Migration from Microsoft Exchange Server

Migration from Exchange Server to Zoho Mail

Migration from Microsoft Exchange Server

The Microsoft Exchange Server is an email and calendaring server developed by Microsoft. You can migrate Email, Contacts and Calendar data from the Exchange Server to Zoho Mail. The respective user accounts need to be created in Zoho Mail before adding the migration. Follow this link for detailed instructions on user addition.

To migrate the data, you will need the EWS (Exchange Web Services) URL (this is used to find the Server name of your Exchange account), the Email Address and Password of the Exchange account that has access to the user's mailboxes. In addition, you will have to prepare the source server before migrating your data.

Preparing the Source Environment

To migrate data from your Exchange account, you need to have an Admin account that has ApplicationImpersonation role. This will ensure that the Admin has access to all the user's mailboxes to migrate their accounts from the Exchange Server. We suggest that you create a new user account and assign the required access to this account since other Admins might not have the required access.

Apart from this, you need to verify your Exchange Web Services (EWS) URL. The EWS URL will be used as your server name. 

Creating an Administrator account:

Exchange 2010:

To create an account in the Exchange Server, open the Exchange Management Console, and create a New Mailbox by following the New Mailbox section in this help page. 

Once the mailbox has been created, follow these steps to grant the required access.

  1. Open the Exchange Management Shell
  2. Enter the following command:

Get-Mailbox -ResultSize Unlimited | Add-MailboxPermission -AccessRights FullAccess -User <username>

Exchange 2013 and 2016:

Create an account and attach a mailbox in the Exchange 2013 or 2016 server.

Once the mailbox has been created, follow these steps to grant the required access.

  1. Open the Exchange Management Shell
  2. Enter the following command:

Get-Mailbox -ResultSize Unlimited | Add-MailboxPermission -AccessRights FullAccess -User <username>

Granting ApplicationImpersonation Role:

Once the Admin access has been granted, provide ApplicationImpersonation role using the following steps:

  1. Open the Exchange Management Shell
  2. Enter the following command:

New-ManagementRoleAssignment -Role ApplicationImpersonation -User <admin_user_name>

where <admin_user_name> is the username of the account for which you have granted Admin access.

Determining the EWS URL:

The EWS URL is used to fetch the Server Name of your Exchange Server. In general, the default format for the EWS URL is https://mail.domain.com/EWS/Exchange.asmx. However, this does not work with all Exchange Servers.

In such cases, a Powershell command can be used in the Exchange Server.

  1. Open the Exchange Management Shell.
  2. Enter Get-WebServicesVirtualDirectory |Select name, *url* | fl
  3. The EWS URL will be displayed.

If your Exchange Server does not have Online Access, you can migrate using the Zoho Exchange Migration Wizard. For more information, click here.

Add Server Details for Exchange Server Migration

  1. Log in to the Zoho Mail Control Panel.
  2. Under Mail Administration choose Migration.
  3. Click Add Migration to provide server details for migration.
  4. Provide a Migration Name for your reference.
  5. Select the Migration Protocol as Apps.
  6. Select the 'Exchange' option.
  7. You can also choose to migrate your Contacts and Calendar details along with your emails.
  8. When you select Contacts, all contacts from your previous account will be migrated to Zoho Mail under the relevant categories. 
  9. Selecting the Calendar option under Data will create the respective calendars in Zoho Mail and migrate the data to each calendar. Ensure that the prerequisites are in check for Calendar migration from Exchange Server.
  10. Enter the Admin Email Address and the Admin Password of the source Exchange Server domain from which you are migrating.
  11. In the Exclude Folder List option, add the list of folders that you want to skip during migration. Enter the names of the folders within double quotes ("Folder1"), in which case only that folder will be excluded. If you want all subfolders under a parent folder to be migrated enter the folder name followed by /* within double quotes ("Folder1/*"). For detailed information on the convention, refer here.
  12. Click Add Migration to save the server details. 
  13. You need to add the account details to be migrated as the next step. 

Prerequisites for Calendar Migration from Exchange Server:

  • To ensure complete migration, all the users present in the respective Exchange Server account need to be created in Zoho Mail before calendar migration.
  • For the Calendar data to be migrated correctly, the domain name in Zoho Mail has to be the same as the domain name in Exchange Server. For example, if your domain in Exchange Server is abc.com, your domain name in Zoho Mail should be the same.

Steps to add User details for Migration from Exchange Server:

  1. Select the Migration Name to which you want to add the source and destination details. 
  2. Select Add Accounts to add the account details manually.
  3. Provide the Source username and the Destination to which the emails should be migrated. 
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  4. Enter the priority that you would like to set for this account's migration.
  5. In the Folder Option, you can choose either the All Folders or Specific Folders option. 
  6. If you choose the All Folders option, you can choose to skip any folders during migration using the Exclude Folder List option.
  7. The skip folders option will be handy when the admin rerun migrations for the same set of users for some new emails or missed emails. Enter the names of the folders within double quotes ("Folder1"), in which case only that folder will be excluded. If you want all subfolders under a parent folder to be migrated enter the folder name followed by /* within double quotes ("Folder1/*"). For detailed information on the convention, refer here.
  8. If you choose the Folder Specific option, you can specify the folders that need to be included in the Include Folder List. 
  9. In the Include Folder List, enter the names of the folders within double quotes ("Folder1"), in which case only that folder will be included. If you want all subfolders under a parent folder to be migrated enter the folder name followed by /* within double quotes ("Folder1/*"). For detailed information on the convention, refer here.
  10. The credentials will be authenticated with the source server provided, once you click Add.
  11. Repeat the steps until you add the last user for migration. 
  12. Click Add and Close to close the popup and return to the Migration page. 

Convention for mentioning folders:

  • In case you want to mention a specific parent folder (E.g. Reports), enter it as "Reports".
  • In case there are multiple subfolders under Reports and you want to mention all the subfolders, enter it as "Reports/*"
  • In case there exists a subfolder under Reports named 2016, and you want to mention this particular subfolder, enter it like this - "Reports/2016". 
  • If you want to mention all the subfolders under Inbox, only the Marketing folder without the subfolders, and a specific subfolder, 2012, alone under the Sales Reports folder to be mentioned, you will have to type the Folder List like this - "Inbox/*", "Marketing", "Sales Reports/2012".

Steps to Import users from CSV file:

Instead of manually adding the users for migration, you can also add the user details to an excel sheet, save it as a CSV file and upload it. The user accounts mentioned in the CSV will be uploaded for migration.

  1. Click the Upload Accounts link in the Migration Accounts page.
  2. The format for entering the User Details in the CSV file will differ according to the type of migration that you've chosen.
  3. In the right pane of the Upload Accounts section, you will find a sample CSV file.
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  4. Download the sample file, look up the details, and enter your user details accordingly.
  5. Save it as a CSV file.
  6. Choose the respective file and Click Ok to upload the accounts.
  7. The user accounts added will be listed in the Accounts section.
  8. Check whether all the accounts to be migrated has been listed in Accounts section. 

Note:

  • In all migration types, the source account and the destination account details should mandatorily be entered in the CSV file.
  • In case there is an issue while uploading the users, another file with the error details will be downloaded automatically. 

Start Migration Process

In the Control Panel, navigate to Migration under Mail Administration. You can add multiple migrations from different servers or from the same server for different sets of users to have a phased and planned migration. 

  1. The list of migrations you have added will be listed in the Migrations page.
  2. Click 'Start' link, across the migration you have just added to start the migration. 
  3. The Migration will be scheduled and the status will be 'In Progress' for the migration that is currently running. 
  4. You can view the overall migration status in the listing, and detailed migration status in the Accounts section. 
  5. Detailed reports along with folder information will be available.
  6. Click the count under the Total field to view the detailed information about the folder-wise migration details.
     
  7. The errors, if any, will be listed across each account. Click the Failed link to view the number of emails that have not been migrated, along with the reason for migration failure.
  8. Similarly, you can also view the statistics for Contacts migration by clicking the respective count under the Total category.
  9. The Calendar migration details can also be viewed from the same page. Click on the respective count under Total in the Calendar category to view the details.

In case there are any failures while migrating contacts and calendars, click the View failure contacts or View failure calendars button on the top right portion of the window. For more information on reasons for migration failure, follow this help page.

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