PHASE 2. DATA MIGRATION

Go back to Overview
Back to Phase 1. Account Creation
Proceed to Phase 3. Delivery and End-User Cutover

STEP 9: COPY MAILBOX CONTENT. There are several options for moving your mailbox content to your new Exchange server. We will summarize the various options here in order of preference. If you will not be bringing mailbox data to Smarsh Hosted Services, you can skip this step. Smarsh Hosted Services can connect to your current Exchange server and perform data pull. To do this, you need to provide with one of the following settings packages:

  1. ROH Export tool and Exmerge Account Smarsh Hosted Services’s 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 will export all messages to PSTs which we can 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.

If Smarsh Hosted Services cannot establish connection to current Exchange server, there are several options to perform data migration:

  1. Manual data migration You will need to copy the data manually client-side.
    Read the Knowledge Base article on Manual data migration from Exchange server to Smarsh Hosted Services for more information.  
    Note: If you have to move data manually, in some cases it may more convenient to move data only once after cutover. Otherwise you will need to export and import data twice: before and after cutover.
  2. Delivery of PSTs via hard drive or FTP If you do not have a robust enough Internet connection, you can export your data locally to an external hard drive then send the drive to Smarsh Hosted Services. We will connect the drive to your server and import the data directly. The engineer working with you will provide you with an address to send to. 
    To export the data you will need to setup an exmerge user. Read the Knowledge Base article on How to create an Exmerge user for more information. Please note if your mailboxes are more than 2 gigabytes in size you will need to contact Support for assistance in using our local export tool which also requires an exmerge user.

In order to continue with the migration you must now contact a representative of our Onboarding Team, who will initiate the transfer by using their tool, that collects the data you have prepared in the above step and transmits it to the Exchange Server.

STEP 10: VERIFY MAILBOX DATA COPIED SUCCESSFULLY. As soon as initial data pull is complete, you will get a notification asking to verify that your mailbox data has copied correctly.

  1. Check the mailboxes on your new Hosted Exchange account to ensure that there is data in them as appropriate. We recommend checking a few different mailboxes via Outlook Web Access to ensure there were no issues with the import.
  2. If there was data that did not get migrated or any other issues, please gather the details and relay the details to Smarsh Hosted Services.
  3. Notify Smarsh Hosted Services if the data migration is complete.
  4. A date and time of cutover to the new account should be confirmed at this point. 

STEP 11: PRE-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 work out rather than having to touch every end-user machine when we do the cutover.
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. Outlook will then synchronize with the mailbox.  This will take some time, depending on the mailbox size and bandwidth.
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


Back to Phase 1. Account Creation
Proceed to Phase 3. Delivery and End-User Cutover

Go back to top