Should we add a note at the top of each section to clarify which path the section applies

to?
Do you buy the three general paths I've outlined?

Office 365 Guidebook:

The Trainer Edition
This packet of materials is meant to teach trainers how to successfully help an
organization make the move to Office 365. It outlines necessary prep for the migration, the
migration itself, and training the organization on Office 365.

Table of Contents
Office 365 Guidebook: The Trainer Edition............................................................................1
Overview........................................................................................................................... 4
Fresh start.......................................................................................................................... 4
Exchange migration........................................................................................................... 5
Other Migration................................................................................................................. 5
Overview........................................................................................................................... 7
Signing Up with TechSoup.................................................................................................. 7
Signing Up for a Trial.......................................................................................................... 7
Adding your Domain Name................................................................................................ 8
Picking your Licenses......................................................................................................... 9
Product Features (Depending on License)............................................................................. 9
Product................................................................................................................................. 9
Features with E1................................................................................................................... 9
Features with E3................................................................................................................... 9
Included Products............................................................................................................... 11
E1....................................................................................................................................... 11
E3....................................................................................................................................... 11
Overview......................................................................................................................... 13
Determining Your Desktop/Laptop OS Version.................................................................15
Determining Your Office Version...................................................................................... 17
Determining Your Mobile OS Version................................................................................ 20
Determining Server Compatibility................................................................................... 22
Directory Synchronization............................................................................................ 23
Overview......................................................................................................................... 25
Overview......................................................................................................................... 31

Device Lists..................................................................................................................... 32
Exchange Information...................................................................................................... 32
Credentials...................................................................................................................... 34
Overview......................................................................................................................... 38
Manual (PST Import) Migration........................................................................................ 39
Automated (Exchange) Migration.................................................................................... 40
Alternate Manual (PST Import) Migration.........................................................................41
Overview......................................................................................................................... 43
User Notification.............................................................................................................. 44
Documentation................................................................................................................ 46
Overview......................................................................................................................... 48
External DNS Records...................................................................................................... 49
Incoming Email (MX record).......................................................................................... 49
Anti-spam (SPF record)................................................................................................. 49
Autodiscover (CNAME record)....................................................................................... 49
Skye for Business (CNAME and SPF records)................................................................50
Internal DNS Server......................................................................................................... 51
Overview......................................................................................................................... 57
Configuring Outlook......................................................................................................... 59
Importing the Old PST...................................................................................................... 63
Managing Archive Folders................................................................................................ 66
Configuring Your Mobile Device....................................................................................... 70
Overview......................................................................................................................... 72
Direct Delivery................................................................................................................. 73
Relay Delivery.................................................................................................................. 76
Overview......................................................................................................................... 81

Overview
This section is intended to give an overview of the migration or initial setup process and
the organizations responsibilities.

1. Getting the Non-Profit Office 365 Donation

The organization will need to sign up for the Non-Profit E3 Trial. They will
then be able to select the licenses that are appropriate for their needs.

2. Verifying compatibility
Their desktops and servers need to be prepared for Office 365. Theyll need to make
sure their computers are running an updated version of Windows, Mac OS, and
Office. If theyre doing an automated migration, youll need to verify their servers
compatibility too.

3. Updating Software
Their operating systems and productivity software need to be fully updated for
Office 365 to work reliably.

4. Gathering information before workshop

Youll need a bunch of information from them to complete their email migration.
Along with this document they should receive a spreadsheet with a checklist to
record information about each of their computers, servers, DNS provider, etc. This
will make your life a lot easier.
Once you have this information you can schedule their migration!

5. Performing the migration, configuring devices, and getting training

Once their network is prepped and you have all the information you need, its time
to do the migration. This process depends on the kind of environment you have
now, so youll need to read on for the details.
During and after the migration itself itll be time to configure their desktops and
mobile devices. They will still have access to their email until the process is
complete, so they can continue to work.

Paths
This section defines the three different paths you can take when moving to Office 365
depending on your current environment.
Common scenarios include:

Fresh start
Organizations that own their own domain name, but don't have email set-up.
Focus on sections:
1.
2.
3.
4.
5.

Phase
Phase
Phase
Phase
Phase

1-3
4: Devices List
5
6 if they have several staff with email already
7

Exchange migration
Organizations using a Microsoft Exchange server
Focus on sections:
1. Phase 1-4
2. Exchange migration
3. ...

Other Migration
Organizations using personal email addresses on a 3rd party services like gmail, yahoo, or
hotmail, etc.
Focus on sections:
1.
2.
3.
4.

Phase 1-3
CalendarWhiz or manual migration
Phase 5
...

Phase 1
getting the donation
(everyone likes free stuff)

Overview
Microsoft offers free licensing to most non-profit organizations, but the process can be
unclear and confusing. Youre here to help them get the non-profit pricing with the least
headache possible. The general process for getting Office 365 is as follows:
1.
2.
3.
4.

Sign up for an Office 365 for Non-Profits Trial Account

Add your domain name and change DNS records to verify ownership
Wait for Microsoft to verify ownership using your website
Pick your final licenses and get ready for the migration

Signing Up with TechSoup

Before signing up for the trial ensure that your organization has an account with TechSoup
(USA orgs) or their local partner (elsewhere). Having a TechSoup account ensures quick
(sometimes instantaneous) approval of your account. If your organization is in a country
without TechSoup or a partner or organization (but still in a country with Office 365 for
Nonprofits) approval may take up to 20 days.
To see if your country has a TechSoup partner go to http://www.TechSoup.org and select
your country from the dropdown menu.

If your organization doesn't have a TechSoup account create one now. It's free!

Signing Up for a Trial

Office 365 for Nonprofits is currently available in 100+ countries. Before proceeding
ensure that your country is included by checking the dropdown list at
http://www.microsoft.com/about/corporatecitizenship/en-us/nonprofits/whos-eligible/
When Signing up for an Office 365 for Non-Profits Trial you have the option of several
different license types:
Always sign up for the Enterprise (E3) trial licenses (even if you want the E1
license - you can change your license later). The other licenses include fewer
features and are not upgradable to the Enterprise plans. If you pick the Small
Business Plans, it will be an ordeal to change the license type.
To Sign up:

Go to Domains in Admin Center

6.

Follow the steps to add your domain

Go to the Office 365 Admin Center,

then click on Domains in the left
menu. Click Add domain to start
adding your domain.

Microsoft does a very good job of

leading you through adding your
domain.

Adding your Domain Name

Adding the domain name is the most complicated part of the Office 365 Nonprofit signup
process. This will scare a lot of the organizations you work with, and they will require a lot
of hand-holding or for you to do the entire process for them.
You will need their Domain Name Server (DNS) login information in order to
complete the Office 365 subscription. Youll find more information about DNS in the
Domain Name Server (DNS) Credentials section on page 45 .
You will need to:

1 Get the E3 for Nonprofits trial

Go to the website below and click the

Office 365 Nonprofit E3 free trial link.
http://products.office.com/enus/nonprofit/office-365-nonprofit-plansand-pricing

7. Sign up for a new account

If prompted click no, Ill sign up for a
new account

8. Fill out your information

Fill out the form. Be particularly careful about:
Email Address: Make sure this is the
same domain as the email you are trying
to configure, or you will be unable to reset
certain passwords. If your current email
address does not have a domain
associated with it
(username@techsoupglobal.org has a
domain associated, username@gmail.com
does not) you dont need to worry about
this.
User Id: the part before
.onmicrosoft.com is not changeable and
will appear in certain URLs. This is
permanent. Its usually easiest to use the
organizations name or acronym.
1. Add their domain to Office 365 by clicking on domains on the left hand side of the
Admin Center.
2. Follow the instructions to add a custom TXT DNS record to your domain.
3. Follow the instructions to verify ownership of the domain.

Picking your Licenses

The major difference is that E1 only includes web-based Office applications whereas E3 includes the
ability to download full desktop Office Professional Plus Suite. If the organization already has the
latest Office apps (or doesn't need them) we recommend that nonprofits with 20 or fewer staff
select the E1 license. If you have a need for Encrypted Email & Files, Legal Holds, or other
Compliance related features, you will need E3 licenses.

We outline the different services and features available with each kind of license, which will help
you make the best license selection:

Product Features (Depending on License)

Product

Features with E1

Features with E3
Azure Rights Management

Office 365 Platform

Exchange Online
(User subscriptions
are not required for
conference rooms and
shared mailboxes.
These special mailbox
types do not have
login credentials.
Instead, licensed users
with the appropriate
permissions manage
them via delegation.)

No Azure Rights
Management

Encry
ption of data at rest
(BitLocker)
No IRM
using Azure RMS
IRM
using Windows Server
AD RMS
No
Office 365 Message
Encryption
No InPlace Hold and Litigation
Hold
InPlace eDiscovery
No Data
Loss Prevention
No Inactive Mailboxes

Encrypt
ion of data at rest
(BitLocker)

IRM
using Azure RMS

IRM
using Windows Server AD
RMS
Office
365 Message Encryption
InPlace Hold and Litigation
Hold
InPlace eDiscovery
Data
Loss Prevention
Inactive
Mailboxes

Included
Exchange Online
Archiving
SharePoint Online

Available as add-on

No BCS (Business
Connectivity Services)
Deferred Site Collection
Upgrade

No DLP

BCS (Business
Connectivity Services)
Deferred Site
Collection Upgrade
DLP

Encryption at rest
(BitLocker encryption of doc
libs, OneDrive, and site data)
No Improved SelfService Site Creation
Auditing
Auditing & Reporting
(e.g. doc edits, policy edits,
deletes)
Content Organizer
Design Manager
Document Sets
eDiscovery Search
No eDiscovery Hold
No eDiscovery Export
External Sharing:
External Access & Guest
Link
No IRM using Azure
Rights Management
Managed Metadata
Service
No Preservation Hold
Library
Records Management
Site Mailbox
No Business
Intelligence Center
No Data Connection
Library
No Excel Services
No Duet Online

Skype for Business

Online

No IM Content
Archiving
No Conference Content
Archiving
No User Level
Archiving Configuration
Presence
Awareness

Encryption at
rest (^ + Pre-file encryption
encrypting every individual
file with a unique key)
Improved SelfService Site Creation
Auditing
Auditing &
Reporting (e.g. doc edits,
policy edits, deletes)
Content
Organizer
Design
Manager
Document Sets
eDiscovery
Search
eDiscovery
Hold
eDiscovery
Export
External
Sharing: External Access &
Guest Link
IRM using
Azure Rights Management
Managed
Metadata Service
Preservation
Hold Library
Records
Management
Site Mailbox
Business
Intelligence Center
Data
Connection Library
Excel Services
Duet Online
IM Content Archiving
Conference Content
Archiving
User Level Archiving
Configuration
Presence Awareness
Web App

BI

Web App

Included Products

E1

Office Online

E3

1 TB OneDrive
for Business

50 GB inbox w/
Outlook

Shared

Office Online

1 TB OneDrive
for Business

Skype for

Business

Office for
Mobile Devices

Calendaring

50 GB inbox w/
Outlook

SharePoint

Shared
Calendaring

Newsfeed/Yam
mer

Office Pro Plus

2013

Skype for
Business

O365 Video

SharePoint

Newsfeed/Yam
mer

O365 Video

IRM

eDiscovery
Center

PowerQuery,
PowerPivot, PowerMap

(Add-on needed
for PowerBI)

The most important part of this process is to ensure that you have signed up for the E3
Trial and not the Small Business Trial.

Phase 2
verifying compatibility
(the annoying stuff)

Overview
This section helps you understand the requirements for Office 365 and determine if their
computers are supported. If you are not using supported software we recommend that you
upgrade using a software donation from TechSoup (if available in your country)
Please note that all software and devices must be fully updated.
Desktops and Laptops
Operating Systems

Windows Vista
Windows 7
Windows 8
Windows 10

Browsers

Mac OS X 10.6
Internet Explorer 10 or greater1
Latest versions of Firefox or Chrome

Office Versions

Safari 5 or greater
Office 2010
Office 2013 (recommended)
Office 2016
Office 2011 for Mac
Office 2016 for Mac

Mobile Devices
Please note that, because of the tremendous variability of mobile devices by manufacturer and
version, we cannot guarantee compatibility. Technically, any phone that supports the Active Sync
protocol should support Office 365, but functionality can vary dramatically.
iOS (Apple)
Android
Windows Phone
Blackberry

iOS 4.0 and up

Check with your wireless provider
Windows 7 or greater
OS 4.5 and Higher
Blackberry 10 devices not supported

1 Internet Explorer is required for full functionality. However, almost all features are
available in the latest versions of chrome and Firefox. To fully understand the limitations
see Microsofts guide: https://support.office.com/en-IN/article/Office-365-systemrequirements-719254c0-2671-4648-9c84-c6a3d4f3be45

Servers
Server compatibility is only important if the organization is completing an automated exchange
migration from an on-premise server.
For Exchange
Migration

Exchange 2003 SP2

Exchange 2007 SP3
Exchange 2010 SP3
Exchange 2013 SP1
RPC over HTTP (Outlook Anywhere)
configured

For Directory Sync

Valid SSL certificate on RPC

directory
Server 2008R2 64bit member server
(cannot be a DC)

Determining Your Desktop/Laptop OS Version

To help the organization in determining its compatibility, here are instructions to determine
their operating system version.

Windows Machines
1

9.

Open the control panel (with start

menu)

Open the control panel (no start

menu)

If you have a start menu, open it

and then click on Control Panel.

If you dont have a start menu,

youre running Windows 8. Press the
keyboard shortcut below, or right
click on the Windows logo in the
taskbar, and then select control
panel from the list.
+x
(dont press the + key)

10. Open the System and Security

category

In category view, click on System

and Security. If you are in icon view
you can open the System panel
directly.

11. Open System

Click on the System header to
view details about your computer

12. Record your OS Version

Note the version under Windows
Edition.
If your screen doesnt look like this,
and instead has tabs that read
General, Computer Name,
Hardware, etc, look for the
operating system on the General
tab (its probably Windows XP).

Apple Macintosh Machines

1

Open About This Mac

Click on the apple icon in the upper
left of the screen and then select
About This Mac.

13. Record your OS Version

Record the Mac OS version found on
this screen (in this case 10.5.3).

Determining Your Office Version

Unfortunately, this process differs depending on the version of Office you have installed. It
is highly recommended that the organization upgrades to the latest version of Office
before the migration if possible, and if they are not already using the latest version.
Note that it is possible to have different versions of Office on the same machine.
Make sure that all versions of the office applications match.

Windows Machines
1

Open Microsoft Outlook

Launch Microsoft Outlook

14. If you have dropdown menus

If your version of Outlook has drop
down menus along the top, click
Help > About Microsoft Office
Outlook

Record the Microsoft Office version

from this screen.

15. If you have a ribbon interface

If you just have a file menu or a
circular button in the upper left of
Outlook click on that button to open
up the file menu

Click on the Help tab or Office

Account tab to see version
information. Record the full version
(Office Professional Plus 2010 and
Office Professional Plus 2013 in this
case).

Apple Macintosh Machines

1

Open Outlook for Mac

Open Outlook for Mac. If your
computer does not have Outlook
installed, you either do not have
Microsoft Office, or you are running
a version too old for use with Office
365.

16. View application information

Click Outlook > About Outlook to
view the version information. Record
the full version information from the
next screen.

Determining Your Mobile OS Version

These instructions are provided as a general guide only. Users should check with their
wireless provider or device manufacturer for a definitive answer on compatibility.

iOS Devices (Apple)

1

Open Settings > General > About

From the settings
app select General
> About and record
the version

Android Devices
The Android OS version is not particularly helpful when determining compatibility.

Windows Mobile Devices

1

Settings > About

Open Settings >
About and record
the OS Version.

Blackberry Version

Settings > About

Open
Control Panel > Options
> Device > Options >
About
and record the operating
system version.
NOTE: the exact location of
this screen varies by
device, provider, and
theme.

Phase 3
updating software
(ensuring things go smoothly)

Overview
Using supported versions of Windows, Mac OS X, and Office is just the first step. In order to
ensure Office 365 works well with their computers youll need to ensure all of the software
is fully updated.

Windows OS and Office

1

Open the control panel (with start

menu)

17. Open the control panel (no start

menu)

If you have a start menu, open it

and then click on Control Panel.

If you dont have a start menu

youre running Windows 8. Press the
following keyboard shortcut, or right
click on the Windows logo in the
taskbar, and then select control
panel from the list.
+x
(dont press the + key)

18. Open the System and Security

category

In category view, click on System

and Security. If you are in icon view
you can open the System panel
directly.

19. Open Windows Update

Click on the Windows Update
header.

20. Click Change Settings

Click Change Settings.

21. Ensure you get other updates

Ensure that Give me
recommended updates and
Give me updates for other
Microsoft products are selected.

22. Check for updates

Click Check for updates

23. For Windows 8: Reboot Computer

If youre using Windows 8 you just
need to reboot your computer to
install the updates.

For Windows 7: Click Install Updates

If youre using Windows 7 click
Install Updates.

Windows Server
Windows Server is typically updated in the same manner as the Windows OS.
To ensure that Exchange is fully updated, manually verify that the latest service pack has
been installed and run Windows Update again.

Mac OS X
1

Open Software Update

Click the Apple icon > Software
Update with the Finder selected.

24. Install Updates for 10.6

Select all the updates and click
Install in the lower right corner.

25. Install Updates for 10.7 and Above

Click Install All in the upper right
corner.

Office for Mac

1

Open Outlook for Mac

Open Outlook for Mac

26. Check for Updates

Click Check for Updates

27. Install Updates for 10.7 and Above

Check all updates and click Install
in the lower right corner.

Mobile Devices
Please refer to your manufacturer for update instructions. However, typically:

Older iOS devices must be updated through iTunes

Newer iOS devices update automatically
Android devices update automatically
Windows phones update automatically
Blackberry devices must be updated through the blackberry desktop software

Phase 4
information gathering
(documentation everywhere)

Overview
The organization will need to gather a bunch of information to make sure the migration to
Office 365 goes smoothly. Accompanying this packet is a spreadsheet where the org can
record the required information. This section outlines what information is needed.

Devices
List of Desktops and Laptops
Youll need a list of every desktop and laptop along with the OS version and Office
version and verification that updates have been installed.
List of Mobile Devices
If they intend to configure their users mobile devices for them, it is a good idea to have
a list of all the devices you will be configuring, their OS version, etc.

Exchange Information
List of User Mailboxes
You need a list of every mailbox in their organization to ensure that everything is
provisioned properly. This is necessary even if theyre doing a manual PST import
migration.
List of Shared Mailboxes
You need a list of shared mailboxes (including resource mailboxes) used in their
organization and who has permissions to these mailboxes. Well cover what this is later
in the document.
List of Distribution Groups
You need a list of the Exchange distribution groups they want configured in their
organization and who should be a member of them. This is only needed for manual PST
migrations.

Server and DNS Information

Exchange Admin Credentials
If theyre performing an automated Exchange Migration, youll need credentials for an
Active Directory account.
If theyre performing a MigrationWiz migration (pg. 37) from an environment other than
Exchange (i.e. Gmail), youll need the credentials of every user they are migrating.
Internal DNS Information
We need to know all of the domains youre hosting internally on your server or that are
being hosted by a hosting provider (i.e. GoDaddy).
DNS Credentials
Well need login information to your DNS provider.

Device Lists
Please see the accompanying spreadsheet for details about the device lists. Make sure
that the information in the sheets matches at least the minimum system requirements
outlined earlier in this document.

Exchange Information
List of User Mailboxes
Youll need a list of every user they wish to have a dedicated user mailbox. Users log into
these mailboxes with a username and password. They can be used in Outlook Web Access
or full Outlook and are accessible with mobile devices via Active Sync. Note that
passwords expire every 90 days, though this duration can be increased for your
organization as a whole, or set to never expire.
Youll ask them for the following information:

First & Last Name: These will form the users display name on emails and in lists.
Primary Email Address: All emails from this user will appear to come from this
email address. This address will also be the login name for the user.
Secondary Email Addresses: User mailboxes can have multiple secondary email
addresses. These allow you to receive email sent to other email addresses in your
mailbox. You cannot send from these addresses. This is useful when changing
addresses or when you want multiple versions of the same address
(sam@techimpact.org and samc@techimpact.org).
Should the User Be an Admin: Do you want the user to be an administrator?

List of Shared Mailboxes

Shared Mailboxes do not have a dedicated username and password. They are accessed as
secondary mailboxes in Outlook or from Outlook Web Access. Users can still send email
from these mailboxes. Shared mailboxes can also have calendars and contact lists. Shared
Mailboxes do not count towards your licenses and have a limit of 50GB. Well ask for the
following information:

Full Name: This is displayed in lists and on email from the mailbox.
Primary Email Address: All emails from this user will appear to come from this
email address.
Secondary Email Addresses: Shared mailboxes can have multiple secondary
email addresses. These allow you to receive email sent to other email addresses in
the shared mailbox. You cannot send from these addresses.
Full Access Permissions: Which users should have full access to this Mailbox.
Users with full access can also share particular folders (Contacts, Calendar, Inbox,
etc.) to users in your organization.
Send-As Permissions: Which users should be able to send email that appears to
come from this mailbox. Note that users must manually select the address in
Outlook and all sent mail will be placed in the users sent items rather than the
shared mailbox.

List of Public Folders

If they have public folders in on-premise Exchange, they will need to be converted to
either Shared Mailboxes or SharePoint lists. Office 365 does not support Public Folders. You
will need to figure out what solution in Office 365 will be the most effective for the
organizations needs.
For every public folder you have on-site please provide the following:

Folder Name: The name of the public folder (if you have a folder hierarchy with
the same type of items in every subfolder (calendar OR mail OR contacts, etc.) you
only need to list the top-level folder).
Content Type: Does the folder hold mail items, contacts, calendars, etc.
Primary Email Address: If the public folder is mail-enabled youll need to know
the email address.
Users with Access: Who has access to this public folder?

List of Distribution Groups

NOTE: This list is only necessary for a manual (PST Import) migration.
Distribution groups allow multiple email addresses to receive emails sent to a single email
address. These are similar to email groups in outlook but can receive mail from anyone in
your organization or even external users.

Display Name: This is displayed in lists and on email from the distribution group.
Primary Email Address: Theyll send email to this email address.
Externally Accessible: Do they want individuals outside of their organization to be
able to send email to this list?
Members: Which internal users and external email addresses do they want to
receive emails sent to this list?

Credentials
In order to get things up and running well need access to a couple of your systems.

Exchange Admin Credentials

If youre migrating from an Exchange Server, youll need a login to their local Exchange
server that has full admin privileges to Exchange. Typically, this means a user in the
Domain Admins group. Youll need:

Their internal domain name

The username
The password
Public Exchange FQDN (mail.techimpact.org)
Internal Mailbox Server FQDN (mbx1.techimpact.local)

Mail Provider Admin Credentials

MigrationWiz supports any email provider that uses the Exchange or IMAP protocols.
Youll need a login for the organizations current email provider that has full admin
privileges. If they are using MigrationWiz, you will need the username and password of all
users in their current mail environment. These credentials will be needed by MigrationWiz
to move everyones historical mail.

Domain Name Server (DNS) Credentials

You also need login information for their DNS provider. DNS is a complicated technology
and it can be hard to make sure that you get the information you need. Your DNS provider
is what makes your website accessible it holds a dictionary that tells computers where
they can get your website.
There are three separate providers that help
people get your website. Its possible that you are
paying three separate companies to do one of
each of these services, or one company to do
them all:

Domain Registrar: Your domain registrar

is who you purchased the domain itself from
($10 or so a year). The domain registrar
holds the domain for you and provides a
database of contact information for people
wanting to ask you about the domain. This
is often a separate company from the DNS
Provider and Web Hosting provider.
The domain registrar also holds the address
of your name servers. These name servers
tell other computers who your DNS provider
is. We dont need to edit these settings.

DNS Provider: Your DNS provider actually stores all of the information about where
to find different services for your website. This is the service we need a
username and password for. The DNS provider is often, but not always, the same
as your web hosting provider.

Web Hosting Provider: Your web hosting provider stores your actual website. We
will not be modifying your website or any settings related to it, so we dont need
this username and password (unless the same company is also your DNS provider).

Internal DNS Information

In order to ensure that their desktops are able to easily connect to Office 365, you need to
know all of the domains they are hosting DNS information for internally. This only applies if
they have a server on-premise.
To determine the domain names that they are hosting internally you will need to connect
to every DNS server. These are typically the same servers that serve as Active Directory
servers.

Open DNS Management

From the Administrative
Tools portion of the control
panel open DNS.

28. View Forward Lookup Domains

Expand Forward Lookup
Zones and record all of the
domains under there.
(In this case
_msdcs.NPOWERPA.ORG
and NPOWERPA.org)

Phase 5
Migration, Device Configuration, and
Training
(its finally time)

Overview
Once youve gotten all the information needed from the organization, you can get started
on the migration! Migrations have several distinct stages, depending on the type of
migration. If the organization is already using a hosted email provider (i.e. Gmail, Comcast,
etc.) then you have a couple options for how you migrate their data. The Manual PST
migration is an option, but can get particularly complicated with IMAP protocol email
providers (like Gmail). MigrationWiz is a relatively cheap paid for service that will
automatically move mail from a number of providers to Office 365, which makes life very
easy. For more information on MigrationWiz, go to
http://www.bittitan.com/products/migrationwiz.

Manual (PST Import) Migration

1 You Verify Their Information
Youll need to look over the spreadsheet and checklist they send you to make sure
everything is correct.

29. You Verify PSTs

You need to check each of your computers and ensure that all email has been
downloaded to a PST in Outlook 2010 or newer. There is no way to move email to
Office 365 that hasnt already been downloaded to a PST file.

30. You Configure Office 365

Youll use the spreadsheet they provided to configure users, groups, external
contacts, and anything else in Office 365.

31. You Redirect New Mail to Office 365

Youll make changes to their DNS provider to redirect new mail to Office 365 (MX
records). At the same time youll add records to ensure that mail from Office 365 is
not marked as spam and that Outlook autoconfigure works for users outside of their
network. While youre in there, youll also set up records for Skype for Business (if
their DNS provider supports these records).
At this time, users will start using Outlook Web Access in the new
environment to access their data. They will not be able to use Outlook or their
mobile devices until you have reconfigured them.

32. You Reconfigure Their On-Premise DNS

Depending on their server configuration, you may need to make changes to their onpremise DNS to allow Outlook autoconnect to function properly.

33. You Configure Their Desktops and Mobile Devices

Now that mail is flowing to Office 365 and autodiscover has been configured you can
start configuring their desktops and mobile devices for Office 365.

34. You Import Their Old PSTs

Now that their desktops are configured you can import their old PSTs into the new
Office 365 accounts. PST migrations can take long periods of time and may impact
the organizations internet connection for the duration.

35. You Provide Training to Admins & Users

About a week after the users desktops are configured youll provide them with
training on Office 365 and their admins with Administrator Training. We have a Admin
guide available that you can give to workshop attendees to help them with additional
training and set-up.

Automated (Exchange) Migration

If they have an on-premise server with Exchange youll typically perform an automated
Exchange migration.

1 You Verify Their Information

Youll look over the spreadsheet and checklist they sent you to make sure
everything is correct.

36. You Start the Data Migration

Youll connect Office 365 to their on-premise Exchange server to start a mail
migration. This mail migration takes from between a few days to a few weeks
depending on the amount of data and the speed of their internet connection. The
organizations internet connection may be impacted during this time. After
the initial migration completes, a delta migration will run every day to pull over
mail that has been received or sent since the initial migration. This migration will
continue for several days after you redirect new mail to Office 365 to ensure that
everything is moved over.
Public folders work differently. Youll export these to PST so you can manually
import then into Office 365.

37. You Redirect New Mail to Office 365

Youll make changes to their DNS provider to redirect new mail to Office 365 (MX
records). At the same time, youll add records to ensure that mail from Office 365 is
not marked as spam and that Outlook autoconfigure works for users outside of
their network. While youre in there, youll also set up records for Skype for
Business (if their DNS provider supports these records).
At this time, users will start using Outlook Web Access in the new
environment to access their data. They will not be able to use Outlook or their
mobile devices until you have reconfigured them.

38. You Reconfigure Their On-Premise DNS & Server

Depending on their server configuration, you may need to make changes to their
on-premise DNS to allow Outlook autoconnect to function properly. Similar changes
may need to be made to their Active Directory environment in Small Business
Server or Exchange 2007 and newer environments.

39. You Configure Their Desktops

Now that mail is flowing to Office 365, and autodiscover has been configured, you
can start configuring their desktops for Office 365.

40. You Provide Training to Admins & Users

About a week after the users desktops are configured youll provide them with
training on Office 365 and you with Administrator Training.

41. You Decommission Their Old Server

Once everything is configured you can decommission their old Exchange server

Alternate Manual (PST Import) Migration

If they are using a hosted email provider and do not want to pay for MigrationWiz, you can
still do a manual migration of at least their historical mail (if not their calendar, contacts,
tasks, etc. This will vary depending on their current provider). You will need to follow the
steps for setting up a new profile in Outlook, but use their current email log in credentials
and settings (unless they already have their old account setup in Outlook). This will vary
from provider to provider. Once you have set up their old account in Outlook, youll need
to let all the mail download. This can take anywhere from 20 minutes to a whole day
depending on the amount of data. Once everything is downloaded, you will export their
data to a pst file following the steps outlined in Phase 8. Once it finishes exporting, you will
create a new Outlook profile using their Office 365 information and import the pst into the
new profile. The historical data will then need to upload to Office 365, which again can
take anywhere between 20 minutes to an entire day.

Phase 6
communicating with users
(helping everyone feel comfortable)

Overview
User communication is critical in any migration. This section provides you with guidelines
and templates to ensure that users understand exactly what is going on. Its best if:

Users are notified 1 week before the migration with an outline of the process and
lines of communication.

Provide them with a copy of the setup / Outlook Web Access guide and inform them
of the documentation portal to help them through the transition.

Setting Expectations
Setting user expectations is key in a successful Office 365 project. Be sure to send the
email in the following section with enough time for their users to ask questions and include
their users in the decision making and scheduling process.
Above all, let their users know that there will likely be some small problems, but that the
migration will dramatically help their organization in the long term. Make sure they know
how to contact their admin, and that they trust that issues will be resolved quickly.

User Notification
We recommend that you inform users of the upcoming transition at least one week
beforehand. Below is a template they can modify and copy/paste into a staff-wide email.
Please be sure that users understand who the first contact is in the event of an issue.

Hello Everyone,
Please be sure to carefully and fully read this email. Most of your concerns are addressed here, but
this process is somewhat complicated. A careful reading should ensure that this transition has the
smallest possible impact on your work.

Overview
As you know, we will soon be migrating our collaboration platform email, calendars, contacts, tasks, etc
to Office 365. This migration will ensure that you have access to your information from anywhere and in
any situation even if something happens to our building. Moving to Office 365 will also reduce our costs
and help us focus on our mission.
On <insert go-live date here> you will begin to use Outlook Web Access in Office 365. At this time
new email will only appear in Outlook Web Access. You can continue to use your local Outlook to
view old email, but it is important that you do not send mail from this account.
On this day we will be around to reconfigure Outlook on your local machine. At this time, well start
importing your old email into your new Office 365 account. You should be able to view both your old email
and new email in Outlook within a few minutes. It may take several days before all of your old mail is
accessible in Outlook Web Access.
Once Outlook has been set up youll need to re-share your calendar, set up your signatures, and customize
Outlook again to your satisfaction.

Using Outlook Web Access

Attached youll find a document providing detailed instructions on accessing and using Outlook Web
Access. Outlook Web Access has come a long way and should meet your needs until we can configure
Outlook on your computer.
To access Outlook Web Access youll need to navigate to https://portal.microsoftonline.com and log in with
the information below.

Username: your full email address

Password: @password1 (unless we have specifically given you a different password)

Instructions for using Outlook Web Access can be found in the attached user guide.
Changing Your Password
Please do not change your password until your desktop is configured. If you need your password changed,
you need to talk to me, and Ill need to record it so that Outlook can be configured for you.

Configuration
Well be around to configure your desktop <insert estimated date/time>, but you can do it yourself now
and configure your mobile devices using the instructions attached.
Once Outlook has been configured youll need to set a few things back up:

Re-share your calendar and contact list (see attached documentation)

Reconfigure your email signatures
Reattach your Archive folders (see attached documentation)

Autocomplete
If you are currently using Autocomplete as an address book to store the email addresses you frequently use
please note that Microsoft does not provide a way to migrate this list. You will lose your autocomplete
list after the migration. Please save any email addresses you need in your autocomplete list to your contact
list so they will be transferred during the migration.

Documentation
We have also provided you with documentation for users in the form of the Office 365 GoLive User Guide. This document outlines:

Accessing the portal

Changing your password
Using Outlook Web Access
o Sharing calendars
o Viewing others calendars
Configuring Outlook
Configuring Mobile Devices

In addition to this PDF document we have a rich web portal with Office 365
documentation. This portal can be reached at the URL below:

portal.techimpact.org
username: client
password: support

Phase 7
go-live & server reconfiguration
(the technical stuff)

Overview
When the day comes, you need to make some technical changes to make sure that (a)
mail flows to Office 365 instead of their on-premise server and (b) outlook can find Office
365 for an automated configuration. To do this two things need to happen:

Youll update their external Domain Name Server (DNS) records

Youll update their server DNS records (If they are using an on-premise server)

The rest of this section outlines how to make the changes.

About DNS
DNS changes can take up to 48 hours to propagate, although changes typically take no
more than a couple hours. This means that it can take up to 48 hours for Outlook and
Skype for Business on every computer to connect to Office 365 and for all incoming email
to go directly to Office 365.
You will address this issue by making the DNS changes the night before your go-live. This
typically allows enough time for changes to fully propagate. By the time their users come
in the next morning all new mail should be going to Office 365. Just in case some 3 rd party
services have not updated their records, and are sending to their old server, you will
perform delta syncs for up to 2 days after the go-live. This ensures that all new mail ends
up in Office 365.

External DNS Records

On the day and time of the go-live youll make some changes to their DNS provider. These
changes will:

Ensure incoming email goes to Office 365 (mx records)

Ensure outgoing email isnt marked as spam (SPF record)
Configure autodiscover so that users can auto-configure outlook (autodiscover
CNAME record)
Add records to allow Skype for Business to communicate with Office 365 (lync
CNAME and SPF records)

Incoming Email (MX record)

In order to allow email to flow to Office 365 youll update their MX records. These records
allow the servers of the people they correspond with to find Office 365.
Record Type
MX

Host
@

Points to
Priority
TTL
<domain10
1 hour
key>.mail.protection.outlo
ok.com
Instructions on finding the <domain-key> can be found here:
https://support.office.com/en-us/article/Gather-the-information-you-need-to-create-Office365-DNS-records-77f90d4a-dc7f-4f09-8972-c1b03ea85a67?ui=en-US&rs=en-US&ad=US

Anti-spam (SPF record)

To ensure that 3rd party services, and the individuals you correspond with, dont mark their
outgoing email as spam youll add an SPF record. This record lets these servers know that
Office 365 is authorized to send email for your domain.
Record Type
TXT (Text)

Host
@

TXT Value
v=spf1
include:spf.protection.outloo
k.com -all

TTL
1 hour

Autodiscover (CNAME record)

Youll also add an autodiscover record to allow Microsoft Outlook to automatically configure
itself for Office 365. This means that their users just need their email address and
password to set up Outlook and configure their mobile phones for Office 365.
Record Type
CNAME (Alias)

Host
autodiscover

CNAME (Alias)

msoid

Points to
autodiscover.outlook.c
om
clientconfig.microsofto
nline-p.net

TTL
1 hour
1 hour

Skye for Business (CNAME and SPF records)

Skype for Business (an instant messaging and real-time collaboration tool included with
your Office 365 subscription) requires certain records in order to authenticate properly.
Youll add these records (two CNAME and two SRV records) when you make these other
changes to your DNS.
Record Type
CNAME (Alias)

Host
sip

CNAME (Alias)

lyncdiscover

Recor
d
Type
SRV
(Servic
e)
SRV
(Servic
e)

Points
sipdir.online.lync.co
m
webdir.online.lync.c
om

TTL
1 hour
1 hour

Nam
e

Target

Proto
col

Service

Priori
ty

Weig
ht

Por
t

TTL

sipdir.online.lync.
com

_tls

_sip

100

443

sipfed.online.lync.
com

_tcp

_sipfederatio
ntls

100

506
1

1
hou
r
1
hou
r

Phase 8
outlook and mobile device
configuration
(getting everything connected)

Overview
Youll need to configure Outlook and Mobile Devices for users. You should have already
verified that all of their devices are compatible and updated. The instructions for
configuring these devices are included in the end-user go-live guide, but we have also
included those instructions here to make things easy.

Export the Mailbox (Manual pst Migration)

To preserve the mail, events, contacts, etc. from the old email account, you will need to
export it to a .pst file. After exporting, you will set up the new Office 365 email account
as a new profile for Outlook to use. Then you will import the .pst file into the new profile,
effectively transferring the old mail, events, contacts, etc. into the Office 365 account.

1. Export .pst File

In Outlook, Click the File menu, click on

Open & Export, and click
Import/Export.
If using Office for Mac 2011 or 2016, the
file extension of the exported data will be
.olm instead of .pst. The steps should
be the same, however.

2. Export .pst File

3. Export .pst File

Select Export to a file and click Next.

4.
5. Select Outlook Data File (.pst) and
click Next.

6. Export .pst File

7.
8. Select the mailbox you would like to
export from.
9. Make sure to check Include
subfolders, then click Next.

10.

Export .pst File

11.
12.Select the location you would like to
export the file to. We recommend
exporting to your desktop so the file
can be found easily. We also
recommend naming the file whatever
the date is the day you are exporting
it. This way you know when the data
file is from.

13.

Export .pst File

14.
15.You will have the option to set a
password for the file. This is only
necessary if there is sensitive
information in the emails of the
terminated user.

1 Export .pst File

16.
17.If all goes well, you will see a file on your
desktop like the one pictured.

18.Configuring Outlook
19.Office 365 supports both Outlook 2010 and Outlook 2013, although you will need to run
the Desktop Setup software if theyre using Office 2010. If you are coming from an
email provider like Gmail or FatCow, lookup your providers server settings to properly
configure Outlook.

20. Open The Windows Control

Panel

22.Open up the Windows control

panel (Start > Control Panel).
NOTE: Your screen may look
different depending on the
version of Windows you use.

21.

42. 23.
24.

43. 28.

Change View to Icons

25.In Windows 7 and Vista use the
"View by:" drop down to change
to the Icon view.
26.
27.In Windows XP use the "Switch to
Classic View" button in the left of
the window.

Open the Mail Control Panel

30.Open the "Mail" control panel.

29.

44. 31. Open Profiles

32.Click "Show Profiles..."

45. 33.
34.

Add a New Profile

35.Click "Add..." to create a new
profile. Name the profile "Office
365."
36.
37.Click "OK".

46. 38.

Enter your E-Mail Address

39.

47. 41.

40.Enter your e-mail address and

click "Next".

Enter Your Password

43.If prompted, enter your
password, check the "Remember
my credentials" box, and click
"OK".

42.

48. 44.

Click Finish
46.Click Finish.

45.

49. 47.

Change Default Profile

49.From the "Always use this profile
drop down select "Office 365".

48.

50. 50.

Complete The Setup

52.Click "OK".

51.

53.Importing the Old PST

54.All of the users old email is stored in the PST file you exported to the desktop in the
last section. This PST must be imported into Outlook in order to move the mail to Office
365. The import process can take days and has two steps:

You import the mail into Outlook, which can take a few hours
Once the mail has been imported into Outlook it is automatically pushed up to
Office 365. This can take a few days but should not require any work on your part.

55.

Open File Import

57.From the File menu
select Open and then
select Import.
58.
59.NOTE: In office 2013
these menus read Open
& Export and
Import/Export.

56.
60.

Import from another program or file

62.Select Import from
another program or file
from the list and click
Next.

61.

63.

Select Outlook Data File (.pst)

65.Select Outlook Data File
(.pst) from the list and
click Next.

64.
66.

Select the PST

68.

Open your Outlook

PST.
69.
70.
The PST should be
on your desktop.
71.
72.

67.

51. 73.
74.

78.

Import into Same Folder

75.Select the root of the
archive folder, make
sure subfolders are
included, and then
select the radial to
import items into the
same folder in their
Office 365 profile.
76.
77.
Click "Finish".

79.Managing Archive Folders

80.Some users may currently have Archive folders. These folders are visible in Outlook
and contain old mail for the account. However, the data is actually stored on the users
local computer and not on the server, therefore it was not migrated. You have two
options when dealing with Archive folders:
1. You can attach the existing Archive folder to the new Outlook profile so that users
have access the same way they did before. In this scenario the Archive folder
remains on the users desktop and will be lost if the computer crashes.
2. You can also import the PST into the users Office 365 profile. Because of the large
mailbox size available to your users 50 GB this may be the best option. However,
searching very large mailboxes can be slow, and if the data isnt mission-critical this
may not be the best option.

81.
1

Attaching the Archive Folder

82.

Open File Export

84.From the File menu
select Open and then
select Open Outlook
Data File.

83.

52. 85.

Open the PST

86.

90.

Importing the Archive Folder

87.Open your archive PST.

88.
89.
The default
location is hidden and
can only be reached
by typing in the path
manually:
%USERPROFILE
%\AppData\Local\Micr
osoft\Outlook

91.

Create a New Folder

93.Right click on your Office
365 profile in Outlook
and click "New Folder..."

92.
5
95.Name the folder
Archived Items.

94.
96.

Select the new folder

98.Make sure the folder is
selected on the left hand
side.

97.
99.

Open File Import

101. From the File menu
select Open and then
select Import.
102.
103. NOTE: In office 2013
these menus read Open
& Export and
Import/Export.

100.

53. 104. Import from another program or file

106. Select Import from
another program or file
from the list and click
Next.

105.

54. 107. Select Outlook Data File (.pst)

109. Select Outlook Data
File (.pst) from the list
and click Next.

108.
55. 110. Select the Public Folder
112. Open your archive
PST.
113.
114. If not already
selected the default
location is hidden and
can only be reached
by typing in the path
manually:
%USERPROFILE
%\AppData\Local\Micr
osoft\Outlook

111.

56. 115. Create a New PST

117.

Select the root of the

archive folder, make
sure subfolders are
included, and then
select the radial to
import items into the
current folder.
118.
119. Click "Finish".

116.
120.

121.

Configuring Your Mobile Device

122. You can use Office 365 with any device that supports Microsoft ActiveSync. Users
will need to check with your device manufacturer to confirm support. Note that
different wireless providers have different versions of the same hardware.
123. In general, any iOS device and most Android devices support Microsoft Active Sync.
Blackberry devices do not.
124. Because of the vast array of hardware in the marketplace we cannot
provide detailed instructions for all devices. However, Microsoft provides
instructions for many mobile devices. You can find these instructions at the
following location. Use the Set up Exchange ActiveSync instructions for
your device.
http://help.outlook.com/en-us/140/dd936215.aspx
125.

In General, use the following settings when configuring your mobile device:
Server: outlook.office365.com
Username: your full email address (sam@npcloud.org).
o

NOTE: If this does not work try <yourdomain>\<youraddress> (ex:

npcloud.org\sam@npcloud.org)

Password: Your Office 365 password

Use SSL Encryption: Yes

126. Phase 10
training
127.

(were almost done)

128.

Overview

Were almost done! All thats left is migrating the public folders and providing
admins and users training.

129.
130. Migrating Public Folders
131. Now that things have settled down a little youll import the PSTs the org
provided you with into their new public folders. Their users will use the Open
another users Calendar and Open another users contacts functionality
outlined in the Go-Live users guide.

132. User Training

133. When theyre ready youll schedule user training. The training will cover
Office 365 specific functionality, including:

Accessing the Portal

Changing your password
Outlook Web Access functionality
Common questions about Outlook and Mobile Devices

134. Admin Training

135. Youll also provide them with admin training. This training covers the basics of
managing their users, including:

Adding and removing users

Resetting passwords
Managing Exchange Information including email addresses
Creating shared mailboxes, distribution groups, and external contacts

136. Accompanying this document are the End User Guide, Admin Guide, and
PowerPoint presentation for the End User Training.