Data Migration

FastTrack Specialists provide guidance on steps for data migration to Office 365. We provide guidance for you by using a combination of tools and documentation and by performing configuration tasks where applicable and feasible. This is available for all eligible customers with Office 365 services for Exchange Online, OneDrive for Business, and SharePoint Online.

The data migration services outlined in the following table are available to Office 365 tenants with 500 or more licenses.* For example, you may have data in your source environments that you want to migrate to Office 365. The FastTrack Center Benefit includes providing guidance with source environment integration to facilitate migrating content.

*If you purchased or renewed a commercial plan prior to 9/1/2017, 150 seats is the minimum seat requirement throughout your current subscription period in order to receive the migration benefit. For education plans, only faculty and staff are eligible for migration services.

Note

Data migrated through the FastTrack services may be transferred to, stored, and processed anywhere that Microsoft maintains facilities (except as otherwise provided for your particular FastTrack engagement). The FastTrack services aren't designed or intended for data subject to special legal or regulatory requirements.

Note

Unforeseen issues (including but not limited to unreadable or corrupt items in the source environment) may prevent some items from being migrated.

Note

Migration assistance is available in Traditional Chinese and Simplified Chinese (resources speak Mandarin only), English, French, German, Italian, Japanese, Portuguese (Brazil), and Spanish.

Note

If integration is required, your source environment must be at a minimum level for that application.

The following table describes what's expected for migration in your existing source environment.

Activity Source environment expectation
Exchange Online migration
Microsoft migrates any combination of the source environments listed below, each one at a time. We can migrate the onboarded messaging system using the FastTrack Center or if it's passed the FastTrack Center checks. This includes:
A single or multiple Active Directory forests with a single or multiple Exchange organizations, if an Exchange 2010-based hybrid onward is implemented in each organization and Exchange mail systems are 2003 onward.
A single IBM Domino 7.0.3 onward environment (Appendix A - Migration from IBM Domino to Exchange Online).
A single IMAP-capable email environment.
G Suite environments (Gmail, Contacts, and Calendar only).
A single Novell GroupWise 7.0.4 onward environment.

Note Exchange Online onboarding must be completed prior to migration.

Note FastTrack only migrates to active Office 365 mailboxes.

Note For on-premises Exchange dependencies, see Hybrid deployment prerequisites.

Note When migrating multiple source messaging environments (like multiple Exchange organizations or multiple Domino domains), these migrations occur sequentially.
SharePoint Online migration
File shares (Server Message Block (SMB) file shares on devices supporting SMB 2.0 onward).
Box (Starter, Business, Enterprise).
OneDrive for Business migration
File shares (SMB file shares on devices supporting SMB 2.0 onward).
A single G Suite environment (Google Drive only).
Box (Starter, Business, Enterprise).

Note FastTrack only migrates to active Office 365 drives.

Migration to Exchange Online

Enable to migrate

If you use Microsoft to migrate your email, we provide guidance to enable both Exchange Online and the source environment for migration. Depending on the source environment, we may perform various Enable steps. We provide guidance for you by using a combination of tools and documentation and by performing configuration tasks where applicable and feasible. Subject to applicable parameters, we then migrate the mailboxes, monitor jobs, and provide status reports.

Microsoft may require appropriate access and permissions to your mail system to perform migration activities.

Migration policy and steps

  • Migrations are done on standardized prescheduled 24 hours a day, five (5) business days a week (24x5) basis in predefined migration time slots. A "migration time slot" is also called a "migration batch."
  • There are three migration batches per migration day. There are five migration days in a week from Monday 2:00 AM Coordinated Universal Time ‎(UTC) to Friday midnight UTC. This means that the last scheduled migration is Friday 8:00 PM UTC.
  • All migrations use cloud-based migration tools.
  • Microsoft may require appropriate access and permissions to your mail system to perform migration activities.

End State

The expected end state after a migration batch includes:

  • Data from appropriately scheduled and eligible source mailboxes in the source environment is migrated to Office 365.
  • A post-migration report for the migration batch provided by Microsoft.

The expected end state after all migrations are complete includes:

  • Data from eligible source mailboxes is migrated to Office 365 as defined in the following table.
  • The type of data to be migrated depends on the source environment as described in the following table.

Note

All source environments need to be on the latest service packs (SP) and rollup (RU)/cumulative update (CU) level for the respective product in the source environment at the end of the Enable phase. Data migration services are subject to external factors beyond Microsoft's control, like changes to third-party application programming interfaces (APIs), which could result in changes to, delays in, or suspension of these services. For the duration of the FastTrack services, data you make available to Microsoft is accessible from and stored anywhere that Microsoft and its suppliers maintain facilities.

Source environment Type of migration What will migrate from source mailbox What won't migrate
Exchange 2003 onward Cutover Emails
Mailbox rules
Delegates
Mailbox contacts
Calendar
Tasks
Public folders
Personal contacts
Mail-enabled users
Blocked or inactive users
Signature
Mailbox dumpster
Any email that exceeds the message size limit
Archive data
Rights managed or encrypted emails
Corrupted items
Inactive mailboxes
Exchange 2003 and Exchange 2007 Staged Emails
Mailbox rules
Delegates
Mailbox contacts
Calendar
Tasks
Public folders
Personal contacts
Mail-enabled users
Blocked or inactive users
Signature
Mailbox dumpster
Any email that exceeds the message size limit
Archive data
Rights managed or encrypted emails
Corrupted items
Inactive mailboxes
Exchange 2010, Exchange 2013, and Exchange 2016

Note For on-premises Exchange dependencies, see Hybrid deployment prerequisites.
Migration with hybrid deployment Emails
Mailbox rules
Delegates
Mailbox contacts
Calendar
Tasks
Signature
Personal archive migrated with the user's mailbox
Recoverable items
Public folders
Any email that exceeds the message size limit
Journaling archive or any third-party archive solution
Blocked or inactive users
Archive data from Personal Storage Table (PST) files
Rights-managed or encrypted emails
Corrupted items
Inactive mailboxes
G Suite environment (Gmail, Contacts, and Calendar only)

Note Your G Suite environment must have Google APIs and the Google Admin SDK enabled for extending functionality.

Note Location of data: FastTrack may transfer, process, and store migrated data based on the location of the customer's tenancy in the United States or anywhere that Microsoft or its third-party suppliers maintain facilities. FastTrack deletes any stored data within thirty days of completion of the applicable services.
Cutover or Staged Emails
Mailbox contacts
Calendar
Labels
Rules
Delegates
Signature
Tasks
Any email or attachment greater than 35 MB
Blocked or inactive users
Archive data from PST files or any third-party archive solution (for example, Google Vault)
Rights managed or encrypted emails
Corrupted items
Google Hangouts
Google Groups
Resource mailboxes
Inactive mailboxes
IBM Domino 7.0.3 onward (Appendix A - Migration from IBM Domino to Exchange Online) Staged Emails - last 90 days
Calendar - last 90 days and future items
Mailbox contacts - all
Tasks - all
Rooms and resources - provided they are implemented with the standard template
Mail files, including shared mail files, must use the standard mail template
Signatures
Mailbox rules
Delegates
Encrypted items
Document links
User stationery
Any email that exceeds the message size limit
Blocked or inactive users
Archive data
Corrupted items
Calendar coexistence
Inactive mailboxes
Novell GroupWise 7.0.4 onward

Note Location of data: FastTrack may transfer, process, and store migrated data based on the location of the customer's tenancy in the United States or anywhere that Microsoft or its third-party suppliers maintain facilities. FastTrack deletes any stored data within thirty days of completion of the applicable services.
Staged Emails
Calendar
Mailbox contacts
Personal groups
Tasks (with limitations)
Documents
Rules
Proxies/delegates/access control list (ACL) conversion
Signatures
Contact categories
Encrypted email
Search folders
Any email or attachment greater than 35 MB
Blocked or inactive users
Archive data
Rights-managed or encrypted items
Corrupted items
Calendar coexistence
Inactive mailboxes
IMAP4 source Migration using native IMAP4 tools Emails Rules
Delegates
Distribution lists
External contacts
Mail-enabled users
Blocked or inactive users
Mailbox contacts
Calendar
Signatures
Tasks
Any email that exceeds the message size limit
Archive data
Encrypted email
Corrupted items
Inactive mailboxes

Note

If distribution lists (MailEnabledGroup objects) and external contacts (MailEnabledContact objects) are in the on-premises Active Directory, they can be synchronized using Azure AD Connect. However, they aren't a part of mailbox data migration. For more information, see the Identity integration example in Core.

FastTrack Specialists perform the following during migrations:

  • Provide a standard template for scheduling mailbox migrations.
  • Provide information on required permissions for FastTrack Specialists.
  • Collect a predetermined mailbox migration schedule in predetermined format.
  • Share the pre-flight tools with you, so you can run the pre-flight tool and proactively fix the pre-flight failures before migrating the failed mailboxes.
  • Attempt to perform migration of a single mailbox up to two times in a migration batch before reporting that mailbox as a failed migration.
  • For Exchange and IMAP4-based source environments, migrate mailbox content up to 85% of the user mailbox storage limit (for example, if mailbox storage limit is 50 GB, Microsoft migrates up to 85% of the 50 GB storage limit).
  • Enable SMTP mail routing coexistence between source messaging environment and Office 365 Exchange Online unless using cutover migration.
  • Provide post-migration reports.
  • Provide post-migration assistance for critical issues. The following issues are considered critical:
    • Data loss during migration.
    • The source environment becoming unavailable during migration.
    • Migration activities resulting in issues in the source environment.

You perform the following during migrations:

  • Complete Exchange Online onboarding or pass the required checks using the FastTrack Center.
  • Handle all communications with end users.
  • Install the appropriate level of client software as per Office 365 guidelines. For more information, see Office 365 for Business.
  • Validate SMTP mail routing coexistence between source messaging environment and Office 365 Exchange Online if applicable.
  • Provide a schedule in a defined method and a list of specific mailboxes to migrate for each migration event at least 14 days in advance. For Notes migrations, be sure to provide the schedule 21 days in advance.
  • Add to the schedule new or rescheduled mailboxes that are up to 10% of already scheduled mailboxes until three days prior to the migration batch. This should correspond to the final migration batch.
  • Drop mailboxes from the schedule until 24 hours in advance of the migration batch. This should correspond to the final migration batch.
  • Schedule a target average number of mailboxes in a 24-hour period as listed in the following table.
Number of migration eligible mailboxes
Average minimum number of mailboxes in a 24-hour period
150-1000
25% of total
1001-5000
20% of total
5001-10000
15% of total
>10000
1500

Note

These numbers are based on best practice. However, the number of mailboxes that migrate per day will vary based on environment, readiness, and business constraints. Microsoft can't guarantee the speed of mailbox migration.

  • Schedule a minimum of 35 mailboxes in a migration batch.
  • Fix pre-migration failures (if applicable).
  • Provide access and permissions to the source environment to FastTrack Specialists to perform migration activities.
  • Procure and/or provide licensed administrative accounts in Office 365 to perform migration activities (as appropriate).
  • Assist client-side migration issues and run post-migrations operations when necessary.
  • Migrate client-side data if desired. This includes, but is not limited to, local address books, data in local PST files, Outlook rules, and local Outlook settings.
  • Reduce mailbox size below 85 percent of the target Office 365 mailbox limit (if applicable).
  • Handle actions from the post migration report, including mailboxes that didn't move.
  • Fix post-migration failures and reschedule the mailboxes (if applicable).
  • Engage in post-migration assistance for critical issues. The following issues are considered critical:
    • Data loss during migration.
    • The source environment becoming unavailable during migration.
    • Migration activities resulting in issues in the source environment.

You need to follow the standard migration process and engage with Microsoft appropriately. This includes providing access and permissions to source and Office 365 environments, providing migration schedules, correcting any causes for migration errors, and so on. You also need to engage with end users for communications, mailbox migration schedule, and handling end user migration-related issues.

Note

Migrations only use accounts that adhere to security requirements defined during onboarding. If you don't use such accounts, you may experience migration delays.

Migration to SharePoint Online

Enable to migrate

If you use Microsoft to migrate your data, we provide guidance to enable both SharePoint Online and the source environment for migration. Depending on the source, we may perform various Enable steps. We provide guidance for you by using a combination of tools and documentation and by performing configuration tasks where applicable and feasible.

You need to provide appropriate access and permissions to Microsoft to perform some activities.

Migration policy and steps

  • Migrations are targeted* to complete on standardized schedules based on the migration source as shown in the following table:
Source
Schedule policy
File share, Box
24x5 based on predefined migration batches.
Three migration batches per migration day.
There are five migration days in a week from Monday 2:00 AM UTC to Friday midnight UTC.
The last scheduled migration window is Friday 8:00 PM UTC.

*Scheduling is based on an assumed dataset size and environmental factors. Some scheduled content may not be able to migrate within a single migration window.

  • Migrations are done on a standardized pre-scheduled 24x5 basis in predefined migration batches.
  • There are three migration batches per migration day. There are five migration days in a week from Monday 2:00 AM UTC to Friday midnight UTC. This means that the last scheduled migration is Friday 8:00 PM UTC.
  • All migrations require appropriate access and permissions to the source environment.
  • All migrations are subject to SharePoint Online quotas outlined in the SharePoint Online and OneDrive for Business software boundaries and limits.
  • The overall amount of migrated data will be bound to 75% of the overall SharePoint Online storage quota to which you are entitled (including the additional storage you may have purchased separately).

End state

The expected end state after a migration batch includes:

  • Data from appropriately scheduled and eligible sources in the source environment is migrated to SharePoint Online.
  • A post-migration report for the migration batch provided by Microsoft.

The expected end state after all migrations are complete includes:

  • Data from the eligible source is migrated to Office 365 as defined in the following table.
  • The type of data to be migrated depends on the source environment as described in the following table:
Source environment
Type of migration
What will migrate
What won't migrate
Any file share device supporting SMB 2.0 onward
Single pass
Documents
File and folder structure
User level file and folder permissions*
Group level file and folder permissions*
Files under 15 GB
Basic document and folder metadata:
Created date
Modified date
Created by
Last modified by

*Directory synchronization configuration required. Only NTFS permissions exposed to the Windows File Explorer are migrated. Permissions managed directly on file share devices aren't migrated. If data is stored on an SMB 2.0 device, the NTFS-equivalent permissions exposed by the SMB protocol are migrated.
Ownership history and previous versions
Conversion of embedded URLs in content
Previous versions
Windows file and folder attributes (like read-only and hidden)
Non-Windows New Technology File System (NTFS) and NTFS advanced permissions and special settings:
Explicit deny permissions (removed after migration, content subject to parallel permissions or permissions on parent folder)
NTFS auditing configuration
Additional file metadata provided by File Classification Infrastructure (FCI)
Inaccessible or corrupted documents
Hidden shares
Sharing (like permissions granted on the share level)
Files or folders exceeding current SharePoint Online restrictions and limitations
Box (Starter, Business, Enterprise)
Single or multi-pass
Documents
File and folder structure
User level folder permissions
Group level folder permissions
Files under 15 GB
Basic document and folder metadata:
Created date
Modified date
Created by
Last modified by
Shared content owned by the Box account being migrated (if shared explicitly with users or groups)*

*Use Box reports to identify the external accounts. Instruct end users to reshare their content after migration.
Ownership history, previous versions, and comments
User level file permissions
Group level file permissions
File and folder descriptions
Box Tags and advanced metadata
File lock attributes
Conversion of embedded URLs in content
Trashed items
Inaccessible or corrupted documents
Blocked or inactive users
Box Notes (non-functional as they migrate without conversion)
Box Apps, Bookmarks, Favorites, and Workflows
Content not owned by the migrated Box account (shared folders)
Permissions and basic metadata of external users*
Files or folders exceeding current SharePoint Online restrictions and limitations

FastTrack Specialists perform the following during migrations:

  • Conduct a migration walkthrough workshop covering the process and approach for the selected migration scenario.
  • Provide prerequisites for assessment and migration tools as applicable for the scenario.
  • Provide prerequisites for migration team access to the source and target environment for the purpose of assessment and migration.
  • Provide assessment tools to perform assessments of the target source environment, or provide instructions on how to use native source platform functions to create assessment reports.
  • Assist in deploying and running assessment and migration tools (if applicable).
  • Configure migration infrastructure in preparation for content migration (when applicable).
  • Conduct a limited test migration to validate the migration infrastructure and required prerequisites.
  • Provision out-of-the-box target SharePoint Online sites as a part of migration.
  • Conduct one pilot migration prior to velocity migration.
  • Provide guidance on migration scheduling for the selected scenario.
  • Conduct velocity migration waves of content according to the migration schedule provided by the customer and validated by FastTrack resources.
  • Provide migration results after each migration window.
  • Participate in velocity migration issues triage and provide guidance on potential remediation options.
  • Provide a final migration report for each velocity migration window.
  • Provide post-migration assistance during user acceptance testing up to five days past migration completion.

You perform the following during migrations:

  • Provide project resources recommended for assessment and migration activities. These include:
    • Project management.
    • User Acceptance Testing (UAT).
    • Admins responsible for source and target content platforms.
  • Provide infrastructure prerequisites for assessment and migration activities (if required).
  • Provide access and permissions to the source and target environments to FastTrack Specialists to perform migration activities (if required).

    Note

    Migrations only use accounts that adhere to security requirements defined during onboarding. If you don't use such accounts, you may experience migration delays.

  • Provide prerequisites and perform activities required to support assessment and migration.
  • Install FastTrack-provided assessment tools and complete assessment data gathering activities (if applicable).
  • Install FastTrack-provided migration software on-premises (if applicable).
  • Complete remediation activities outlined in the FastTrack-provided remediation report (if applicable).
  • Provide a migration schedule using FastTrack templates and guidance.
  • Conduct migration quality assurance and user acceptance testing.
  • Conduct post-migration migration remediation (if applicable).
  • Plan and implement change management and end user communications (if applicable).
  • Administrate and configure any changes to the source system and devices required for successful completion of assessment and migration activities.

Migration to OneDrive for Business

Enable to migrate

If you use Microsoft to migrate your data, we provide guidance to enable both OneDrive for Business and the source environment for migration. Depending on the source, we may perform various Enable steps. We help you with some activities by using a combination of tools, documentation, and guidance, and by performing configuration tasks where applicable and feasible.

You may need to provide appropriate access and permissions to Microsoft to perform some activities. If you don't provide access and/or permissions, you need to perform certain defined tasks yourself with guidance from Microsoft.

Migration policy and steps

  • Migrations are targeted* to complete on standardized schedules based on the migration source as shown in the following table:
Source
Schedule policy
File share, Box, Google Drive
24x5 based on predefined migration batches.
Three migration batches per migration day.
There are five migration days in a week from Monday 2:00 AM UTC to Friday midnight UTC.
The last scheduled migration window is Friday 8:00 PM UTC.

*Scheduling is based on an assumed dataset size and environmental factors. Some scheduled content may not be able to migrate within a single migration window.

End state

The expected end state after a migration batch includes:

  • Data from appropriately scheduled and eligible sources in the source environment is migrated to OneDrive for Business.
  • A post-migration report for the migration batch provided by Microsoft.

The expected end state after all migrations are complete includes:

  • Data from eligible sources is migrated to Office 365 as defined in the following table.
  • The type of data to be migrated depends on the source environment as described in the following table.
Source environment Type of migration What will migrate What won't migrate
Single G Suite environment (Google Drive only)
Single pass
Google Docs, Sheets, and Slides (files are converted to the equivalent Office format)
Google Drawings (files are converted to SVG or PNG format)
File and folder structure
User level folder permissions
Group level folder permissions
Files under 15 GB
Basic document and folder metadata:
Created date
Modified date
Created by
Last modified by
Shared content owned by the Google Drive account being migrated (if shared explicitly with users or groups)
Ownership history, previous versions, and comments
File and folder descriptions, folder colors
Conversion of embedded URLs in content
User level file permissions
Group level file permissions
Trashed Items
Inaccessible or corrupted documents
Blocked or inactive users
Shared content external to your organization
Google Photos. Forms, Maps, and other connected apps
Files or folders exceeding current SharePoint Online restrictions and limitations
Any file share device supporting SMB 2.0 onward
Single pass
Documents
File and folder structure
User level file and folder permissions*
Group level file and folder permissions*
Files under 15 GB
Basic document and folder metadata:
Created date
Modified date
Created by
Last modified by

*Directory synchronization configuration required. Only NTFS permissions exposed to the Windows File Explorer are migrated. Permissions managed directly on file share devices aren't migrated. If data is stored on an SMB 2.0 device, the NTFS-equivalent permissions exposed by the SMB protocol are migrated.
Ownership history and previous versions
Conversion of embedded URLs in content
Previous versions
Windows file and folder attributes (like read-only and hidden)
Non-Windows New Technology File System (NTFS) and NTFS advanced permissions and special settings:
Explicit deny permissions (removed after migration, content subject to parallel permissions or permissions on parent folder)
NTFS auditing configuration
Additional file metadata provided by FCI
Inaccessible or corrupted documents
Hidden shares
Sharing (like permissions granted on the share level)
Files or folders exceeding current SharePoint Online restrictions and limitations
Box (Starter, Business, Enterprise)
Single or multi-pass
Documents
File and folder structure
User level folder permissions
Group level folder permissions
Files under 15 GB
Basic document and folder metadata:
Created date
Modified date
Created by
Last modified by
Shared content owned by the Box account being migrated (if shared explicitly with users or groups)*

*Use Box reports to identify the external accounts. Instruct end users to reshare their content after migration.
Ownership history, previous versions, and comments
File and folder descriptions
User level file permissions
Group level file permissions
Box Tags and advanced metadata
File lock attributes
Conversion of embedded URLs in content
Trashed items
Inaccessible or corrupted documents
Blocked or inactive users
Box Notes (non-functional as they migrate without conversion)
Box Apps, Bookmarks, Favorites, and Workflows
Content not owned by the migrated Box account (shared folders)
Permissions and basic metadata of external users*
Files or folders exceeding current SharePoint Online restrictions and limitations

FastTrack Specialists perform the following during migrations:

  • Conduct a migration walkthrough workshop covering the process and approach for the selected migration scenario.
  • Provide prerequisites for assessment and migration tools as applicable for the scenario.
  • Provide prerequisites for migration team access to the source and target environment for the purpose of assessment and migration.
  • Provide assessment tools to perform assessments of the target source environment, or provide instructions on how to use native source platform functions to create assessment reports.
  • Assist in deploying and running assessment and migration tools (if applicable).
  • Configure migration infrastructure in preparation for content migration (when applicable).
  • Conduct a limited test migration to validate the migration infrastructure and required prerequisites.
  • Provision out-of-the-box target OneDrive for Business sites as a part of migration.
  • Conduct one pilot migration prior to velocity migration.
  • Provide guidance on migration scheduling for the selected scenario.
  • Conduct velocity migration waves of content according to the migration schedule provided by the customer and validated by FastTrack resources.
  • Provide migration results after each migration window.
  • Participate in velocity migration issues triage and provide guidance on potential remediation options.
  • Provide a final migration report for each velocity migration window.
  • Provide post-migration assistance during user acceptance testing up to five days past migration completion.

You perform the following during migrations:

  • Provide project resources recommended for assessment and migration activities. These include:
    • Project management.
    • UAT.
    • Admins responsible for source and target content platforms.
  • Provide infrastructure prerequisites for assessment and migration activities (if required).
  • Provide access and permissions to the source and target environments to FastTrack Specialists to perform migration activities (if required).

    Note

    Migrations only use accounts that adhere to security requirements defined during onboarding. If you don't use such accounts, you may experience migration delays.

  • Install FastTrack-provided assessment tools and complete assessment data gathering activities (if applicable).
  • Install FastTrack-provided migration software on-premises (if applicable).
  • Complete remediation activities outlined in the FastTrack-provided remediation report (if applicable).
  • Provide a migration schedule using FastTrack templates and guidance.
  • Conduct migration quality assurance and user acceptance testing.
  • Conduct post-migration migration remediation (if applicable).
  • Plan and implement change management and end user communications (if applicable).
  • Administrate and configure any changes to the source system and devices required for successful completion of assessment and migration activities.