EDB Mailboxes to Office 365: Useful Tips by Experts

For migration from on-premises Exchange Server environment to Office 365, administrators can migrate all mailbox items-emails, calendars, contacts, tasks to Office 365 with the help of Cutover, Staged, or Exchange-Hybrid migration methods. Exchange administrators can also use PowerShell scripts to convert mailbox data into PST format and use Network upload or Drive Shipping method to import PST data in Office 365.
But, all these methods need high manual efforts and monitoring to conduct the lengthy and time-taking processes with precision. For example in a large organization, where on-premises Exchange hosts more than 2000 mailboxes, administrators have to repeat cutover or staged migration process several times, as it is not advised to migrate more than 150 mailboxes in a cycle.
Keeping these factors in mind, SMEs suggest careful planning for the migration before executing the process.

The following sections overview key considerations (tips) for different EDB mailboxes to Office 365 migration methods before selecting & following through any of these methods.

Key Considerations for Cutover Migration 

Cutover migration involves migrating multiple mailboxes from Exchange Server to Office 365 accounts.  Following are the key considerations for this method:

• Moves all mailboxes of the organization in a few days.
• Can migrate more than 2000 mailboxes in one process, but it is suggested migrating 150 mailboxes in one cycle.
• The primary domain name in Exchange must be the same as in Office 365 environment.
• Once the migration process is over, all users have on-premises Exchange mailbox and a new user account in Office 365, which needs licenses for proper working.
• All emails during the migration are routed to on-premises Exchange until MX records are changed and the licensing process is complete.
• Need to configure and update all computing devices including mobile devices to Office 365. This process should be conducted for all users assigned to migrate from one emailing system to another.

Key Considerations for Staged Migration

Staged migration involves migrating multiple mailboxes from Exchange Server to Office 365 accounts.

• Configure ‘Outlook Anywhere’ (also known as RPC over HTTP) on your on-premises Exchange Server. Connect to Exchange organization through Outlook Anywhere. This is valid till Exchange 2007. Use the Outlook Autodiscover test to verify connectivity.
• In Exchange 2010 and later versions, configure MAPI over HTTP.
• Check that you have necessary permissions on the on-premises user account that is used for connecting to Exchange Server.
• The on-premises Exchange user account used for connecting to an on-premises Exchange organization (also called migration administrator) must have the necessary permissions to access on-premises mailboxes that need to be migrated to Office 365. 
• Exchange administrators must have full access to each on-premises mailbox database to store user mailboxes. Alternatively, assign Receive As permission on the on-premises mailbox database that is storing user mailboxes.
• Assigned WriteProperty permission for modifying TargetAddress property for all on-user accounts.
• Disable unified messaging. Turn-off unified messaging or UM for on-premises Exchange to migrate and turn it on before migrating.

Key Considerations for Exchange Hybrid

• Requires complete deployment of Hybrid environment
• Check ActiveSync device settings with Exchange Hybrid deployment
• Check that all mailbox migration permissions are allotted properly
• All cross-premises mailbox permissions are assigned and in place
• Check the Mailbox Forwarding Settings
• Ensure that all Exchange Online mailboxes are moved to the on-premises environment

Key Considerations for PowerShell cmdlet New-MailboxExportRequest

• PowerShell cmdlet New-MailboxExportRequest is used to export mailboxes to PST format.
• Understand the type of user account and know the folder name in which the mailbox is located. Both these details are required to complete the PowerShell cmdlet.
• Assign a single cmdlet request for a single mailbox.
• Decide the Import process – Network Upload or Drive Shipping. The network Upload method is used to upload PST files over the temporary Azure storage location in Microsoft Cloud. Drive shipping method allows users to ship PST file data physically through a BitLocker-encrypted hard drive.

Key Considerations for Stellar Converter for EDB Software

• Allows selecting the EDB files and exporting EDB mailboxes to Office 365
• Requires downloading the EDB converter software
• Requires software and Exchange database accessibility on the same system
• Requires login details of all Office 365 users

Best Method for Migrating EDB Mailboxes to Office 365

Cutover, Staged, Hybrid Exchange, and PowerShell script-based methods for EDB to Office 365 migration involve multiple processes and steps. For example, a staged migration process includes more than ten processes such as prepare for migration, verify your domain, use directory synchronization to create users in Office 365, create a list of the mailbox to migrate, connect Office 365 to your email system, migrate mailboxes, start the staged migration batch and so on.
In comparison, the software-based EDB to PST Migration method involves a single process with 3 steps viz. Select EDB – Convert – Export to Office 365.
EDB migration by using any of these methods except the software is tedious and lengthy, with chances of error. The software-based approach can save exchange administrators from extensive manual efforts while helping drive the EDB to the O365 migration process with high efficiency and precision.
For example, by using the software, Exchange administrators are saved from spending time on writing lengthy PowerShell ‘mailboxexport’ scripts and performing multiple steps. So, the software-based method provides much faster & precise migration in comparison to others.
Also, in the drive-shipping method for importing PST in Office 365, there may be a risk of data loss during the transit, despite taking security measures by using bit-locker encryption.
Further, all these methods – except the one based on using software – need extensive permissions to carry out the processes. Any missing permission on Exchange may hamper the migration of EDB mailboxes to Office 365. The software doesn’t face any of these limitations and offers a faster and more secure method for migrating mailboxes from EDB to Office 365.