Microsoft 365 Business Technical Fundamentals Series

Migrating Workloads To Microsoft 365 Business

Tools For Workload Migrations 3rd Party or Microsoft tools available There are a wide variety of 3rd party tools available for email and SharePoint scenarios, as well as those available from Microsoft. In order to determine which is going to be best for you, considerations include the price, skills required with those tools, and the amount of support you are going to require from the vendor. In this video we will be focusing on some of the tools that are available from Microsoft.

Email Migration

Mail Migration Advisor As email migration is usually the first workload targeted, we will start with the Mail Migration Advisor.

Mail Migration Advisor 7/1/2019 3:54 AM Mail Migration Advisor Move mailboxes from the current mail system to Exchange Online in Office 365 with automated tools and step-by-step guidance Sources supported include Exchange 2003 onwards, Hosted Exchange, Gmail and IMAP based mail systems. portal.office.com/onboarding/mailsetupadvisor The Mail Migration Advisor is available directly from the Microsoft 365 admin center, and it breaks the migration process into the following steps. Selecting your mail system Preparing to migrate Beginning the migration Completing the migration Helping Users Get Started It supports a variety of migration sources, and presents the appropriate migration options based on the capabilities of that source and the desired outcome. We will focus on migrations from earlier Exchange migrations, but note that hosted Exchange, Gmail and IMAP migration options are also supported. © Microsoft Corporation. All rights reserved.

Exchange 2003 and Exchange 2007 Migrations 7/1/2019 3:54 AM Exchange 2003 and Exchange 2007 Migrations For Exchange 2003 and Exchange 2007 environments, traditional Staged or Cutover migrations are recommended by the tool Once synchronize is selected, only Staged migration remains as a valid approach. If AAD Connect is going to be deployed for Hybrid Domain Join purposes, ensuring it is working correctly before this step is recommended You can see that the Mail Migration Advisor provides links to additional material to help you make the right decision for migration. One of the recommendations that is made for those that need to keep on-premises Active Directory is to get Azure Active Directory Connect to do some of the heavy lifting when it comes to migrating users and groups. Ensuring this is running before the migration simplifies the process, and is easier to troubleshoot when done as a separate step in the migration effort. © Microsoft Corporation. All rights reserved.

Exchange 2010 onwards migrations 7/1/2019 3:54 AM Exchange 2010 onwards migrations Prior to selecting synchronize as per the previous slide, similar options are presented Once synchronize is selected, different choices appear, with Minimal Hybrid and Full Hybrid migrations being presented Either type of Hybrid is usually only recommended for larger organizations with specific needs Finally, if you prefer to do a Cutover or Express migration, these options are still available For Exchange 2010 onwards migrations, you will see options being presented for Minimal Hybrid and Full Hybrid migrations, but there’s usually not much of a need for those in an SMB environment. Instead the recommendation would be to selecting either cutover or express migration. © Microsoft Corporation. All rights reserved.

Demonstration Mail Migration Advisor Let’s take a quick look at how we access the mail migration advisor.

SharePoint Migration Migrating on-premises files into the cloud requires decisions to be made about how the users should be accessing and sharing these files in the future.

SharePoint and OneDrive for Business Usage Scenarios That’s why we before we start discussions on migration to OneDrive for Business and SharePoint, we need to start off with a discussion on their usage scenarios. OneDrive for Business is a place where you can store files from your computer into the cloud, and access them from any device, or share them with others. As part of Office 365, OneDrive for Business lets you update and share your files from anywhere and work on Office documents with others at the same time. A SharePoint team site is a place that users can collaborate on files, documents, and ideas. It is set up to facilitate two way communication between team members. SharePoint offers a full range of document libraries, task lists, calendars, workflows, wikis, and other features to help a team communicate and collaborate. With both OneDrive for Business and a SharePoint team site, your files are stored in the cloud. You can sync either OneDrive for Business or SharePoint to your computer. See sync your OneDrive for Business files or sync SharePoint files for more info. https://support.office.com/en-us/article/Should-I-save-my-documents-to-OneDrive-for-Business-or-a-team-site-d18d21a0-1f9f-4f6c-ac45-d52afa0a4a2e

When to save documents to OneDrive for Business You don’t plan to share them You plan to share files individually and with a limited scope or lifecycle You can’t identify an existing team site where your document belongs, and you don’t think the purpose of the document warrants creating a new one. https://support.office.com/en-us/article/Should-I-save-my-documents-to-OneDrive-for-Business-or-a-team-site-d18d21a0-1f9f-4f6c-ac45-d52afa0a4a2e When to should you save documents to OneDrive for Business? If you don’t plan to share them. Documents you place in OneDrive for Business are private until you share them. This makes OneDrive for Business your best option for draft documents or personal documents that no one else needs to see. You plan to share files individually and with a limited scope or lifecycle. For example, you’re writing a blog post that may not be associated with a project, and you’d like a few colleagues to review it before you post it. In this case, you expect people to use the document once without needing additional storage or context information. All they need is a link to the document and editing permission. If you can’t identify an existing team site where your document belongs, and you don’t think the purpose of the document warrants creating the overhead of a new one.

When to save documents to a team site library You want team members to recognize the document as being relevant to an ongoing project. You want to spread ownership and permissions across a wider collection of people. You want permissions to be granted on a site basis, instead of on individual documents. Other project-related documents are already saved to the team site library, and others expect to find it there. You want to create a check-in workflow that assigns the document to someone else. https://support.office.com/en-us/article/Should-I-save-my-documents-to-OneDrive-for-Business-or-a-team-site-d18d21a0-1f9f-4f6c-ac45-d52afa0a4a2e When to save documents to a team site library You want team members to recognize the document as being relevant to an ongoing project. You want to spread ownership and permissions across a wider collection of people. If a document is important to the success of a project, it’s a good idea for there to be people other than yourself who can control what happens on the site. You want permissions to be granted on a site basis, instead of on individual documents. If people have access to the team site, then they have access to documents stored in the site. Other project-related documents are already saved to the team site library, and others expect to find it there. You want to create a check-in workflow that assigns the document to someone else.

SharePoint Migration Planning

SharePoint Site Planning Assess type and quantity of data to migrate from existing file shares Choose appropriate migration method and tools Migration upload performance a result of multiple factors docs.microsoft.com/en-us/sharepointmigration/sharepoint-online-and-onedrive-migration-speed Align migration with Microsoft Teams usage requirements Planning the data migration is an important of the SharePoint migration project, as you need to identify what needs to be migrated, the priorities of what needs to be migrated, and how to optimise the migration process. There are a number of ways that migration performance can be optimised, and some guidance is provided in the link provided. When planning, it’s worth investigating how Microsoft Teams usage inside the organisation may have an impact on the creation of SharePoint sites https://docs.microsoft.com/en-us/sharepointmigration/migrate-to-sharepoint-online

SharePoint Migration Tool There are a wide number of third party migration tools for SharePoint, and other tool less options that can be leveraged, but here we will focus on the SharePoint migration tool from Microsoft.

SharePoint Migration Tool Designed to be used for migrations ranging from the smallest set of files to a large scale enterprise migration, the SharePoint Migration Tool will let you bring your information to the cloud and take advantage of the latest collaboration, intelligence, and security solutions with Office 365 The SharePoint Migration Tool lets you move files from your on-premises file shares and easily move them to either SharePoint or OneDrive in Office 365. For many Microsoft 365 Business customers, the current document sources are on-premises file servers so this section will focus on those capabilities. If you are using SharePoint on-premises already, this is a tool that can assist with that migration as well. https://docs.microsoft.com/en-us/sharepointmigration/introducing-the-sharepoint-migration-tool

Installation Install the package from the web spmtreleasescus.blob.core.windows.net/ install/default.htm After signing in to your Microsoft 365 Business tenant, follow the prompts to move from the file share to SharePoint site’s document library This is a small web based download, that requires the tenant admin credentials and access to the files that need to be migrated. http://spmtreleasescus.blob.core.windows.net/install/default.htm

Demonstration SharePoint Migration Tool Let’s take a quick look at the SharePoint migration tool installation and usage.

OneDrive for Business Migration In mid 2018 Microsoft released a major update to the OneDrive for Business service, helping to ensure that client side files can be more easily synchronised and protected from more locations.

Known Folder Move This new functionality is known as Known Folder Move, or KFM. Known folders are global pointers in Windows representing a location on the user’s drive. They help users to organize their most important files and access them across different applications. The two images on the left show what the Known Folder Move experience looks like for end users. The KFM experience launches and does a brief scan for any unsupported files. The scan shows all files are supported and the user now has the option to move their folders to OneDrive. The image on the right shows the experience when configured through Group Policy. If you disable or do not configure this setting, the "Set up protection of important folders" window won't appear automatically for your users. https://techcommunity.microsoft.com/t5/Microsoft-OneDrive-Blog/Migrate-Your-Files-to-OneDrive-Easily-with-Known-Folder-Move/ba-p/207076

Known Folder Move BEFORE AFTER Not much changed, right? That’s the idea. User content is automatically synced to OneDrive with no disruption to productivity. Behind the scenes, KFM moves content into OneDrive so it’s always synced to the cloud, protected, and accessible from all your devices.  You can see the cloud and the green tick icons next to the folders that are being synced. https://techcommunity.microsoft.com/t5/Microsoft-OneDrive-Blog/Migrate-Your-Files-to-OneDrive-Easily-with-Known-Folder-Move/ba-p/207076

Thank you. That brings us to the end of this module. Hopefully the tools discussed will be added to your tool belt when it comes to Microsoft 365 Business migrations.