how to really screw up your office 365 migration
DESCRIPTION
https://bongoit.co.uk/images/How_to_Really_Screw_Up_Your_Office_365_Migration.pdfTRANSCRIPT
Bongo IT Ltd, Reg Address: 138-144 London Road, Wheatley, Oxford, Oxfordshire, England, OX33
1JH. Company No. 08588314 | VAT Reg No. 165503025
20 Littlemore Road, Cowley, Oxford, OX4 3SU Tel: 01865 988 217
Copyright Bongo IT 2016 www.bongoit.co.uk
How to really screw up your Office 365 Migration Of course you don’t want to, but many businesses make a total mess of their migration to Office
365. It should be simple, and if you’ve only got 20 users and a small volume of data it can be.
But most migrations we come across fail to deliver the promised benefits. Other independent
research suggests that 72% of Office 365 migrations of over 200 users fail to deliver significant
benefits whereas those “properly” migrated save significant cost and dramatically increase
efficiency.
With this background, here are the six top mistakes that will really screw up your Office 365
migration:
More haste, less speed
Whilst this is somewhat of a cliché its meaning rings true when it comes to large scale migrations
and the changes they bring to your organisation. There are roughly 50 steps to follow to an Office
365 migration and activation, and they are not all easy. Some administrators will have a wider
breadth of knowledge than others setting up – for example setting SPF records is new to a lot of
people. Typically, younger administrators that have been with the same company for their entire
career cycle may have only worked with a single version of Exchange and may have never performed
a migration. So whilst the day-to-day, Business as Usual service is fine, managing a large scale and
fundamental change can be extremely nerve-racking, especially as there is a lot of new terminology
to get to grips with.
Our top tip is to use the Exchange Server Deployment Assistant, which can give you all the steps
needed to perform your migration. Remember to do a test migration first if you are considering
doing it yourself, however!
Up for adoption?
We have found that the adoption work for end users is sometimes pushed to one side, or not very
well handled, as it’s not part of the day to day routine. It's ok to send out a pdf with the basics of
how the system will work before migrating but really you need to engage with the end users site-
wide to gauge sentiments and ensure that adoption isn't a "hair loss situation".
Depending on how many departments you have, and how many stakeholders are involved you may
want to go whole hog and hold seminars for each group of people. These will not only help you
educate the various groups and people involved but will allow you to gain valuable insights as to the
users’ feelings and concerns about moving to the new system. It is extremely hard to hold a seminar
by yourself though, you will need to have a colleague write questions and details down for you
whilst you focus on presenting and answering questions.
Bongo IT Ltd, Reg Address: 138-144 London Road, Wheatley, Oxford, Oxfordshire, England, OX33
1JH. Company No. 08588314 | VAT Reg No. 165503025
20 Littlemore Road, Cowley, Oxford, OX4 3SU Tel: 01865 988 217
Copyright Bongo IT 2016 www.bongoit.co.uk
When we helped hold adoption and technical seminars for a major London University (around
25,000 users) it was imperative for them to consider using the latest cloud technology for their
students and staff to enhance the learning experience, but it was also vital to get a consensus
amongst the different departments as to when/if they should move to the cloud. Don't be afraid to
really simplify things down for your users too, you know how to do the simple "assumed" easy things
like reset a password, they may not. As you may well be aware!
Document libraries rationalisation
Probably the most annoying job in the world unless you are a librarian or have OCD. In the case of
SMEs there is often an existing document library, but we have rarely seen one that is well organised,
let alone one that is prepared with OneDrive for Business in mind. There are a few things you need
to think about before starting to migrate any data to OneDrive for Business or SharePoint Online.
What's that you say? OneDrive for Business? Yes in Office 365 organisational accounts you get a
version of SharePoint called OneDrive for Business with 1TB of space. We tend to think of it as a
personal storage space however; it is also a lot easier to share documents and folders with external
users using OneDrive for Business as opposed to SharePoint. With OneDrive for Business you don't
have to set up a user access structure as you do with sites in SharePoint. In SharePoint you need to
understand three things relating to this:
1. SharePoint groups
2. Permission levels
3. Permissions inheritance and site structure
Whilst this can be achieved in OneDrive for Business you can share a folder very easily to an email
address (must have Office 365, or a Microsoft email like Hotmail) without having to worry too much
about what else they might be able to access.
Back to the topic at hand. So, those things you need to know:
If you intend users to sync files to their computer using the OneDrive for Business app
there is a 5000 item (that’s files + folders) sync limit per library. This can be perpetually
annoying if not considered in advance. For example libraries that will get used a lot will
fill up quickly. Be sure to create a structure which allows files to be archived easily.
Find out the overall size of the data which is to be moved. If the standard SharePoint
Online (SPO) can't handle it admins can buy more space by the TB. Be aware that there
is a 100Gb limit on site collections though.
There is also a limit of 5 million items within a document library. Unlikely as that is to
hit.
Check the existing depth of the file structure. If you exceed 260 characters in the path
name in SPO you will hit trouble.
Bongo IT Ltd, Reg Address: 138-144 London Road, Wheatley, Oxford, Oxfordshire, England, OX33
1JH. Company No. 08588314 | VAT Reg No. 165503025
20 Littlemore Road, Cowley, Oxford, OX4 3SU Tel: 01865 988 217
Copyright Bongo IT 2016 www.bongoit.co.uk
Check for invalid characters like $, these files will not upload. No need to drive yourself
crazy checking by hand though. There is a PowerShell script which checks for invalid
files and characters in files and folders, and for the maximum URL length. This script will
also allow you to fix invalid characters and file extensions for you. SharePrep is another
tool which can help analyse the files. There are also migration tools that will move the
data for you but you need to check the above upfront.
Check what the largest files are and if possible put them to one side to upload last.
Treesize is an obvious tool to use for this sort of analysis.
If there is content not in use any more consider long term deep storage, perhaps on
Azure Backup.
We tend to arrange libraries by department, it makes the most sense in the long run.
You probably already know this but worth reminding you. Arrange the file structure
before you upload the data. You can't drag and drop files in SharePoint unless they are
synced to OneDrive for Business
We prefer to organise all the data first, then run the checks, then use OneDrive for Business to sync
the libraries we have created to the computer (the one with the files on), then move the data in to
the relevant folders/synced libraries for automatic upload.
Cutover or Staged Migration If you don’t decide on your migration type, Cutover or Staged, you will run in to trouble pretty
quickly when it comes to mailbox migration. Microsoft provide this advice:
“You can’t use a staged migration to migrate Exchange 2010 or Exchange 2013 mailboxes to
Exchange Online. If you have fewer than 2,000 Exchange 2010 or Exchange 2013 mailboxes in your
organization, you can use a cutover Exchange migration. To migrate more than 2,000 Exchange 2010
or Exchange 2013 mailboxes, you have to implement an Exchange hybrid deployment.”
There are several ways to migrate the mailboxes:
Manual Migration - Migrating the mailboxes manually involves saving.pst files, or adding
the new accounts in Outlook, and dragging-and-dropping. Extremely labour intensive!
Use MS Migration Tools – Office 365 does have some built in tools for migrating the
mailboxes, they are fine but do have limitations, for example the built in tool cannot
migrate FROM office365
Use 3rd party Migration Tools such as BitTitan or Skykick. 3rd party tools are much more
flexible, but there is a per-mailbox cost, and depending on the tool, data may pass though
the 3rd party’s server.
One very useful feature of BitTitan is that it does Office 365 to Office 365 (organisation to
organisation) migrations, the Microsoft built in tool doesn’t do this. Whilst moving organisational
accounts is a rare occurrence it does happen, for example during business divestment.
Bongo IT Ltd, Reg Address: 138-144 London Road, Wheatley, Oxford, Oxfordshire, England, OX33
1JH. Company No. 08588314 | VAT Reg No. 165503025
20 Littlemore Road, Cowley, Oxford, OX4 3SU Tel: 01865 988 217
Copyright Bongo IT 2016 www.bongoit.co.uk
Third party tools
You won’t be able to use any third party tools that require installation to the exchange server. You
will have to give up a bit of control! One obvious example of this is your anti-spam software which
you have studiously been tweaking for years. In the case of that software you will need to switch to
Exchange Online Protection (EOP) and start tweaking again…probably time to screenshot those
settings!
Domain Providers to avoid Some domain providers should be avoided like the plague. You need to be able to create SRV
records so make sure your host is able to do that or you will end up with greatly reduced
functionality to your Office 365 instance. If you were to use 1&1 for example they do not provide the
functionality to set up SRV records which means that Skype for Business will not work…which is
pretty darn important! We always use Evohosting as they have a good breadth of technical
knowledge and pretty fast support should you ever need it but there are other hosts out there who
can help with this.