Configuring a migration job

After you have defined the source connection, you may continue to configure a migration job. A simple wizard will help you define all crucial aspects of the migration, including selection of a target server, mailboxes' range, necessary filters and address rewriting preferences. This article describes the job configuration step by step. Use the links below to learn how to:

Create a new migration job

You can create a new migration job from the How to start card on the Dashboard (Fig. 1.). Alternatively, go to the JOBS tab and click New on the menu toolbar.

Exchange Migration - new migration job
Fig. 1. Creating a new migration job.

Now you need to select the type of your source server (i.e. the server you will be migrating from). You can choose between Exchange Server, Office 365 and IMAP server.

Info

The available configuration options (wizard steps) may differ slightly, depending on your source server type. In this article we will show you a job configuration for Exchange Server, but the differences for Office 365 and IMAP will be highlighted.

Name your job

After you select a source server type, the migration job wizard will open. The first step (Job name) allows you to set the name of your job (Fig. 2.). The name should be brief and unique.

Exchange Migration new job 1
Fig. 2. Setting up the name of a job.

Info

A job name cannot contain the following special characters: \ / : * ? < > |

Choose mailboxes to be migrated

The next step - Source mailboxes - allows you to define which mailboxes should be included in the migration job. The configuration depends on the type of your job:

Exchange Server / Office 365 migration job

The Source mailboxes step is similar for migrations from Exchange Server and Office 365. You may add and remove your source mailboxes by using various filters. You can select users whose mailboxes you want to migrate in two ways (Fig. 3.):

  • select which mailboxes are to be included in the job (the Migrate mailboxes fulfilling the following conditions section) - this list should be considered as conditions;
  • select which mailboxes should be excluded from the job (the Don't migrate mailboxes fulfilling the following exceptions section) - this list should be considered as exceptions. The exceptions are effective in the case of a conflict with the conditions defined in the upper list.
Exchange Migration new job 2
Fig. 3. Selecting source mailboxes for migration.

Important

When migrating from Exchange Server, you can migrate mailboxes only from the domain and subdomains under which the software is running. Migration of data located in another domain on the same level is not supported.

Example

Let us say you have three users: user1user2 and user3 who are members of the group named Initial migration. You have set the program to migrate the Initial migration group, but also excluded the user3. Consequently, the program will add user1 and user2, since they are members of the mentioned group. The user3 will not be migrated, despite the membership, as this account has been defined in the exceptions list.

Learn more about defining the list of included and excluded mailboxes

IMAP migration job

In the case of an IMAP job, the Source mailboxes step looks a little different (Fig. 4.). Here, you should select a source server from the drop-down list (you can also define a new connection) and import a CSV file that includes information about your source mailboxes. The application requires at least the email address and password of every mailbox. You can also include the first and last name and also the display name as these fields may be used later.

Exchange Migration new job 2 imap
Fig. 4. Importing IMAP mailboxes.

For example, let us say we have the following user:

Name: Oneida Riddle
E-mail: oneida.riddle@a.example
Password: D10XDZG9

A valid CSV entry would be:

"oneida.riddle@a.example";"D10XDZG9";"Oneida";"Riddle";"Oneida Riddle"

To import the data, use the Import from CSV button. After choosing a file, you will see the CSV mapping window. If everything looks correctly, you may continue by clicking the Import button. In the case any mailbox failed to be imported, the program will display all necessary information.

Learn more about importing data from a CSV file

Select a target server

In the Target mailboxes step you can configure the connection with a target on-premises Exchange server. Setting up a target server is the most important part because this is where your data will be migrated. There are three types of target on-premises Exchange servers that can be used in migration: those from the same domain, from a different trusted domain and servers from a different untrusted domain. No matter which type of target server you choose, you will have to provide the corresponding administrator's credentials, including the User Principal Name.

Tip

Learn more about creating forest trusts in Windows Server 2003 and Windows Server 2008 and newer.

To select a source server, expand the Target server drop-down list and choose a desired entry (Fig. 5.). Click Next to proceed.

Info

If you are running the migration job wizard for the first time, there will be no connections defined yet. In that case, choose Add new target connection and follow this article to learn how to create a target server connection.

Exchange Migration new job 3
Fig. 5. Choosing a target connection.

Match source mailboxes with target mailboxes

In the next step of the wizard (Fig. 6.) click Match mailboxes.

Exchange Migration new job 4
Fig. 6. The Match mailboxes step.

This will open the Match mailboxes window, where you will see all mailboxes fulfilling the conditions defined earlier (Fig. 7.).

ExMigration-MatchMailboxes
Fig. 7. The Match mailboxes configuration window.

To match a single mailbox manually, choose an appropriate option in the Target user mailbox column - you may set the program to either create a new user or use the already existing one. If you change your mind, you can Edit the selection or Unmatch the mailbox, so it will not be included in the migration at all.

ExMigr-SelectSingleMailbox
Fig. 8. Matching a single mailbox.

In the case of hundreds of mailboxes, the matching process described above is ineffective and extremely time-consuming. Thanks to the Automatch feature, you are able to automate it. The Automatch feature is designed to automatically search the target environment and find users that correspond to the users in your source environment. To run the Automatch, select desired entries on the list and use the Automatch button.

Depending on the results of the Automatch process or the options you have manually chosen, the program will schedule different actions to be performed.

Learn more about the Automatch feature

Important

Migration of public folders is possible only if any public folders already exist in the target environment - for more information how to create public folders, click here. Be advised that it always takes a few minutes for public folders to become visible after they are created.

Schedule a migration job

Every defined job can be controlled manually or automatically. Using the Scheduler feature you can set the program to automatically run the migration job at desired periods. This functionality may be extremely helpful, considering the fact that the best performance of the migration process is achieved when users are not using their mailboxes. You can define either a weekly recurrence or select individual weeks. No matter which option is used, you need to select on what particular days and hours the migration job should be active. The smallest possible unit is one hour. 

Exchange Migration new job 5
Fig. 9. Scheduling a migration job.

Learn more about the Scheduler

Set up time and folder filters for migrated items

In addition to the conditions you have set in the Mailboxes step, you may apply additional filters regarding your items (i.e. emails, calendar events, etc.).

Time filter

Thanks to the Time filter step you can decide whether you like to migrate items that are older/newer than a certain point in time or if you want to migrate everything regardless of their age. What is more, the calculations are based on end/due dates (this concerns calendar items, tasks and journals) and delivery time (messages). If those properties are missing, the program will use the last modification date. 

Exchange Migration new job 6
Fig. 10. Setting up a time filter.

Learn more about the Time filter

Folder filter

Moreover, you can define which folder types will be migrated in the Folder filter step. For example, you can decide to exclude folders like Junk (Fig. 11.).

Exchange Migration new job 7
Fig. 11. Setting up folder filters.

Learn more about the Folder filter

Configure other settings

The program can migrate more than one mailbox at the same time. The number of mailboxes migrated simultaneously depends on the job type (Exchange/Office 365/IMAP) and its optimum value is set automatically in the Advanced settings step (Fig. 12.). You can change this setting, but keep in mind that the main bottleneck of the migration may be the upload bandwidth and inappropriate modification of this value might result in performance losses. This step also allows you to set the maximum size of items to be migrated.

Exchange Migration new job 8
Fig. 12. Advanced settings.

Learn more about the Advanced settings step and what affects the migration speed

Review the configuration of your job

In the very last step - Job summary - you will be able to check if all preferences are properly set (Fig. 13.). When you are done, click Finish.

Exchange Migration new job 9
Fig. 13. Job summary.

Start a migration job

Once you finish the migration job wizard, you will be redirected to the JOBS tab. Use the Start button to begin your migration job. If you have scheduled your migration to start at some other point in time, leave the Administration Panel open so the program can trigger the process at the specified period. Once the migration starts you can see the progress in the main pane - either on the list of Mailboxes or on the Job migration progress card.

ExMigr-Job12
Fig. 14. Starting the migration process.

Important

There can be only one migration job running at a time. All other jobs are queued according to the order presented on the list.

As users are usually still working on their source mailboxes during the migration process, new items are constantly created. To include the newly created items in your job, you can restart the migration process at any point by clicking the Rescan button on the menu bar of the Administration Panel. (Fig. 15.). The program will rescan everything, including the already migrated mailboxes, but only the new items will be migrated.

Learn more about the Rescan feature

ExMigr-Job11
Fig. 15. Accessing the Rescan feature.

See next

Additional migration options - learn about supplementary migration options for individual mailboxes.

Was this information useful?