Information Technology Services Faculty & Staff Migration to Office 365 Technical Overview: Exchange Mailbox Migration Process August 31st, 2017 Presenter: Ian Thomas

Technical Migration – In Context Advisory & Consulting CommunicationAwareness Outreach HQ and Governance Everyday Support Technical Management Migration Management Technical migration – the elements of the configuration, migration tools, that create the environment for faculty and staff, and perform the migrations to the cloud Advisory and Consulting – Establishing the structures for community involvement in the implementation and use of Office 365; input on utility of services; input and feedback mechanism; working groups for Office 365 components – distributed leadership Communication, Awareness, Outreach – Assuring that there is top-of-mind messaging about the implementation, and more importantly the tools available for communication and collaboration; Program Web site, discovery tours HQ and Governance – The daily operations centre for monitoring the system health, co-ordinating UofT and the development roadmap; service messaging; compliance events; Approving recommendations and making decisions about the service – e.g., turning on a tool, giving access to retired faculty… Everyday Support – Support tiers, use cases, documentation and training materials, escalation Technical Management -- Defining, managing, and supporting the components of the configuration – the hybrid setup, authentication pieces, encryption tools, reacting to changes in the office 365 environment Migration Management – including project management of implementations, scheduling, preparing the target units, staging migrations, pre- and post-migration support

Office 365 Migration – What is Office 365? UofT UTORexchange File Servers SharePoint

Office 365 Migration – End User Impact Changes at the desktop/device Access to Office 365 Services Mailbox Consolidation Credential Change Microsoft Office 2016

Office 365 Migration – End User Impact Changes at the desktop/device Access to Office 365 Services

Office 365 Migration – End User Impact Changes at the desktop/device Mailbox Consolidation Ian.thomas@utoronto.ca @ ? ian.thomas@mail.utoronto.ca @ Mailbox Primary SMTP Address ian.thomas@dept.utoronto.ca @

Office 365 Migration – End User Impact Changes at the desktop/device Credential Change Current Exchange credentials will not work with the cloud NetBIOS – e.g. utorarbor\thomasia

Office 365 Migration – End User Impact Changes at the desktop/device Credential Change Current Exchange credentials will not work with the cloud NetBIOS – e.g. utorarbor\thomasia New credentials required Primary Email Address/UTORid Password WebLogin (for clients that support Modern Auth)

Office 365 Migration – End User Impact Changes at the desktop/device Upgrade to Microsoft Office 2016 At the Office At Home On Mobile

Office 365 Migration – End User Impact Changes at the desktop/device Upgrade to Microsoft Office 2016 At the Office At Home On Mobile Office Pro Plus

Office 365 Migration – Email Migration Phase 1 - UTORexchange Mailbox Migration ~19,000 UTORexchange mailboxes ~1,200 Medicine mailboxes Phase 2 – UTORmail migration Phase 3 – Decommission Legacy Environments

Office 365 Migration – Email Migration Phase 1 - UTORexchange Mailbox Migration ~19,000 UTORexchange mailboxes ~1,200 Medicine mailboxes Phase 2 – UTORmail migration Phase 3 – Decommission Legacy Environments

Office 365 Migration – Current Environment UTORmail (IMAP) (~45,000 mailboxes) @utoronto.ca UTORmail UTORad Enterprise AD One Way AD Trust Azure AD Connect Medicine UTORarbor ADFS 500,000 faculty/staff/students/alumni UTORexchange UTORexchange (~19,000 mailboxes) @utoronto.ca Medicine Exchange (~1,200 mailboxes) @utoronto.ca Medicine Exchange 1,200 faculty/staff 40,000 faculty/staff Federated UTmail+ (230,000 students/alumni) @utoronto.ca, @mail.utoronto.ca, @alum.utoronto.ca UTmail+ Exchange Clients

Office 365 Migration – Project Phases UTORmail UTORad EAD UTORexchange Phase 2 Enterprise AD One Way AD Trust Phase 3 Azure AD Connect Medicine UTORarbor ADFS Phase 2 UTORexchange Medicine Exchange Federated Phase 1 Phase 1 UTmail+ Exchange Clients

Office 365 Migration – Migration Tools Exchange Hybrid Migration (Oxford Plan) Priasoft Migration Suite for O365 Dell/Quest Migration Manager for Exchange (MMEX) Code Two Exchange Migration Suite

Office 365 Migration – MMEX Mailbox/Calendar/Public Folder Migration Tool Maintains co-existence via synchronization and attribute manipulation Dell-EMC/Quest

Office 365 Migration – MMEX Install/Config UTORmail UTORad EAD UTORexchange Enterprise AD One Way AD Trust Azure AD Connect MMEX Medicine UTORarbor MMAD ADFS UTORexchange Medicine Exchange @exchange.utoronto.ca @utoronto.onmicrosoft.com @O365migrated.ad.utoronto.ca Federated Exchange Federation (Free Busy) @exchange.utoronto.ca 1. Install Migration Manager for Exchange (MMEX) 2. Install Migration Manager for AD (MMAD) 3. Establish Federation for free/busy between UTORarbor/Medicine and Office 365 4. Establish mail flow between UTORexchange/Medicine and Office 365 for @O365migrated.ad.utoronto.ca, @utoronto.onmicrosoft.com and @exchange.utoronto.ca Exchange Clients UTmail+ @o365migrated.ad.utoronto.ca, utoronto.onmicrosoft.com

Office 365 Migration – Considerations UTORarbor Delegation Email Calendaring Free/Busy Lookup

Office 365 Migration – Considerations UTORarbor 1. Primary SMTP Addresses 2. Dependencies Multi-Role @utoronto.ca @alum.utoronto.ca @utoronto.ca @alum.utoronto.ca Single Role Delegate @utoronto.ca @mail.utoronto.ca @utoronto.ca @mail.utoronto.ca @utoronto.ca Full Access Read dept@utoronto.ca

Office 365 Migration – Engage Department Internal Audit

Office 365 Migration – Engage Department

Office 365 Migration – Single Role Pre-stage Enterprise AD UTORarbor Azure AD Connect One Way Trust ADFS SMTP:@utoronto.ca, @exchange.utoronto.ca Federated MMEX Mailbox Sync 1. MMEX creates un-federated O365 User account 2. MMEX synchronizes mailbox content (ongoing) UPN:@utoronto.onmicrosoft.com SMTP:@utoronto.ca, @utoronto.onmicrosoft.com Fwd:@exchange.utoronto.ca

Office 365 Migration – Single Role Cutover Enterprise AD UTORarbor Azure AD Connect One Way Trust ADFS UPN:@utoronto.ca SMTP:@utoronto.ca O365 Enabled SMTP:@utoronto.ca, @exchange.utoronto.ca Contact SMTP:@utoronto.ca Fwd: @utoronto.onmicrosoft.com Fwd:@utoronto.onmicrosoft.com Federated Final Mailbox Sync Forwarder removed from O365 mailbox Forwarder established on on-prem mailbox @utoronto.ca address removed from on-prem mailbox Contact created on-prem for @utoronto.ca address with forwarding to @O365migrated.ad.utoronto.ca address MMEX Final Mailbox Sync @utoronto.ca address assigned to EAD account, Primary SMTP/UPN set, EAD account enabled for O365 Azure AD Connect Links EAD account with O365 account EAD account Linked to O365 account by Azure AD connect UPN:@utoronto.ca UPN:@utoronto.onmicrosoft.com SMTP:@utoronto.ca, @utoronto.onmicrosoft.com Fwd:@exchange.utoronto.ca

Office 365 Migration – Multi-Role Pre-stage Enterprise AD UTORarbor Azure AD Connect One Way Trust ADFS UPN: @mail.utoronto.ca SMTP:@mail.utoronto.ca O365 Enabled @exchange.utoronto.ca @utoronto.ca Federated MMEX Mailbox Sync UPN:@mail.utoronto.ca SMTP:@mail.utoronto.ca, @utoronto.onmicrosoft.com 1. MMEX creates un-federated O365 User account 2. MMEX synchronizes mailbox content (ongoing) UPN:@O365migrated.ad.utoronto.ca SMTP:@utoronto.ca, @o365migrated.ad.utoronto.ca Fwd:@exchange.utoronto.ca

Office 365 Migration – Multi-Role Cutover Enterprise AD UTORarbor Azure AD Connect One Way Trust ADFS UPN: @mail.utoronto.ca SMTP:@mail.utoronto.ca O365 Enabled UPN: @utoronto.ca SMTP:@utoronto.ca, @mail.utoronto.ca O365 Enabled @exchange.utoronto.ca Contact @utoronto.ca Fwd: @utoronto.onmicrosoft.com Mailbox contents Merged into pre-existing @utoronto.ca Fwd:@utoronto.onmicrosoft.com Federated Final Mailbox Sync Forwarder removed from O365 mailbox Forwarder established on on-prem mailbox @utoronto.ca address removed from on-prem mailbox Contact created on-prem for @utoronto.ca address with forwarding to @utoronto.ca.onmicrosoft.com address MMEX Final Mailbox Sync @utoronto.ca address assigned to EAD account, Primary SMTP/UPN set EAD account changes propagated to O365 account Merge from staging mailbox into production mailbox Temporary staging account/mailbox removed UPN: @utoronto.ca SMTP:@utoronto.ca, @mail.utoronto.ca, @utoronto.onmicrosoft.com UPN:@mail.utoronto.ca SMTP:@mail.utoronto.ca,@utoronto.onmicrosoft.com UPN:@O365migrated.ad.utoronto.ca SMTP:@utoronto.ca, @O365migrated.ad.utoronto.ca Fwd:@exchange.utoronto.ca

Office 365 Migration – At the Desktop Desktop migration tool creates new Outlook profile pointing at O365 mailbox, migrates old profile settings Settings Copied UTORexchange Profile Office 365 Profile

Office 365 Migration – At the Desktop Desktop migration tool creates new Outlook profile pointing at O365 mailbox, migrates old profile settings User starts Outlook and is prompted for authentication primary email address and UTORid password or WebLogin (if enabled for Modern Authentication) Settings Copied UTORexchange Profile Office 365 Profile

Office 365 Migration – On Mobile Depending on device, credential change or profile re- creation will be required Profile creation experience will be much improved over current UTORexchange experience

Office 365 Migration – On Mobile Current UTORexchange experience on iOS

Office 365 Migration – On Mobile New UTmail+ experience on iOS

Office 365 Migration – On The Web {Demo}

Enterprise AD – Other Topics/Questions