacts)  to  your  new  Hosted   Exchange  account  securely  and  affordably  on  your  timetable.   The  major  activities  customers  will  have  to  complete  include:   • Coordinating  DNS  records  change   • Establishing  new  mailbox  accounts  and  Outlook  profiles  for  each  user   Customers  will  need  the  following  information  to  complete  the  migration  process:   • Name  of  Domain  Registration  (DNS)  provider  and  account  information   • Access  to  legacy  Mailbox  accounts,  including  access  for  checking  mail  via  a  Web  interface**   • Credentials  to  access  new  Hosted  Exchange  Control  Panel  (created  when  signing  up  for  service)   • Name,  email  addresses,  and  password  for  all  users  being  migrated   • Administrative  rights  to  all  migrating  mailbox  accounts   Refer  to  the  Hosted  Exchange  and  Associated  Services  Quick  Start  Guide  for  detailed  instructions   The  Cloud  Migration  Portal  tool  can  migrate  users  and  a  variety  of  data  items  from  a  range  of  email   platforms  –  outlined  in  the  following  chart:   Messaging  System     Exchange   Google   Apps/Gmail   Novell  GroupWise   VMware  Zimbra     Folders     Calendars     Contacts     Email     Journals     Notes     Tasks     Entire  folder  hierarchy     Entire  folder  hierarchy   ü   ü   ü   ü   ü   ü   ü   ü   ü         Entire  folder  hierarchy   ü   ü   ü   ü   ü   ü           ü   ü   Entire  folder  hierarchy   The  migration  process  timeline  varies  depending  on  the  number  of  mailboxes  to  be  created,  the  volume   of  data  to  be  migrated,  and  the  network  speed.   Cloud  Migration  follows  a  three  phase  process  that  includes  the  following  steps  with  the  Customer’s   responsibilities  highlighted.   PURCHASE CLOUD MIGRATION LICENSE You  must  purchase  a  Cloud  Migration  License  for  each  user  that  will  be  migrated  utilizing  the  Portal   solution.  Licenses  can  be  purchased  in  your  provider’s  shopping  cart  when  you  are  subscribing  to  the   Hosted  Exchange  service  or  in  Hosted  Exchange  Control  Panel  once  the  service  has  been  acquired.             2   CREATE USER ACCOUNT ACCOUNTS AND SET UP MAILBOXES Once  your  Hosted  Exchange  account  has  been  established,  you  will  receive  a  Welcome  Email,  which   includes  your  credentials  to  access  the  Hosted  Exchange  administrative  Control  Panel  and  manage  your   account  and  users.   1. Create user accounts and set up Mailboxes: Within  the  Hosted  Exchange  Control  Panel,  create  user  accounts  and  mailboxes  adding   additional  services.  A  bulk  import  spreadsheet  is  available  in  the  Control  Panel  to  accelerate  the   process  of  creating  multiple  accounts  and  mailboxes.     Available  “How-­‐to  Guides”:   • Add  Mailboxes   • Activate  iPhone  ActiveSync  resource   • Activate  Android  ActiveSync  resource   • Activate  BlackBerry  resource   2. Create new Outlook Profiles: Create  new  Outlook  Profiles  associated  with  the  newly  established  Hosted  Exchange  mailboxes   for  all  users  being  migrated.     Do  not  delete  or  remove  users’  legacy  Profiles.   We  recommend  that  users  upgrade  to  Outlook  2010  for  best  results.     Available  “How-­‐to  Guide”:   • Create  an  Outlook  Profile  for  New  Mailbox   MIGRATION ACTIVATION EMAIL Within  one  business  day  of  ordering  your  Migration  License,  you  will  receive  a  Migration  Activation   email  (sample  below)  confirming  your  Portal  account  has  been  established.   *NOTE:  Please  add  the  domain  @selfmigration.com  to  your  anti-­‐virus/spam  safe  sender  list  to   ensure  you  receive  your  activation  email  promptly.       3   ACCESS CLOUD MIGRATION PORTAL 1. Click  the  authenticated  link  included  in  the  Migration  Activation  email  to  be  directed  to  the   Cloud  Migration  Portal  to  begin  the  process.       2. Enter  your  email  address  in  the  designated  box,  click  that  you  have  read  and  agree  to  the   Terms  of  Service,  and  then  click  [Log  In]  to  sign  into  the  Portal.     Use  this  secure,  authenticated  link  (no  password  is  required)  whenever  access  to  the  Portal   is  needed.               4   SPECIFY CURRENT EMAIL PLATFORM 1. After  logging  in,  you  will  need  to  specify  the  current  source  for  each  mailbox  you  wish  to   migrate.      This  information  is  used  to  locate  and  access  the  mailbox  data  from  their  current   environment.     2. Select  from  the  System  Type  drop-­‐down  menu  the  email  platform  from  which  you  are  migrating   and  click  [Next].         SPECIFY THE MAILBOXES TO BE MIGRATED 1. Next,  enter  the  Email  Address,  User  Name,  and  Password  for  each  mailbox  you  wish  to  migrate.    You  can  specify  multiple  mailboxes  by  first  entering  all  the  data  in  a  spreadsheet  and  then   importing  the  spreadsheet  into  the  Portal.  The  solution  will  only  process  a  maximum  of  50  email   accounts  at  a  time.    Additional  accounts  will  need  to  be  included  in  a  separate  batch.     2. Click  [Next]  to  continue.       5   TEST CONFIGURATION The  solution  will  now  perform  a  trial  migration  to  verify  the  connection  between  your  current  email   platform  and  the  new  Hosted  Exchange  environment,  and  to  verify  that  each  mailbox  is  configured   properly.     1. Click  [Next]  to  begin  the  Configuration  Test.     The  test  typically  takes  15  minutes  to  complete,  but  may  take  longer  depending  on  the   number  of  users  included  in  the  migration  batch  and  the  speed  of  your  Internet  connection.       Please  do  not  close  your  browser  window  while  the  test  is  occurring.         A  “Failed”  alert  displays  in  the  Status  area  with  an  explanation  of  the  error  in  the  event  the   Configuration  Test  fails:         A  “Ready  for  Migration!”  alert  displays  in  the  Status  area  when  the  Configuration  Test  is   successfully  completed:         6   CREATE MAILBOX FORWARDS The  following  precautionary  step  ensures  that  no  new  emails  are  lost  during  the  migration  period:   • Within  Outlook,  set  up  a  Forwards  rule  for  each  mailbox  being  migrated  that  directs  a  copy   of  all  new  emails  into  the  new  Hosted  Exchange  mailbox  while  maintaining  mail  flow  into   your  current  system.   MIGRATE MAILBOX The  solution  is  now  ready  to  migrate  the  mailboxes  previously  entered  into  the  system  and  tested.     1. Click  [Next]  to  begin  the  migration  process.   Depending  on  the  number  of  mailboxes  to  be  migrated  and  your  current  email   environment’s  Internet  connection  speed,  your  migration  may  take  from  a  few  hours  to  a   day  to  fully  migrate.  You  do  not  need  to  remain  in  the  Portal  to  complete  the  process.       2. After  clicking  [Next]  to  begin  your  migration,  feel  free  to  close  your  browser  and  check  back   later  using  the  provided  authenticated  link.     3. Contact  your  DNS  provider  to  have  your  DNS  Records  (MX,  CNAME,  and  TXT)  pointed  to  the  Hosted   Exchange  server  records,  which  were  included  in  your  Hosted  Exchange  service  welcome  letter.     A  “Migrated!”  alert  will  appear  in  the  Status  area  when  the  Configuration  Test  is  successfully   completed.       7   CHANGE DNS RECORDS 1. If  you  did  not  do  so  prior  to  migration,  contact  your  DNS  provider  to  have  your  DNS  Records   (MX,  CNAME,  and  TXT)  pointed  to  the  Hosted  Exchange  server  records  –  the  specific  server   records  will  be  included  in  your  welcome  letter.       2. Also,  remove  the  Forwards  rules.     NOTE:  It  may  take  up  to  72  hours  for  DNS  propagation.   MIGRATION COMPLETE Once  the  DNS  changes  have  propagated  and  email  begins  to  flow  into  the  new  Exchange  accounts,  users   will  now  switch  to  their  new  Hosted  Exchange  mailboxes.    The  data  from  their  old  mailbox  account   should  now  be  available  for  them  in  the  new  Hosted  Exchange  mailbox.     •   Create  an  Outlook  Profile  for  New  Mailbox   o Step  1:    Select  Start  then  Control  Panel.   o Step  2:    Select  Mail.   o Step  3:    Select  Show  Profiles.   o Step  4:    Select  Add.    Type  in  your  new  profile  name.    Select  OK.    Select  OK  again.   o Step  5:    On  the  Auto  Account  Setup  screen  enter  your  name,  email  address,  and  your   password  two  times.    Then  select  Next.   o Step  6:    Outlook  will  now  create  your  profile.    You  may  be  prompted  to  re-­‐enter  your   password.    When  your  account  is  set  up  you  will  receive  the  Congratulations  screen.    Select   Finish.   o Step  7:    You  will  be  brought  back  to  the  Mail  screen.    You  can  choose  to  have  Outlook   prompt  you  for  a  profile  to  use  or  set  your  new  profile  to  Always  be  used  when  starting   Outlook.   o Step  8:    Select  OK.   8   • Export  Legacy  Mailbox  to  a  PST  –  Outlook  2010   o Step  1:    Open  Outlook  2010.   o Step  2:    Select  File.   o Step  3:    Select  Open.   o Step  4:    Select  Import.   o Step  5:    Select  Export  to  a  file  and  then  Next.   o Step  6:    Select  Outlook  Data  File  (.pst)  and  then  select  Next.   o Step  7:    Select  the  mailbox  (top  line)  and  then  select  Next.   o Step  8:    Browse  to  the  location  you  would  like  to  save  the  file,  and  then  click  Finish.     •     • Export  Legacy  Mailbox  to  a  PST  –  Outlook  2007   o Step  1:    Open  Outlook  2007.   o Step  2:    Click  File.   o Step  3:    Click  Import  and  Export.   o Step  4:    Select  Export  to  File  and  then  click  Next.   o Step  5:    Select  Personal  Folder  File  (.pst)  and  then  click  Next.   o Step  6:    Select  the  folder  you  want  to  export  (top  level  mailbox),  and  then  click  Next.   o Step  7:    Click  Browse.   o Step  8:    Browse  to  the  location  you  would  like  to  save  the  file,  and  then  click  OK.   o Step  9:    Click  Finish.   Import  PST  to  New  Mailbox  –  Outlook  2010   o Step  1:    Open  Outlook  2010.   o Step  2:    Select  File.   o Step  3:    Select  Open.   o Step  4:    Select  Import.   o Step  5:    Select  Import  from  another  program  or  file  and  then  click  Next.   o Step  6:    Select  Outlook  Data  File  (.pst)  and  then  click  Next.   o Step  7:    Browse  to  the  file  that  you  want  to  import,  and  then  click  Open.   o Step  8:    Click  Next.   o Step  9:    Include  Subfolders  should  be  checked.    The  radio  button  Import  items  into  the   same  folder  in:  should  also  be  selected.    Click  Finish.       • Import  PST  to  New  Mailbox  –  Outlook  2007   o Step  1:    Open  Outlook  2007.     o Step  2:    Click  File.       o Step  3:    Click  Import  and  Export.   o Step  4:    Select  Import  from  another  program  or  file,  and  then  click  next.   o Step  5:    Select  Personal  Folder  File  (.pst)  and  then  click  Next.   o Step  6:    Click  Browse.   o Step  7:    Browse  to  the  file  that  you  want  to  import,  and  then  click  Open.   o Step  8:    Make  sure  that  the  Replace  duplicates  with  items  imported  radio  button  is  NOT   selected  to  avoid  accidently  overriding  data  and  then  Click  Next.   o Step  9:    Click  Finish.       9