This article outlines the Onboarding process from POP server to Smarsh Hosted Services.

Note: this scenario is only applicable if IMAP is not enabled for source mailboxes or all data is stored locally in end-users' mail clients.
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Phase 1. Object Creation And Forwarding Setup
Phase 2. Data Migration
Phase 3. Cutover And DNS Changes

PHASE 1. OBJECT CREATION AND FORWARDING SETUP 

This step focuses on creating Exchange mailboxes and configuring the forwarding from legacy POP mailboxes to the new Exchange mailboxes using msoutlookonline.net aliases. You can find the correct forwarding address in CONTROL PANEL > Services > Mailboxes > Exchange Mailboxes, click on the Display name of the user and click on the Email address of the user (example: user@youraccountname.serverdata.net).

  1. Log in to CONTROL PANEL.
  2. Add your domain name(s) to the account.
    To do this, navigate to CONTROL PANEL > Services > Domain names. Type in your domain name and click Add. Mark it as default and click Save Changes. . . .  . . . .
  3. Create mailboxes for your users.
    Read Knowledge Base article on How Do I Create New Mailboxes In Exchange Accounts? for detailed instructions.
  4. Set up email forwarding. 
    Create email forwards on your legacy mailboxes at your current email provider, to the corresponding mailbox at Smarsh Hosted Services. You can find the correct forwarding address in CONTROL PANEL > Services > Mailboxes > Exchange Mailboxes, click on the Display name of the user and click on the Email address of the user (example: user@youraccountname.serverdata.net). Make sure emails are coming to both POP and Exchange mailboxes by logging in Outlook Web Access and POP webmail. This will allow you some time to perform manual migration of data before switching users to Smarsh Hosted Services.

PHASE 2. DATA MIGRATION

  1. Configure Outlook profiles.
    We recommend that you pre-configure a second profile on all your users' Outlook clients to connect to the new Exchange server. This allows you to spread the workload rather than having to touch every end-user machine at the point of cutover. You will need Outlook profile connected to your Smarsh Hosted Services Exchange mailbox if you are migrating data via export/import in Outlook.
    Important: Outlook 2003 is not supported in the Exchange 2010/2013 environment. Please make sure that a newer version of Outlook is installed for all users. If you are using Outlook provided by Smarsh Hosted Services, it can be downloaded from CONTROL PANEL > Home > Downloads. Have users run the Outlook Profile Helper from the new account to create a new profile. This will connect them to the new mailbox.
    Read the following Knowledge Base articles for more information:
    What is Outlook Profile Helper? How do I use it?
    How do I manually connect Outlook 2003/2007 to Exchange 2003/2007/2010 Server?
    Outlook 2011 for Mac Setup Instructions
  2. Migrate data.
    You can proceed to data migration when mailboxes are created and forwarding is in place.
    Read the Knowledge Base article on Data migration from POP hosting to Smarsh Hosted Services for detailed instructions.

PHASE 3. CUTOVER AND DNS CHANGES

  1. Cutover to new Exchange mailboxes.
    At this step, all users are switching to their Exchange Outlook profiles and using Exchange mailboxes instead of POP mailboxes to send and receive mail.
  2. Change MX records.
    • If you continue to have mailboxes on your POP email provider, you will NOT change the MX records for mail delivery, and mail will continue to be delivered to your current mail server for all email addresses using your domain name. However, you will need to set up Split Domain. In CONTROL PANEL > Services > Domain names, click on your domain name, switch to Split tab, check A mail server not hosted by Smarsh Hosted Services, click the Save Changes button.
    • If you are not planning to use your current POP server anymore, you will need to change your MX records to point to your new Exchange account. You can find them in CONTROL PANEL > Exchange servers and settings. Read the Knowledge Base article on What Is An MX Record? What Is The Correct Syntax For MX Records? What Is Priority? for more information.
      Note: It is extremely important that the MX records are created correctly to ensure mail delivery is not interrupted. Check and double-check the records as they are changed to ensure there are no issues. If you need assistance ensuring the change was made correctly, any of Smarsh Hosted Services's support engineers can assist you.
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      Due to the distributed nature of Internet, the propagation of DNS changes may take up to 72 hours.
  3. Add Autodiscover and SPF record.
    • To create your Autodiscover record, contact your Registrar or the host of your authoritative servers and have a subdomain created for autodiscover.yourdomainname.com (insert your domain name instead of yourdomainname.com). Create a DNS CNAME record for this subdomain that points to Smarsh Hosted Services autodiscover address. You can find this address in CONTROL PANEL under Exchange servers and settings.
      Read the Knowledge Base article on What is an Autodiscover record and why do I need one? for more information.
    • To create a new SPF record, contact your Registrar or the host of your authoritative servers and have a TXT record created.
      Read the Knowledge Base article on What is a SPF record? What do I need to do about it? for more information.  
  4. Activate optional add-ons. Items like wireless devices and other additional services will need to be activated manually for the users that need them.
    For setup instructions read the following Knowledge Base articles:
    How Do I Enable My BlackBerry® Using Wireless Enterprise Activation?
    BlackBerry® 10: ActiveSync Set Up
    Setting Up ActiveSync On Android Devices
    How Do I Set Up An Email Account On iPhone Using Microsoft Exchange?

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