This manual refers to an old version of CodeTwo Office 365 Migration. Go here if you use the latest version.
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, for example selecting a target server, range of mailboxes and necessary time and folder filters. This article describes the job configuration step by step. Use the links below to learn how to:
- Create a new migration job
- Name your job
- Choose mailboxes to be migrated
- Select a target server
- Match source mailboxes with target mailboxes
- Schedule a migration job
- Set up time and folder filters for migrated items
- Configure other settings
- Review the configuration of your job
- Start a migration job
- Edit job settings
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.
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.
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.
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.
A job name cannot contain the following special characters: \ / : * ? < > |
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:
The Source mailboxes step is similar for migrations from Exchange Server and Office 365. You can 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.
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.
For example, let us say you have three users: user1, user2 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.
When migrating from Office 365, the program lists only active source mailboxes. This means that only source users with a valid Office 365 license will be displayed. The exception to this rule are resource and shared mailboxes, which are listed even if no Office 365 license is assigned to them.
In the case of an IMAP migration job, the Source mailboxes step looks a little different (Fig. 4.). Here, you need to 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 providing at least the email address and password of every mailbox you want to migrate. You can also include the first and last name as well as the display name, as these fields may prove useful later.
You want to migrate the following user:
Display Name: Oneida Riddle
Email address: email@example.com
A valid CSV file created in a text editor (e.g. Notepad) can have the following entry:
If you prefer using Excel instead, one way of creating a valid CSV file is shown in Fig. 5. below.
To import the data, use the Import from CSV button. After choosing a file, you will see the CSV mapping window (Import mailboxes). If everything looks correct, you can continue by clicking the Import button. In the case any mailbox failed to be imported, the program will display all necessary information.
In the Target mailboxes step, you can configure the connection with a target Office 365 environment. You will need to provide your Office 365 admin account credentials, including the User Principal Name. Keep in mind that this account needs to have appropriate roles assigned.
To select a source server, expand the Target server drop-down list and choose a desired entry (Fig. 6.). Click Next to proceed.
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.
In the next step of the wizard, click the Match mailboxes button. This will open the Match mailboxes window (Fig. 7.), where you will see all mailboxes fulfilling the conditions defined in the Source mailboxes step.
Select the mailboxes that you want to migrate from the list and click the Automatch button (to select all mailboxes, press Ctrl+A). The automatch feature is designed to automatically search the target environment and find mailboxes that correspond to the mailboxes in your source environment.
If the automatch mechanism does not find mailboxes in the target Office 365 tenant, you can set the program to create them. Learn more
For those mailboxes that couldn’t be matched automatically, for example due to an unusual email address format, there’s an option of manual matching. Learn more
The summary of the matching process is displayed in the upper part of the Match mailboxes window (Fig. 8.). A detailed description of what information is shown in each section is available here.
Migration of public folders is possible only if any public folders already exist in the target environment. For more information on how to create public folders, click here. Note that it may take a few minutes for public folders to become visible in the program after they have been created.
Every defined job can be controlled manually or automatically. Using the Scheduler feature (Fig. 9.) 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.
In addition to the conditions you have set in the Mailboxes step, you can apply additional filters regarding your items (e.g. emails, calendar events, etc.).
Thanks to the Time filter step (Fig. 10.) 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.
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 Email (Fig. 11.).
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.
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. Keep in mind that you can always edit the migration job settings later.
Once you finish the migration job wizard, you will be redirected to the Jobs tab. Use the Start button (Fig. 14.) to begin your migration job. Keep in mind that the Administration Panel needs to be open in order for the migration job to run. In addition, if you have scheduled your migration to start at some other point in time, make sure that the Administration Panel will be also open then. Otherwise, the migration will not begin. 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.
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 top menu of the Administration Panel. The program will rescan everything, including the already migrated mailboxes, but only the new items will be migrated.
To edit an existing migration job, go to the Jobs tab, select the migration job you want to edit (the job needs to be paused or otherwise inactive) and click Edit on the top menu (Fig. 15.). The same job configuration wizard will open that you used to configure the migration job in the first place. Editing the time or folder filters in a migration job is essential when performing staged migrations.
Once you start a migration job, you cannot change the source and target server connections for the given job (Fig. 15.). If you want to perform the migration between another pair of servers, you need to configure a new migration job.
However, in case you need to change the server connection e.g. because you’ve changed the domain name in your source and/or target environment, follow these steps to learn how to do so.
Additional migration options - learn about supplementary migration options for individual mailboxes.