Should we add a note at the top of each section to clarify which path the section applies to?

Do you buy the three general paths I've outlined?

Office 365 Guidebook:The Trainer EditionThis packet of materials is meant to teach trainers how to successfully help an organization make the move to Office 365. It outlines necessary prep for the migration, the migration itself, and training the organization on Office 365.

Table of ContentsOffice 365 Guidebook: The Trainer Edition......................................................................................................1

Overview..............................................................................................................................................................4

Fresh start............................................................................................................................................................4

Exchange migration..............................................................................................................................................5

Other Migration....................................................................................................................................................5

Overview..............................................................................................................................................................7

Signing Up with TechSoup....................................................................................................................................7

Signing Up for a Trial............................................................................................................................................7

Adding your Domain Name..................................................................................................................................8

Picking your Licenses............................................................................................................................................9

Product Features (Depending on License)................................................................................................................9

Product.....................................................................................................................................................................9

Features with E1.......................................................................................................................................................9

Features with E3.......................................................................................................................................................9

Included Products...................................................................................................................................................11

E1...........................................................................................................................................................................11

E3...........................................................................................................................................................................11

Overview............................................................................................................................................................13

Determining Your Desktop/Laptop OS Version..................................................................................................15

Determining Your Office Version........................................................................................................................17

Determining Your Mobile OS Version.................................................................................................................20

Determining Server Compatibility......................................................................................................................22

Directory Synchronization..............................................................................................................................23

Overview............................................................................................................................................................25

Overview............................................................................................................................................................31

Device Lists.........................................................................................................................................................32

Exchange Information........................................................................................................................................32

Credentials.........................................................................................................................................................34

Overview............................................................................................................................................................38

Manual (PST Import) Migration..........................................................................................................................39

Automated (Exchange) Migration......................................................................................................................40

Alternate Manual (PST Import) Migration..........................................................................................................41

Overview............................................................................................................................................................43

User Notification................................................................................................................................................44

Documentation...................................................................................................................................................46

Overview............................................................................................................................................................48

External DNS Records.........................................................................................................................................49

Incoming Email (MX record)...........................................................................................................................49

Anti-spam (SPF record)...................................................................................................................................49

Autodiscover (CNAME record)........................................................................................................................49

Skye for Business (CNAME and SPF records)..................................................................................................50

Internal DNS Server............................................................................................................................................51

Overview............................................................................................................................................................57

Configuring Outlook...........................................................................................................................................59

Importing the Old PST........................................................................................................................................63

Managing Archive Folders..................................................................................................................................66

Configuring Your Mobile Device.........................................................................................................................70

Overview............................................................................................................................................................72

Direct Delivery....................................................................................................................................................73

Relay Delivery.....................................................................................................................................................76

Overview............................................................................................................................................................81

OverviewThis section is intended to give an overview of the migration or initial setup process and the organization’s responsibilities.

1. Getting the Non-Profit Office 365 Donation

The organization will need to sign up for the Non-Profit E3 Trial. They will then be able to select the licenses that are appropriate for their needs.

2. Verifying compatibility

Their desktops and servers need to be prepared for Office 365. They’ll need to make sure their computers are running an updated version of Windows, Mac OS, and Office. If they’re doing an automated migration, you’ll need to verify their server’s compatibility too.

3. Updating Software

Their operating systems and productivity software need to be fully updated for Office 365 to work reliably.

4. Gathering information before workshop

You’ll need a bunch of information from them to complete their email migration. Along with this document they should receive a spreadsheet with a checklist to record information about each of their computers, servers, DNS provider, etc. This will make your life a lot easier.

Once you have this information you can schedule their migration!

5. Performing the migration, configuring devices, and getting training

Once their network is prepped and you have all the information you need, it’s time to do the migration. This process depends on the kind of environment you have now, so you’ll need to read on for the details.

During and after the migration itself it’ll be time to configure their desktops and mobile devices. They will still have access to their email until the process is complete, so they can continue to work.

PathsThis section defines the three different paths you can take when moving to Office 365 depending on your current environment.

Common scenarios include:

Fresh startOrganizations that own their own domain name, but don't have email set-up.

Focus on sections:

1. Phase 1-32. Phase 4: Devices List

3. Phase 54. Phase 6 if they have several staff with email already5. Phase 7

Exchange migrationOrganizations using a Microsoft Exchange server

Focus on sections:

1. Phase 1-42. Exchange migration3. ...

Other MigrationOrganizations using personal email addresses on a 3rd party services like gmail, yahoo, or hotmail, etc.

Focus on sections:

1. Phase 1-32. CalendarWhiz or manual migration3. Phase 54. ...

Phase 1getting the donation

(everyone likes free stuff)

OverviewMicrosoft offers free licensing to most non-profit organizations, but the process can be unclear and confusing. You’re here to help them get the non-profit pricing with the least headache possible. The general process for getting Office 365 is as follows:

1. Sign up for an Office 365 for Non-Profits Trial Account2. Add your domain name and change DNS records to verify ownership3. Wait for Microsoft to verify ownership using your website4. Pick your final licenses and get ready for the migration

Signing Up with TechSoupBefore signing up for the trial ensure that your organization has an account with TechSoup (USA orgs) or their local partner (elsewhere). Having a TechSoup account ensures quick (sometimes instantaneous) approval of your account. If your organization is in a country without TechSoup or a partner or organization (but still in a country with Office 365 for Nonprofits) approval may take up to 20 days.

To see if your country has a TechSoup partner go to http://www.TechSoup.org and select your country from the dropdown menu.

If your organization doesn't have a TechSoup account create one now. It's free!

Signing Up for a TrialOffice 365 for Nonprofits is currently available in 100+ countries. Before proceeding ensure that your country is included by checking the dropdown list at http://www.microsoft.com/about/corporatecitizenship/en-us/nonprofits/whos-eligible/

When Signing up for an Office 365 for Non-Profits Trial you have the option of several different license types:

Always sign up for the Enterprise (E3) trial licenses (even if you want the E1 license - you can change your license later). The other licenses include fewer features and are not upgradable to the Enterprise plans. If you pick the Small Business Plans, it will be an ordeal to change the license type.

To Sign up:

1. Go to Domains in Admin Center Go to the Office 365 Admin Center, then click on “Domains” in the left menu. Click “Add domain”

to start adding your domain.

2. Follow the steps to add your domainMicrosoft does a very good job of leading you

through adding your domain.

Adding your Domain NameAdding the domain name is the most complicated part of the Office 365 Nonprofit signup process. This will scare a lot of the organizations you work with, and they will require a lot of hand-holding or for you to do the entire process for them.

You will need their Domain Name Server (DNS) login information in order to complete the Office 365 subscription. You’ll find more information about DNS in the Domain Name Server (DNS) Credentials section on page 47.

You will need to:

1. Get the E3 for Nonprofits trial Go to the website below and click the “Office 365 Nonprofit E3” free trial link.

http://products.office.com/en-us/nonprofit/office-365-nonprofit-plans-and-pricing

2. Sign up for a new accountIf prompted click “no, I’ll sign up for a new account”

3. Fill out your informationFill out the form. Be particularly careful about:

Email Address: Make sure this is the same domain as the email you are trying to configure, or you will be unable to reset certain passwords. If your current email address does not have a domain associated with it (username@techsoupglobal.org has a domain associated, username@gmail.com does not) you don’t need to worry about this.

User Id: the part before “.onmicrosoft.com” is not changeable and will appear in certain URLs. This is permanent. It’s usually easiest to use the organization’s name or acronym.

1. Add their domain to Office 365 by clicking on “domains” on the left hand side of the Admin Center. 2. Follow the instructions to add a custom TXT DNS record to your domain.3. Follow the instructions to verify ownership of the domain.

Picking your LicensesThe major difference is that E1 only includes web-based Office applications whereas E3 includes the ability to download full desktop Office Professional Plus Suite. If the organization already has the latest Office apps (or doesn't need them) we recommend that nonprofits with 20 or fewer staff select the E1 license. If you have a need for Encrypted Email & Files, Legal Holds, or other Compliance related features, you will need E3 licenses.

We outline the different services and features available with each kind of license, which will help you make the best license selection:

Product Features (Depending on License)

Product Features with E1

Features with E3

Office 365 Platform No Azure Rights Management Azure Rights Management

Exchange Online

(User subscriptions are not required for conference rooms and shared mailboxes. These special mailbox types do not have login credentials. Instead, licensed users with the appropriate permissions manage them via delegation.)

Encryption of data at rest (BitLocker)

No IRM using Azure RMS IRM using Windows Server

AD RMS No Office 365 Message

Encryption No In-Place Hold and Litigation

Hold In-Place eDiscovery No Data Loss Prevention

No Inactive Mailboxes

Encryption of data at rest (BitLocker)

IRM using Azure RMS IRM using Windows Server

AD RMS Office 365 Message

Encryption In-Place Hold and Litigation

Hold In-Place eDiscovery Data Loss Prevention Inactive Mailboxes

Exchange Online Archiving Available as add-on Included

SharePoint Online No BCS (Business Connectivity Services)

Deferred Site Collection Upgrade

No DLP Encryption at rest (BitLocker

encryption of doc libs, OneDrive, and site data)

No Improved Self-Service Site Creation

Auditing Auditing & Reporting (e.g.

doc edits, policy edits,

BCS (Business Connectivity Services)

Deferred Site Collection Upgrade

DLP Encryption at rest (^ + Pre-

file encryption encrypting every individual file with a unique key)

Improved Self-Service Site Creation

Auditing Auditing & Reporting (e.g.

BI

deletes) Content Organizer Design Manager Document Sets eDiscovery Search No eDiscovery Hold No eDiscovery Export External Sharing: External

Access & Guest Link No IRM using Azure Rights

Management Managed Metadata Service No Preservation Hold Library Records Management Site Mailbox No Business Intelligence

Center No Data Connection Library No Excel Services No Duet Online

doc edits, policy edits, deletes)

Content Organizer Design Manager Document Sets eDiscovery Search eDiscovery Hold eDiscovery Export External Sharing: External

Access & Guest Link IRM using Azure Rights

Management Managed Metadata Service Preservation Hold Library Records Management Site Mailbox Business Intelligence Center Data Connection Library Excel Services Duet Online

Skype for Business Online No IM Content Archiving No Conference Content

Archiving No User Level Archiving

Configuration Presence Awareness Web App

IM Content Archiving Conference Content

Archiving User Level Archiving

Configuration Presence Awareness Web App

Included Products

E1 E3 Office Online 1 TB OneDrive for Business 50 GB inbox w/ Outlook Shared Calendaring Skype for Business SharePoint Newsfeed/Yammer O365 Video

Office Pro Plus 2013 Office for Mobile Devices Office Online 1 TB OneDrive for Business 50 GB inbox w/ Outlook Shared Calendaring Skype for Business SharePoint Newsfeed/Yammer O365 Video IRM eDiscovery Center PowerQuery, PowerPivot,

PowerMap (Add-on needed for

PowerBI)

The most important part of this process is to ensure that you have signed up for the E3 Trial and not the Small Business Trial.

Phase 2verifying compatibility

(the annoying stuff)

OverviewThis section helps you understand the requirements for Office 365 and determine if their computers are supported. If you are not using supported software we recommend that you upgrade using a software donation from TechSoup (if available in your country)

Please note that all software and devices must be fully updated.

Desktops and Laptops

Operating Systems Windows Vista

Windows 7

Windows 8

Windows 10

Mac OS X 10.6

Browsers Internet Explorer 10 or greater1

Latest versions of Firefox or Chrome

Safari 5 or greater

Office Versions Office 2010

Office 2013 (recommended)

Office 2016

Office 2011 for Mac

Office 2016 for Mac

Mobile Devices

Please note that, because of the tremendous variability of mobile devices by manufacturer and version, we cannot guarantee compatibility. Technically, any phone that supports the Active Sync protocol should support Office 365, but functionality can vary dramatically.

iOS (Apple) iOS 4.0 and up

Android Check with your wireless provider

Windows Phone Windows 7 or greater

Blackberry OS 4.5 and Higher

Blackberry 10 devices not supported

1 Internet Explorer is required for full functionality. However, almost all features are available in the latest versions of chrome and Firefox. To fully understand the limitations see Microsoft’s guide: https://support.office.com/en-IN/article/Office-365-system-requirements-719254c0-2671-4648-9c84-c6a3d4f3be45

Servers

Server compatibility is only important if the organization is completing an automated exchange migration from an on-premise server.

For Exchange Migration

Exchange 2003 SP2

Exchange 2007 SP3

Exchange 2010 SP3

Exchange 2013 SP1

RPC over HTTP (Outlook Anywhere) configured

Valid SSL certificate on RPC directory

For Directory Sync Server 2008R2 64bit member server (cannot be a DC)

Determining Your Desktop/Laptop OS VersionTo help the organization in determining its compatibility, here are instructions to determine their operating system version.

Windows Machines

1. Open the control panel (with start menu)

If you have a start menu, open it and then click on “Control Panel.”

2. Open the control panel (no start menu) If you don’t have a start menu, you’re running

Windows 8. Press the keyboard shortcut below, or right click on the Windows logo in the taskbar, and then select “control panel” from the list.

+ x(don’t press the + key)

3. Open the “System and Security” category In category view, click on “System and Security.” If

you are in icon view you can open the “System” panel directly.

4. Open System

Click on the “System” header to view details about your computer

5. Record your OS VersionNote the version under “Windows Edition”.

If your screen doesn’t look like this, and instead has tabs that read “General,” “Computer Name,” “Hardware,” etc, look for the operating system on the “General” tab (it’s probably Windows XP).

Apple Macintosh Machines

1. Open About This Mac

Click on the apple icon in the upper left of the screen and then select “About This Mac.”

2. Record your OS VersionRecord the Mac OS version found on this screen

(in this case 10.5.3).

Determining Your Office VersionUnfortunately, this process differs depending on the version of Office you have installed. It is highly recommended that the organization upgrades to the latest version of Office before the migration if possible, and if they are not already using the latest version.

Note that it is possible to have different versions of Office on the same machine. Make sure that all versions of the office applications match.

Windows Machines

1. Open Microsoft OutlookLaunch Microsoft Outlook

2. If you have dropdown menusIf your version of Outlook has drop down menus along the top, click Help > About Microsoft Office

Outlook

Record the Microsoft Office version from this screen.

3. If you have a ribbon interface

If you just have a file menu or a circular button in the upper left of Outlook click on that button to open up the file menu

Click on the “Help” tab or “Office Account” tab to see version information. Record the full version (Office Professional Plus 2010 and Office Professional Plus 2013 in this case).

Apple Macintosh Machines

1. Open Outlook for MacOpen Outlook for Mac. If your computer does not

have Outlook installed, you either do not have Microsoft Office, or you are running a version too

old for use with Office 365.

2. View application informationClick Outlook > About Outlook to view the version information. Record the full version information

from the next screen.

Determining Your Mobile OS VersionThese instructions are provided as a general guide only. Users should check with their wireless provider or device manufacturer for a definitive answer on compatibility.

iOS Devices (Apple)

1. Open Settings > General > About

From the settings app select General > About and

record the version

Android Devices

The Android OS version is not particularly helpful when determining compatibility.

Windows Mobile Devices

1. Settings > About

Open Settings > About and record the OS Version.

Blackberry Version

1. Settings > About

Open Control Panel > Options > Device >

Options > About and record the operating system

version.

NOTE: the exact location of this screen varies by device, provider, and

theme.

Phase 3updating software

(ensuring things go smoothly)

OverviewUsing supported versions of Windows, Mac OS X, and Office is just the first step. In order to ensure Office 365 works well with their computers you’ll need to ensure all of the software is fully updated.

Windows OS and Office

1. Open the control panel (with start menu)

If you have a start menu, open it and then click on “Control Panel.”

2. Open the control panel (no start menu) If you don’t have a start menu you’re running

Windows 8. Press the following keyboard shortcut, or right click on the Windows logo in the taskbar, and then select “control panel” from the list.

+ x(don’t press the + key)

3. Open the “System and Security” category In category view, click on “System and Security.” If

you are in icon view you can open the “System” panel directly.

4. Open Windows Update

Click on the “Windows Update” header.

5. Click “Change Settings”Click “Change Settings.”

6. Ensure you get other updatesEnsure that “Give me recommended updates…” and “Give me updates for other Microsoft products” are selected.

7. Check for updatesClick “Check for updates”

8. For Windows 8: Reboot ComputerIf you’re using Windows 8 you just need to reboot your computer to install the updates.

For Windows 7: Click Install UpdatesIf you’re using Windows 7 click “Install Updates.”

Windows Server

Windows Server is typically updated in the same manner as the Windows OS.

To ensure that Exchange is fully updated, manually verify that the latest service pack has been installed and run Windows Update again.

Mac OS X

1. Open Software Update

Click the Apple icon > Software Update… with the Finder selected.

2. Install Updates for 10.6Select all the updates and click “Install” in the

lower right corner.

3. Install Updates for 10.7 and AboveClick “Install All” in the upper right corner.

Office for Mac

1. Open Outlook for MacOpen Outlook for Mac

2. Check for UpdatesClick “Check for Updates”

3. Install Updates for 10.7 and AboveCheck all updates and click “Install” in the lower

right corner.

Mobile Devices

Please refer to your manufacturer for update instructions. However, typically:

Older iOS devices must be updated through iTunes Newer iOS devices update automatically Android devices update automatically Windows phones update automatically Blackberry devices must be updated through the blackberry desktop software

Phase 4information gathering

(documentation everywhere)

OverviewThe organization will need to gather a bunch of information to make sure the migration to Office 365 goes smoothly. Accompanying this packet is a spreadsheet where the org can record the required information. This section outlines what information is needed.

Devices

List of Desktops and LaptopsYou’ll need a list of every desktop and laptop along with the OS version and Office version and verification that updates have been installed.

List of Mobile DevicesIf they intend to configure their users’ mobile devices for them, it is a good idea to have a list of all the devices you will be configuring, their OS version, etc.

Exchange Information

List of User MailboxesYou need a list of every mailbox in their organization to ensure that everything is provisioned properly. This is necessary even if they’re doing a manual PST import migration.

List of Shared MailboxesYou need a list of shared mailboxes (including resource mailboxes) used in their organization and who has permissions to these mailboxes. We’ll cover what this is later in the document.

List of Distribution GroupsYou need a list of the Exchange distribution groups they want configured in their organization and who should be a member of them. This is only needed for manual PST migrations.

Server and DNS Information

Exchange Admin CredentialsIf they’re performing an automated Exchange Migration, you’ll need credentials for an Active Directory account.

If they’re performing a MigrationWiz migration (pg. 37) from an environment other than Exchange (i.e. Gmail), you’ll need the credentials of every user they are migrating.

Internal DNS InformationWe need to know all of the domains you’re hosting internally on your server or that are being hosted by a hosting provider (i.e. GoDaddy).

DNS CredentialsWe’ll need login information to your DNS provider.

Device ListsPlease see the accompanying spreadsheet for details about the device lists. Make sure that the information in the sheets matches at least the minimum system requirements outlined earlier in this document.

Exchange InformationList of User Mailboxes

You’ll need a list of every user they wish to have a dedicated user mailbox. Users log into these mailboxes with a username and password. They can be used in Outlook Web Access or full Outlook and are accessible with mobile devices via Active Sync. Note that passwords expire every 90 days, though this duration can be increased for your organization as a whole, or set to never expire.

You’ll ask them for the following information:

First & Last Name: These will form the user’s display name on emails and in lists. Primary Email Address: All emails from this user will appear to come from this email address. This

address will also be the login name for the user. Secondary Email Addresses: User mailboxes can have multiple secondary email addresses. These allow

you to receive email sent to other email addresses in your mailbox. You cannot send from these addresses. This is useful when changing addresses or when you want multiple versions of the same address (sam@techimpact.org and samc@techimpact.org).

Should the User Be an Admin: Do you want the user to be an administrator?

List of Shared Mailboxes

Shared Mailboxes do not have a dedicated username and password. They are accessed as secondary mailboxes in Outlook or from Outlook Web Access. Users can still send email from these mailboxes. Shared mailboxes can also have calendars and contact lists. Shared Mailboxes do not count towards your licenses and have a limit of 50GB. We’ll ask for the following information:

Full Name: This is displayed in lists and on email from the mailbox. Primary Email Address: All emails from this user will appear to come from this email address. Secondary Email Addresses: Shared mailboxes can have multiple secondary email addresses. These

allow you to receive email sent to other email addresses in the shared mailbox. You cannot send from these addresses.

Full Access Permissions: Which users should have full access to this Mailbox. Users with full access can also share particular folders (Contacts, Calendar, Inbox, etc.) to users in your organization.

Send-As Permissions: Which users should be able to send email that appears to come from this mailbox. Note that users must manually select the address in Outlook and all sent mail will be placed in the user’s sent items rather than the shared mailbox.

List of Public Folders

If they have public folders in on-premise Exchange, they will need to be converted to either Shared Mailboxes or SharePoint lists. Office 365 does not support Public Folders. You will need to figure out what solution in Office 365 will be the most effective for the organization’s needs.

For every public folder you have on-site please provide the following:

Folder Name: The name of the public folder (if you have a folder hierarchy with the same type of items in every subfolder (calendar OR mail OR contacts, etc.) you only need to list the top-level folder).

Content Type: Does the folder hold mail items, contacts, calendars, etc. Primary Email Address: If the public folder is mail-enabled you’ll need to know the email address. Users with Access: Who has access to this public folder?

List of Distribution Groups

NOTE: This list is only necessary for a manual (PST Import) migration.

Distribution groups allow multiple email addresses to receive emails sent to a single email address. These are similar to email groups in outlook but can receive mail from anyone in your organization or even external users.

Display Name: This is displayed in lists and on email from the distribution group. Primary Email Address: They’ll send email to this email address. Externally Accessible: Do they want individuals outside of their organization to be able to send email to

this list? Members: Which internal users and external email addresses do they want to receive emails sent to this

list?

CredentialsIn order to get things up and running we’ll need access to a couple of your systems.

Exchange Admin Credentials

If you’re migrating from an Exchange Server, you’ll need a login to their local Exchange server that has full admin privileges to Exchange. Typically, this means a user in the Domain Admins group. You’ll need:

Their internal domain name The username The password Public Exchange FQDN (mail.techimpact.org) Internal Mailbox Server FQDN (mbx1.techimpact.local)

Mail Provider Admin Credentials

MigrationWiz supports any email provider that uses the Exchange or IMAP protocols.

You’ll need a login for the organization’s current email provider that has full admin privileges. If they are using MigrationWiz, you will need the username and password of all users in their current mail environment. These credentials will be needed by MigrationWiz to move everyone’s historical mail.

Domain Name Server (DNS) Credentials

You also need login information for their DNS provider. DNS is a complicated technology and it can be hard to make sure that you get the information you need. Your DNS provider is what makes your website accessible – it holds a dictionary that tells computers where they can get your website.

There are three separate providers that help people get your website. It’s possible that you are paying three separate companies to do one of each of these services, or one company to do them all:

Domain Registrar: Your domain registrar is who you purchased the domain itself from ($10 or so a year). The domain registrar holds the domain for you and provides a database of contact information for people wanting to ask you about the domain. This is often a separate company from the DNS Provider and Web Hosting provider.

The domain registrar also holds the address of your name servers. These name servers tell other computers who your DNS provider is. We don’t need to edit these settings.

DNS Provider: Your DNS provider actually stores all of the information about where to find different services for your website. This is the service we need a username and password for. The DNS provider is often, but not always, the same as your web hosting provider.

Your DNS Server

Your Domain Registrar Your Domain Z͛s DNSProvider

Your WebHosting Provier

Your Computer

How do I get this site?

Who knows where this site is?(NS Records)

where is the site?(DNS Records)

Site Please!

Web Hosting Provider: Your web hosting provider stores your actual website. We will not be modifying your website or any settings related to it, so we don’t need this username and password (unless the same company is also your DNS provider).

Internal DNS Information

In order to ensure that their desktops are able to easily connect to Office 365, you need to know all of the domains they are hosting DNS information for internally. This only applies if they have a server on-premise.

To determine the domain names that they are hosting internally you will need to connect to every DNS server. These are typically the same servers that serve as Active Directory servers.

1. Open DNS Management

From the Administrative Tools portion of the control panel open “DNS”.

2. View Forward Lookup DomainsExpand “Forward Lookup Zones” and

record all of the domains under there.

(In this case _msdcs.NPOWERPA.ORG and NPOWERPA.org)

Phase 5Migration, Device Configuration, and

Training (it’s finally time)

OverviewOnce you’ve gotten all the information needed from the organization, you can get started on the migration! Migrations have several distinct stages, depending on the type of migration. If the organization is already using a hosted email provider (i.e. Gmail, Comcast, etc.) then you have a couple options for how you migrate their data. The Manual PST migration is an option, but can get particularly complicated with IMAP protocol email providers (like Gmail). MigrationWiz is a relatively cheap paid for service that will automatically move mail from a number of providers to Office 365, which makes life very easy. For more information on MigrationWiz, go to http://www.bittitan.com/products/migrationwiz.

Manual (PST Import) Migration1. You Verify Their Information

You’ll need to look over the spreadsheet and checklist they send you to make sure everything is correct.

2. You Verify PSTs

You need to check each of your computers and ensure that all email has been downloaded to a PST in Outlook 2010 or newer. There is no way to move email to Office 365 that hasn’t already been downloaded to a PST file.

3. You Configure Office 365

You’ll use the spreadsheet they provided to configure users, groups, external contacts, and anything else in Office 365.

4. You Redirect New Mail to Office 365

You’ll make changes to their DNS provider to redirect new mail to Office 365 (MX records). At the same time you’ll add records to ensure that mail from Office 365 is not marked as spam and that Outlook autoconfigure works for users outside of their network. While you’re in there, you’ll also set up records for Skype for Business (if their DNS provider supports these records).

At this time, users will start using Outlook Web Access in the new environment to access their data. They will not be able to use Outlook or their mobile devices until you have reconfigured them.

5. You Reconfigure Their On-Premise DNS

Depending on their server configuration, you may need to make changes to their on-premise DNS to allow Outlook autoconnect to function properly.

6. You Configure Their Desktops and Mobile Devices

Now that mail is flowing to Office 365 and autodiscover has been configured you can start configuring their desktops and mobile devices for Office 365.

7. You Import Their Old PSTs

Now that their desktops are configured you can import their old PSTs into the new Office 365 accounts. PST migrations can take long periods of time and may impact the organization’s internet connection for the duration.

8. You Provide Training to Admins & Users

About a week after the users’ desktops are configured you’ll provide them with training on Office 365 and their admins with Administrator Training. We have a Admin guide available that you can give to workshop attendees to help them with additional training and set-up.

Automated (Exchange) MigrationIf they have an on-premise server with Exchange you’ll typically perform an automated Exchange migration.

1. You Verify Their InformationYou’ll look over the spreadsheet and checklist they sent you to make sure everything is correct.

2. You Start the Data MigrationYou’ll connect Office 365 to their on-premise Exchange server to start a mail migration. This mail migration takes from between a few days to a few weeks depending on the amount of data and the speed of their internet connection. The organization’s internet connection may be impacted during this time. After the initial migration completes, a “delta” migration will run every day to pull over mail that has been received or sent since the initial migration. This migration will continue for several days after you redirect new mail to Office 365 to ensure that everything is moved over.

Public folders work differently. You’ll export these to PST so you can manually import then into Office 365.

3. You Redirect New Mail to Office 365You’ll make changes to their DNS provider to redirect new mail to Office 365 (MX records). At the same time, you’ll add records to ensure that mail from Office 365 is not marked as spam and that Outlook autoconfigure works for users outside of their network. While you’re in there, you’ll also set up records for Skype for Business (if their DNS provider supports these records).

At this time, users will start using Outlook Web Access in the new environment to access their data. They will not be able to use Outlook or their mobile devices until you have reconfigured them.

4. You Reconfigure Their On-Premise DNS & ServerDepending on their server configuration, you may need to make changes to their on-premise DNS to allow Outlook autoconnect to function properly. Similar changes may need to be made to their Active Directory environment in Small Business Server or Exchange 2007 and newer environments.

5. You Configure Their DesktopsNow that mail is flowing to Office 365, and autodiscover has been configured, you can start configuring their desktops for Office 365.

6. You Provide Training to Admins & UsersAbout a week after the users’ desktops are configured you’ll provide them with training on Office 365 and you with Administrator Training.

7. You Decommission Their Old ServerOnce everything is configured you can decommission their old Exchange server

Alternate Manual (PST Import) MigrationIf they are using a hosted email provider and do not want to pay for MigrationWiz, you can still do a manual migration of at least their historical mail (if not their calendar, contacts, tasks, etc. This will vary depending on their current provider). You will need to follow the steps for setting up a new profile in Outlook, but use their current email log in credentials and settings (unless they already have their old account setup in Outlook). This will vary from provider to provider. Once you have set up their old account in Outlook, you’ll need to let all the mail download. This can take anywhere from 20 minutes to a whole day depending on the amount of data. Once everything is downloaded, you will export their data to a pst file following the steps outlined in Phase 8. Once it finishes exporting, you will create a new Outlook profile using their Office 365 information and import the pst into the new profile. The historical data will then need to upload to Office 365, which again can take anywhere between 20 minutes to an entire day.

Phase 6communicating with users

(helping everyone feel comfortable)

OverviewUser communication is critical in any migration. This section provides you with guidelines and templates to ensure that users understand exactly what is going on. It’s best if:

Users are notified 1 week before the migration with an outline of the process and lines of communication.

Provide them with a copy of the setup / Outlook Web Access guide and inform them of the documentation portal to help them through the transition.

Setting Expectations

Setting user expectations is key in a successful Office 365 project. Be sure to send the email in the following section with enough time for their users to ask questions and include their users in the decision making and scheduling process.

Above all, let their users know that there will likely be some small problems, but that the migration will dramatically help their organization in the long term. Make sure they know how to contact their admin, and that they trust that issues will be resolved quickly.

User NotificationWe recommend that you inform users of the upcoming transition at least one week beforehand. Below is a template they can modify and copy/paste into a staff-wide email. Please be sure that users understand who the first contact is in the event of an issue.

Hello Everyone,

Please be sure to carefully and fully read this email. Most of your concerns are addressed here, but this process is somewhat complicated. A careful reading should ensure that this transition has the smallest possible impact on your work.

Overview

As you know, we will soon be migrating our collaboration platform – email, calendars, contacts, tasks, etc – to Office 365. This migration will ensure that you have access to your information from anywhere and in any situation – even if something happens to our building. Moving to Office 365 will also reduce our costs and help us focus on our mission.

On <insert go-live date here> you will begin to use Outlook Web Access in Office 365. At this time new email will only appear in Outlook Web Access. You can continue to use your local Outlook to view old email, but it is important that you do not send mail from this account.

On this day we will be around to reconfigure Outlook on your local machine. At this time, we’ll start importing your old email into your new Office 365 account. You should be able to view both your old email and new email in Outlook within a few minutes. It may take several days before all of your old mail is accessible in Outlook Web Access.

Once Outlook has been set up you’ll need to re-share your calendar, set up your signatures, and customize Outlook again to your satisfaction.

Using Outlook Web Access

Attached you’ll find a document providing detailed instructions on accessing and using Outlook Web Access. Outlook Web Access has come a long way and should meet your needs until we can configure Outlook on your computer.

To access Outlook Web Access you’ll need to navigate to https://portal.microsoftonline.com and log in with the information below.

Username: your full email address Password: @password1 (unless we have specifically given you a different password)

Instructions for using Outlook Web Access can be found in the attached user guide.

Changing Your Password

Please do not change your password until your desktop is configured. If you need your password changed, you need to talk to me, and I’ll need to record it so that Outlook can be configured for you.

Configuration

We’ll be around to configure your desktop <insert estimated date/time>, but you can do it yourself now and configure your mobile devices using the instructions attached.

Once Outlook has been configured you’ll need to set a few things back up:

Re-share your calendar and contact list (see attached documentation) Reconfigure your email signatures Reattach your Archive folders (see attached documentation)

Autocomplete

If you are currently using Autocomplete as an address book to store the email addresses you frequently use please note that Microsoft does not provide a way to migrate this list. You will lose your autocomplete list after the migration. Please save any email addresses you need in your autocomplete list to your contact list so they will be transferred during the migration.

DocumentationWe have also provided you with documentation for users in the form of the Office 365 Go-Live User Guide. This document outlines:

Accessing the portal Changing your password Using Outlook Web Access

o Sharing calendarso Viewing other’s calendars

Configuring Outlook Configuring Mobile Devices

In addition to this PDF document we have a rich web portal with Office 365 documentation. This portal can be reached at the URL below:

portal.techimpact.org username: client password: support

Phase 7go-live & server reconfiguration

(the technical stuff)

OverviewWhen the day comes, you need to make some technical changes to make sure that (a) mail flows to Office 365 instead of their on-premise server and (b) outlook can find Office 365 for an automated configuration. To do this two things need to happen:

You’ll update their external Domain Name Server (DNS) records

You’ll update their server DNS records (If they are using an on-premise server)

The rest of this section outlines how to make the changes.

About DNS

DNS changes can take up to 48 hours to propagate, although changes typically take no more than a couple hours. This means that it can take up to 48 hours for Outlook and Skype for Business on every computer to connect to Office 365 and for all incoming email to go directly to Office 365.

You will address this issue by making the DNS changes the night before your go-live. This typically allows enough time for changes to fully propagate. By the time their users come in the next morning all new mail should be going to Office 365. Just in case some 3rd party services have not updated their records, and are sending to their old server, you will perform delta syncs for up to 2 days after the go-live. This ensures that all new mail ends up in Office 365.

External DNS RecordsOn the day and time of the go-live you’ll make some changes to their DNS provider. These changes will:

Ensure incoming email goes to Office 365 (mx records) Ensure outgoing email isn’t marked as spam (SPF record) Configure autodiscover so that users can auto-configure outlook (autodiscover CNAME record) Add records to allow Skype for Business to communicate with Office 365 (lync CNAME and SPF records)

Incoming Email (MX record)In order to allow email to flow to Office 365 you’ll update their MX records. These records allow the servers of the people they correspond with to find Office 365.

Record Type Host Points to Priority TTL

MX @ <domain-key>.mail.protection.outlook.com

10 1 hour

Instructions on finding the <domain-key> can be found here: https://support.office.com/en-us/article/Gather-the-information-you-need-to-create-Office-365-DNS-records-77f90d4a-dc7f-4f09-8972-c1b03ea85a67?ui=en-US&rs=en-US&ad=US

Anti-spam (SPF record) To ensure that 3rd party services, and the individuals you correspond with, don’t mark their outgoing email as spam you’ll add an SPF record. This record lets these servers know that Office 365 is authorized to send email for your domain.

Record Type Host TXT Value TTL

TXT (Text) @ v=spf1 include:spf.protection.outlook.com -all

1 hour

Autodiscover (CNAME record)You’ll also add an autodiscover record to allow Microsoft Outlook to automatically configure itself for Office 365. This means that their users just need their email address and password to set up Outlook and configure their mobile phones for Office 365.

Record Type Host Points to TTL

CNAME (Alias) autodiscover autodiscover.outlook.com 1 hour

CNAME (Alias) msoid clientconfig.microsoftonline-p.net

1 hour

Skye for Business (CNAME and SPF records)Skype for Business (an instant messaging and real-time collaboration tool included with your Office 365 subscription) requires certain records in order to authenticate properly. You’ll add these records (two CNAME and two SRV records) when you make these other changes to your DNS.

Record Type Host Points TTL

CNAME (Alias) sip sipdir.online.lync.com 1 hour

CNAME (Alias) lyncdiscover webdir.online.lync.com 1 hour

Record Type

Name Target Protocol Service Priority Weight Port TTL

SRV (Service)

@ sipdir.online.lync.com _tls _sip 100 1 443 1 hour

SRV (Service)

@ sipfed.online.lync.com _tcp _sipfederationtls 100 1 5061 1 hour

Phase 8outlook and mobile device

configuration (getting everything connected)

OverviewYou’ll need to configure Outlook and Mobile Devices for users. You should have already verified that all of their devices are compatible and updated. The instructions for configuring these devices are included in the end-user go-live guide, but we have also included those instructions here to make things easy.

Export the Mailbox (Manual pst Migration)

To preserve the mail, events, contacts, etc. from the old email account, you will need to export it to a “.pst” file. After exporting, you will set up the new Office 365 email account as a new profile for Outlook to use. Then you will import the .pst file into the new profile, effectively transferring the old mail, events, contacts, etc. into the Office 365 account.

1. Export .pst FileIn Outlook, Click the “File” menu, click on “Open &

Export,” and click “Import/Export”.

If using Office for Mac 2011 or 2016, the file extension of the exported data will be “.olm” instead of “.pst”. The

steps should be the same, however.

2. Export .pst FileSelect “Export to a file” and click “Next”.

3. Export .pst FileSelect “Outlook Data File (.pst)” and click “Next”.

4. Export .pst FileSelect the mailbox you would like to export from.

Make sure to check “Include subfolders,” then click “Next”.

5. Export .pst FileSelect the location you would like to export the file to. We recommend exporting to your desktop so the file can be

found easily. We also recommend naming the file whatever the date is the day you are exporting it. This

way you know when the data file is from.

6. Export .pst FileYou will have the option to set a password for the file.

This is only necessary if there is sensitive information in the emails of the terminated user.

7.

8.

9. Export .pst FileIf all goes well, you will see a file on your desktop like the

one pictured.

Configuring OutlookOffice 365 supports both Outlook 2010 and Outlook 2013, although you will need to run the Desktop Setup software if they’re using Office 2010. If you are coming from an email provider like Gmail or FatCow, lookup your provider’s server settings to properly configure Outlook.

1. Open The Windows Control PanelOpen up the Windows control panel (Start > Control Panel).

NOTE: Your screen may look different depending on the version of Windows you use.

2. Change View to IconsIn Windows 7 and Vista use the "View by:" drop down to change to the Icon view.

In Windows XP use the "Switch to Classic View" button in the left of the window.

3. Open the Mail Control Panel Open the "Mail" control panel.

4. Open Profiles

Click "Show Profiles..."

5. Add a New ProfileClick "Add..." to create a new profile. Name the profile "Office 365."

Click "OK".

6. Enter your E-Mail Address Enter your e-mail address and click "Next".

7. Enter Your Password If prompted, enter your password, check the "Remember my credentials" box, and click "OK".

8. Click “Finish”Click Finish.

9. Change Default ProfileFrom the "Always use this profile drop down select "Office 365".

10. Complete The Setup Click "OK".

Importing the Old PSTAll of the user’s old email is stored in the PST file you exported to the desktop in the last section. This PST must be imported into Outlook in order to move the mail to Office 365. The import process can take days and has two steps:

You import the mail into Outlook, which can take a few hours Once the mail has been imported into Outlook it is automatically pushed up to Office 365. This can take

a few days but should not require any work on your part.

1. Open File Import

From the File menu select “Open” and then select “Import”.

NOTE: In office 2013 these menus read “Open & Export” and

“Import/Export”.

2. Import from another program or fileSelect “Import from another program

or file” from the list and click Next.

3. Select Outlook Data File (.pst)Select “Outlook Data File (.pst)” from

the list and click Next.

4. Select the PSTOpen your Outlook PST.

The PST should be on your desktop.

5. Import into Same FolderSelect the root of the archive folder, make sure subfolders are included, and then select the radial to import items into the same folder in their

Office 365 profile.

Click "Finish".

Managing Archive FoldersSome users may currently have Archive folders. These folders are visible in Outlook and contain old mail for the account. However, the data is actually stored on the user’s local computer and not on the server, therefore it was not migrated. You have two options when dealing with Archive folders:

1. You can attach the existing Archive folder to the new Outlook profile so that users have access the same way they did before. In this scenario the Archive folder remains on the user’s desktop and will be lost if the computer crashes.

2. You can also import the PST into the user’s Office 365 profile. Because of the large mailbox size available to your users – 50 GB – this may be the best option. However, searching very large mailboxes can be slow, and if the data isn’t mission-critical this may not be the best option.

Attaching the Archive Folder

1. Open File Export

From the File menu select “Open” and then select “Open Outlook Data File”.

2. Open the PSTOpen your archive PST.

The default location is hidden and can only be reached by typing in the

path manually: %USERPROFILE%\AppData\Local\Microsoft\Outlook

Importing the Archive Folder

1. Create a New FolderRight click on your Office 365 profile in Outlook and click "New Folder..."

2.Name the folder “Archived Items”.

3. Select the new folderMake sure the folder is selected on

the left hand side.

4. Open File Import

From the File menu select “Open” and then select “Import”.

NOTE: In office 2013 these menus read “Open & Export” and

“Import/Export”.

5. Import from another program or fileSelect “Import from another program

or file” from the list and click Next.

6. Select Outlook Data File (.pst)Select “Outlook Data File (.pst)” from

the list and click Next.

7. Select the Public FolderOpen your archive PST.

If not already selected the default location is hidden and can only be

reached by typing in the path manually: %USERPROFILE%\

AppData\Local\Microsoft\Outlook

8. Create a New PSTSelect the root of the archive folder, make sure subfolders are included, and then select the radial to import

items into the current folder.

Click "Finish".

Configuring Your Mobile DeviceYou can use Office 365 with any device that supports Microsoft ActiveSync. Users will need to check with your device manufacturer to confirm support. Note that different wireless providers have different versions of the same hardware.

In general, any iOS device and most Android devices support Microsoft Active Sync. Blackberry devices do not.

Because of the vast array of hardware in the marketplace we cannot provide detailed instructions for all devices. However, Microsoft provides instructions for many mobile devices. You can find these instructions at the following location. Use the “Set up Exchange ActiveSync” instructions for your device.

http://help.outlook.com/en-us/140/dd936215.aspx

In General, use the following settings when configuring your mobile device:

Server: outlook.office365.com

Username: your full email address (sam@npcloud.org).

o NOTE: If this does not work try <yourdomain>\<youraddress> (ex: npcloud.org\sam@npcloud.org)

Password: Your Office 365 password

Use SSL Encryption: Yes

Phase 10training

(we’re almost done)

OverviewWe’re almost done! All that’s left is migrating the public folders and providing admins and users training.

Migrating Public Folders

Now that things have settled down a little you’ll import the PSTs the org provided you with into their new public folders. Their users will use the “Open another user’s Calendar” and “Open another user’s contacts” functionality outlined in the Go-Live user’s guide.

User Training

When they’re ready you’ll schedule user training. The training will cover Office 365 specific functionality, including:

Accessing the Portal Changing your password Outlook Web Access functionality Common questions about Outlook and Mobile Devices

Admin Training

You’ll also provide them with admin training. This training covers the basics of managing their users, including:

Adding and removing users Resetting passwords Managing Exchange Information including email addresses Creating shared mailboxes, distribution groups, and external contacts

Accompanying this document are the End User Guide, Admin Guide, and PowerPoint presentation for the End User Training.