Getting Started with Email Migrations

At Cobweb we help you make your email migration easy. The migration of users to Cobweb Microsoft Exchange based Managed Business Email service is split into six broad phases:

Migration Planning
Mailbox Creation
Service Configuration
Data Migration
Client Configuration
Service Switchover

1. Migration Planning

The first and most important phase is the migration planning. This phase analyses the requirements of the migration and finalises the timing and steps for the project. The timing of the migration of users to the Managed Business Email service can either be phased over a period of time or moved en-masse in a concentrated migration.

In a Concentrated Migration all users are switched to the service at the same point in time. The mailboxes for all users are created ahead of time ready for when the MX record switchover occurs. The primary advantage of this approach is the simplicity in mail flow, with the biggest disadvantage being the need to pre-configure all copies of Outlook ready to use the service from day one. The migration of existing data can also be a concern in this scenario depending upon the volumes involved.

2. Mailbox Creation

Your dedicated Project Manager will work closely with you to identify all users, alias addresses, groups, contacts etc within your current mail environment, and then implement a mirror image of this structure on the Managed Business Email service. Destination email accounts will then be ready to test mail flow, implement necessary permissions, build Public Folder structures (where necessary) and tailor documentation and user guides according to the structure that is decided upon.

3. Service Configuration

There are a number of distinct elements of the service which need can be configured specifically to each customers requirements, e.g. domain names, mail delivery white & black lists, archival policies. All service elements are configured as required. Specific white list/black list requirements are implemented in conjunction with our email hygiene partner, MessageLabs.

4. Data Migration

The migration stage offers two approaches. In our experience it is possible to manage the entire migration of your data from the existing Exchange locations to the hosted service without having to send engineers on-site. Alternatively we can send Engineers on-site to perform the migration directly from the Exchange server console in your location(s). Based upon the assumption that the user mailboxes have all been successfully created on Cobweb’s service we agree a time to make the switch-over (often a Friday evening due to reduced network activity) and re-point your domains MX records to our servers. When satisfied that email is now flowing to Cobweb we use the Microsoft ExMerge tool to export the existing mailbox data (retaining a high level of detail) and then to import this data into the hosted service.

To perform a remote data migration we use the WebEx tool to remotely take control of your existing Exchange servers, run ExMerge on the mailbox data and export this onto an external hard drive that we will have sent to site ahead of time. We shall require co-operation and assistance from IT personnel on the customer site to facilitate this access and then FedEx or DHL the external hard drive back to us in the UK. As soon as the data arrives we take it directly to the data centre and upload it into the pre-prepared user accounts thereby recreating the entire email structure on our systems.

5. Client Configuration

All users who access their email from Outlook will need to have a new Profile created to connect to the Managed Business Email service – local administrators are best placed to co-ordinate this with the users. Cobweb provides tools to facilitate the easy roll-out of these changes, complemented by detailed service user guides to help users access and familiarise themselves with the hosted solution. Outlook is included within the monthly cost of the service (older versions also available) and can be downloaded from the self-care Control Panel portal in a wide variety of languages.

Outlook Web Access (OWA) is an excellent manner to access your email account while away from your computer however it can also serve as an excellent tool to assist with migrations – any user who has not yet upgraded their Outlook profile can login to the OWA mail client and continue working without any undue interruption.

Any user requiring BlackBerry, iPhone, Windows Mobile or other form of mobile email access will have their accounts enabled for the relevant service and shall receive suitable user guides to help them configure their devices. We ensure that local IT administrators are trained on enabling the required devices and offer full telephone support to help ensure users can connect without issue.

6. Service Switchover

Once all other elements of the setup and migration project have been completed the mail flow is switched to Cobweb’s Managed Business Email service by changing the MX records of your domains and users can start using their new mailbox in line with the migration plan.