1. Onwards to Exchange Online
Town Hall presentations
Marc DeBonis – Director, Collaborative Computing Solutions (CCS)/Division of IT (DoIT)
Chris Shively – IT Manager, CCS
Steve Cox – Exchange lead systems administrator, CCS
v.2.1 – End user

2. Tl;dr
Starting May 2017 we’ll be migrating all our on premise Exchange mailboxes to in-cloud Exchange Online.  #greatsuccess

3. Why do this?
From on premise Exchange > in-cloud Exchange 2016
Bigger storage quotas (10 GB -> 50 GB)
Maybe even 100 GB soon?
Data duplicated x4 (3 DAGs and 1 LAG)
Support for FERPA, PII and ITAR
Data stays in US datacenters
Much improved web access
Supports Federated Hokies SSO and Duo 2-factor
Improved SPAM and AV scanning
Meets high availability and disaster recovery needs
More options with DLP, e-Discovery, Information Protection
Integration with other Office 365 (O365) services

4. O365 “App waffle”(as of March 17th)
Looking for your own app waffle? Try going to

5. O365 Exchange Online specific apps
What you don’t see (and isn’t in the app waffle)
Is a “core service” called Microsoft Groups!
Microsoft Groups provides groups of users:
Unique account
with threaded conversation
Calendar
OneDrive for Business
OneNote Notebook
Planner
SharePoint Online Site
* The caveat is to fully participate in a Microsoft
Group you NEED an Exchange Online mailbox
(even if you don’t use it).

6. Implementation specifics – Phase one
All existing Exchange On-Prem mailboxes will be migrated to Exchange Online
The Exchange Hybrid Bridge will remain in place for one year
Hybrid bridge: on premise   in-cloud
New Faculty and Staff will have the option to create their in-cloud mailboxes using ADadmin
Sponsored accounts will automatically have in-cloud mailboxes created for them

7. Implementation specifics – Phase one
Resource Accounts
Existing accounts will be migrated
New room and equipment account requests will be approved by IMCS and submitted to CCS for creation in Exchange Online
Resource mailboxes (non-PACE) may be replaced by user provisioned Office 365 Groups
Pending ITC / community feedback being positive
PACE accounts will be handed by IMCS in the tradition method. CCS will move the local mailbox to Exchange Online.

8. Migration steps
OU’s will be migrated by identified preference of OU admin(s)
Users in NotOU will be migrated last!
More information about this later in the presentation…
Steps:
OU Admin, ITEE and users are informed that the OU move will start on X date
CCS begins a 95% behind-the-scenes move (account stays local)
OU Admin and ITEE are informed when the 95% is complete and the final migration (remaining 5%) starts
CCS runs a script to provision EO licenses and complete the migration
OU Admin, ITEE and users are informed when complete

9. Demo ADadmin http://adadmin.w2k.vt.edu
How can I find out if my Hokies account is in a organizational unit (OU)?
How can I find out who my OU admin is?
How can I tell what type of Exchange mailbox I have?
How can I tell what O365 licenses I have?

10. How can we be ready? 1 of 7
Most important! Upgrade your Windows and Mac desktop client to latest supported Microsoft Office platform - Office 2016
For individual users, use the ProPlus version they can download from Office 365 portal (aka
For managed users (or labs) use the Volume Licensed (VL) version from 
Have your mobile devices upgrades to latest version of the mobile OS version

11. How can we be ready? 2 of 7
Install, configure and use the Outlook mobile app instead of native and calendaring apps
The app can also simultaneously support other solutions (like Gmail) and can integrate multiple calendars together!

12. How can we be ready? 3 of 7
Verify caching mode is turned on in desktop Outlook client
Ensure that you and your 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 to avoid delegation issues!
Protip: Use ADadmin to verify where you reside
Verifying mailbox type for users
Full Exchange mailbox -> Exchange Online mailbox
Calendar-only mailbox -> Exchange Online mailbox w/ forward
Protip: Use ADadmin verify what type of mailboxes you have

13. How can we be ready? 4 of 7
Provide feedback to departmental OU admins before they submit survey input as to when they want your mailbox (and resource mailboxes) to move
We will be sending 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)
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 

14. How can we be ready? 5 of 7
For users using managed firewall, group policy, IPSEC, RLAN or office network security appliances, verify with your local IT that systems will be able to connect to the Office 365 cloud environment
Use  test from restricted systems
and-IP-address-ranges-8548a211-3fe7-47cb-abb1- 355ea5aa88a2
Office e96ea-d65d-4e51-acac-1de56abe39b9

15. How can we be ready? 6 of 7
Verify that you have been licensed for the Office 365 core services (and ProPlus)
Protip: Use ADadmin to verify what licenses you have have

16. How can we be ready? 7 of 7
Stop using POP/IMAP with on premise Exchange and 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
Discontinue logging into Outlook and mobile apps with the UPN, instead use
Understand 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)

17. Migration Experiences so far
Users can see the Mail App (and others) in O365 before they are fully migrated. If clicked, it will report something happened with their account.
This issue resolves as soon as the migration completes for the user.
This can also happen if they were logged into OWA and their mailbox was finalized to in-cloud in the mean time.
Clear the web browser cache completely

18. Migration Experiences
After migration, Windows users WILL see a warning popup message in Outlook that the Exchange Admin has made a change to their account.
The popup goes away after restarting Outlook (eventually…)

19. Migration Experiences
After migration, Mac users may see a warning popup message in Outlook indicating that their account has been redirected. The issue resolves when users check “Always use” and click “Allow”.

20. Migration Experiences
Users sharing calendars with migrated accounts may see a popup indicating that the calendar needs the log in for the user you are sharing with..
This can be very confusing for users!
User must enter in their _own_ credentials as password
“Send on behalf” and “access to shared resource accounts” will not work across the hybrid bridge. All accounts must move to EO to continue to function. This is why we’re moving by OU!
Two testers reported corrupted Outlook profiles after migration.  They had to remove and recreate their profiles.
Users may receive a bounced mail message if they a person who is migrating during the 5%.
It is a-ok to re-import .psts into your mailbox _before_ the migration
Just make sure you don’t go past you on premise 10 GB mailbox quota!

21. Project Schedule January Dev Testing with Internal Participants
February:
Small External Test Group to production: 2/1
Division of IT Migration to production: 2/20
~600 mailboxes
March
Campus Town Halls starting around 3/20
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
We are here!

22. Questions? ?

23. Onwards to Exchange Online
Town Hall presentations
Marc DeBonis – Director, Collaborative Computing Solutions (CCS)/Division of IT (DoIT)
Chris Shively – IT Manager, CCS
Steve Cox – Exchange lead systems administrator, CCS
v.2 .1– End user