Exchange online “The migration-ing…” DoIT – Division of IT CCS – Collaborative Computing Solutions v.1 – Marc DeBonis (Director) 20170403 – Spring DCSS

Collaboration Computing Solutions - The Services What does CCS do? VME – Virtual Machine Environment Linux and Windows Standard, HIPAA, CUI VT Active Directory Hokies, ADFS Office 365 and now service owner for G-Suite Including VT Email Exchange Online Application development ADadmin, workflow apps, etc. Cloud brokerage AWS, Azure Other duties as assigned…

Collaborative Computing Solutions - The People Lucky number 13!

Moving on…

Onwards to Exchange Online Had four town hall meetings. In-person and Webex. ~50 participants. PPT presentations online at http://tinyurl.com/kndmbuo Webex to be available later Readiness guide available at http://tinyurl.com/m3t9tpq

Upgrade upgrade upgrade 1) Upgrade desktop clients Upgrade Windows and Mac desktop client users to latest supported Microsoft Office platform - Office 2016 For individual users, use the ProPlus version they can download from Office 365 portal (aka http://my.office365.vt.edu) For managed users (or labs) use the Volume Licensed (VL) version from http://network.software.vt.edu 2) Update mobile OSes Have users of mobile devices upgrade to latest version of the mobile OS version (iOS and Android) 3) Upgrade to the Outlook mobile app Have users install, configure and use the Outlook mobile app instead of native email and calendaring apps The app can also simultaneously support other email solutions (like Gmail) and can integrate multiple calendars together! https://www.microsoft.com/en-us/outlook-com/mobile/

Ensure ensure ensure 4) Ensure Outlook desktop clients have turned on cached mode http://tinyurl.com/lx7xzs5 5) Ensure department users and resources are in the same OU Verify that all departmental users and resources (such as Exchange PACE accounts) are identified and moved to the correct Hokies OU Avoid issues of users and resource being separated between on premise and in- cloud! Protip: Use ADadmin in OU admin role to verify where your users reside. Use ADUC to find those resources! 6) Ensure you know what type of Exchange mailboxes your users have/will have Verifying mailbox type for users From Full Exchange mailbox -> Exchange Online mailbox From Calendar-only mailbox -> Exchange Online mailbox w/ forward Protip: Use ADadmin in OU admin role to verify what type of mailboxes users have

Verify verify verify 7) Verify you filled out OU migration timing survey Ensure that departmental OU admins have submitted survey input as to when they want users mailboxes (and resource mailboxes) to move We have sent out a survey link to all OU admins so they can state preference. Choose one for each OU (May 1-8, May 16-31, June 1-30). 8) Verify any necessary changes to your IP security framework For departments using managed firewall, group policy, IPSEC, RLAN or office network security appliances, verify systems will be able to connect to the Office 365 cloud environment Use https://testconnectivity.microsoft.com/ to test from restricted systems http://tinyurl.com/pruu2fx http://tinyurl.com/mu23ezm 9) Verify that users have been licensed for the Office 365 core services (and ProPlus) http://adadmin.w2k.vt.edu Protip: Use ADadmin in OU admin role to verify what licenses your user’s have. ProProtip: If you are a OU admin, submit a SN ticket to CCS and we can tell you who in your OU doesn’t have core yet!

Stop stop stop 10) Stop users using POP/IMAP to Exchange Identify your POP/IMAP users accessing on premise Exchange and get them to change access methods VT Exchange Online WILL NOT support these access methods Insecure communications (TLS 1.0) Cannot be 2 factored Missing out on all the additional features of newer protocols Easier for spammers to use as a spamming vector 11) Stop using and remove old @w2k.vt.edu sign-in info Have users discontinue logging into Outlook and mobile apps with the old @w2k.vt.edu UPN, instead use pid@vt.edu Good places to hunt for cached login is Windows Credential Manager/Mac Keychain 12) Stop having people rely on backups from the Exchange system Explain to users that data in Exchange Online is NOT backed up. It is replicated 4x across datacenters Deleted data will be available for 30 days (client restorable) http://tinyurl.com/pvpg2c7

Not tonight but soon…

The secret (or not so secret) 13th! 13) For your Faculty and Staff, strongly suggest… If they don’t already, have them create a Exchange calendar-only account now! Once it is migrated, it will be a full Exchange Online mailbox with a forward Having an Exchange Online mailbox is crucial to using Microsoft groups Even if you don’t receive any email there! Microsoft is pushing Groups as “foundational” to the future of O365 SaaS and it lives on top of Exchange Online Protip: You can create a calendar-only account for them via the OU admin role in ADadmin!

As the master says…

Timing May – June 2017 S M T W F 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 April​ CCS and ITEE building out additional documentation, scripts and workflow​ Departmental IT working to ready users​ May​ University Migration Start Date: 5/1​ Completes within 2-3 months

#greatsuccess

One more thing!

Exchange online “The migration-ing…” DoIT – Division of IT CCS – Collaborative Computing Solutions v.1 – Marc DeBonis (Director) 20170403 – Spring DCSS