PHASE 1. ACCOUNT CREATION

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Proceed to Phase 2. Data Migration
Proceed to Phase 3. Delivery and End-User Cutover

STEP 1: CREATE Smarsh Hosted Services HOSTED EXCHANGE ACCOUNT. First, create your new Hosted Exchange account. 

STEP 2: MIGRATION PLANNING. Once your new Hosted Exchange account is created, one of the specialists from our Support team will contact you to discuss the migration process. If possible, please review this entire document prior to the call so that we may answer any questions you might have.

STEP 3: PROVIDING INFORMATION ABOUT CURRENT EXCHANGE SERVER. There are several options for moving your mailbox content to your new Exchange server. Smarsh Hosted Services can connect to your current Exchange server, export Global Address List and perform data pull. To do this, you need to provide us with one of the following settings packages:

  1. ROH Export tool and Exmerge Account Smarsh Hosted Services custom designed ROH tool allows us to connect to your Exchange server remotely using an account configured with access to your existing mailboxes. This tool exports all messages to PSTs which we then import to your new Hosted Exchange account. We have used this tool for multiple terabyte exports with no issues. 
    Read the Knowledge Base article on How to create an Exmerge user for more information.
    Read the Knowledge Base article on Requirements for RPC over HTTP(s) Export Tool for more information.
  2. ROH Export tool and individual mailbox credentials If you are using an Exchange hosting provider that does not allow the necessary access, it may be necessary to provide credentials to each individual mailbox so we can connect to export the data with the ROH tool. If this is the case, we will work with you to find the most efficient way to get the necessary information.
    Read the Knowledge Base article on Requirements for RPC over HTTP(s) Export Tool for more information.
  3. Direct MAPI Export tool If RPC over HTTP is not enabled, the network administrator should adjust firewall settings to allow connections from the Smarsh Hosted Services IP address for ALL ports. Also please make sure the traffic coming in from those ranges is properly NAT-ed to the back-end server. This is the equivalent of being on the network and using regular MAPI instead of RPC over HTTP. 
    Please contact Support to obtain information about IP ranges. 
    Read the Knowledge Base article on Requirements for Direct MAPI Export Tool for more information.

Note: Smarsh Hosted Services does not migrate SharePoint content at this time.

STEP 4: CREATING ACCOUNT OBJECTS. When Smarsh Hosted Services successfully establishes connection to current Exchange server, the Global Address List is exported. At this step you need to confirm which objects (including Exchange Mailboxes, Resource Mailboxes, Company Contacts, Distribution Lists and Public Folders) are to be created and migrated.
Note: If Smarsh Hosted Services cannot establish the connection, you can provide a CSVDE Active Directory export file.
Read the Knowledge Base article on How do I export Active Directory user information to a CSV file? for more information.
Smarsh Hosted Services will use a suite of proprietary tools to import your Active Directory configuration to your Hosted Exchange account. If Smarsh Hosted Services cannot establish the connection and there is no CSVDE file to provide, you need to create account objects manually through the  CONTROL PANEL. You may use templates to import mailboxes.
Read the Knowledge Base article on What Active Directory user properties can I import from a CSV File? for more information. You may also use templates to import Distribution Lists. Please contact Support for more information.

STEP 5: MODIFY MAIL ROUTING ON EXCHANGE ACCOUNT.  To simplify the migration process and limit the impact of changing MX records, Mail Filter Redirection routes mail sent to your new account to your current mail server (usually current MX record). This step allows MX record propagation to occur seamlessly for your users. When we perform the cutover, mail is routed to your new account.

Warning: This mail filter redirection only forwards email for addresses that exist on your Smarsh Hosted Services account including distribution lists and mail enabled public folders. If you have changed the naming convention for your email addresses you must add the old address as an alias for the user. If there is an address not being migrated over to Smarsh Hosted Services, this address will no longer receive mail once the mail filter redirection is in place and MX records are switched. 

Note:  If you are is using third-party filtering solution and would like to continue using it after cutover, do not change MX records now. Instead, you need to change the forwarding from the filtering solution to Smarsh Hosted Services MX records at the point of cutover. Mail Filter Redirection is not being used in this case.

STEP 6: ACTIVATE OPTIONAL ADD-ONS. Items like wireless devices and other additional services need to be activated manually for the users that need them. If you have any questions on whether you need to activate something or need assistance with a activation of a service in the CONTROL PANEL, don’t hesitate to contact Smarsh Hosted Services.

STEP 7: VERIFY ACCOUNT CONFIGURATION COPIED SUCCESSFULLY. Smarsh Hosted Services will contact you once your account is set up and items created.  You will need to confirm that the account is configured correctly.

  1. Log in to your new Hosted Exchange account and review the Users, Exchange Mailboxes, Resource Mailboxes, Company Contacts, Distribution Lists, Public Folders and other features to make sure the account has been configured properly.  Though user mailboxes will be created, passwords are not transferred to the new account.  Mailboxes will be assigned random passwords. New passwords are sent to Account Owner.
  2. Make note of any items that are missing or were not set up properly.  Be prepared to provide detailed information about any discrepancies so we can quickly correct them.
  3. Contact Smarsh Hosted Services and inform us of whether the account is set up correctly. 
  4. When setup is confirmed, we proceed with the migration.

STEP 8: CHANGE MX RECORD. You need to change your MX records to point to your new Exchange account.

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 to ensure the change was made correctly, any of Smarsh Hosted Services support engineers can assist you.

  1. To find the target for the MX record, log in to the CONTROL PANEL for the new 2010/2013 account and navigate to Home > Exchange servers and settings
  2. Change the MX record with your Registrar or the host of authoritative servers to point to the new account.  The administrator of your Registrar or the host of authoritative servers should be able to assist you with this.

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Proceed to Phase 2. Data Migration
Proceed to Phase 3. Delivery and End-User Cutover

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