Cloudiway’s mail migration solution helps businesses perform elaborate technical migrations through a simple SaaS interface. As a result, mail migrations require no additional software installation or overhead, and migrations can be performed securely and quickly.
The Cloudiway new platform is flexible enough to support all types of migration paths. Your migration strategy will depend on your business setup, type, and size.
Whichever migration path you choose, Cloudiway provides all the essential features including license assignment, archive migration, and calendar coexistence (Free/Busy scheduling).
Two of the most common migration strategies are cutover and staged migrations.
Cloudiway has developed a number of tools to enable seamless migration for the most intricate migrations. Our supplementary tools include:
Coexistence manages cross-platform communication with no impact on the end-user. It provides a seamless connection between two different remote systems during the migration. For example, a Google user can check the free/busy time of an MS 365 user. It also creates all users as contacts on both sides and keep the address books up to date.
To discuss any of these supplementary tools further, please get in touch with your existing Cloudiway contact.
For more information about security, please refer to this article.
For more information about migration performance, please refer to this article.
4.1. What can be migrated and what are the limitations?
You will find what can be migrated and the limitations from Google Workspace (G Suite) to Office 365 on this page:
G Suite uses labels rather than folders to organize emails, and users can apply multiple labels to a single email. Office 365 mail doesn’t use labels, emails can be stored in only one folder.
When multiple labels are applied to one email, only one label is converted to a folder, for further information, please refer to this article.
Migration takes place between existing mailboxes. This means that before starting a migration, mailboxes must exist in the target at the time of migration (steps are included in this guide).
This guide is aimed at experienced system administrators who are capable of connecting to remote systems and using a variety of administration tools.
Although we provide support for our own products, we do not provide support for third-party products such as PowerShell or server administration of Google or Exchange.
If you are concerned you might have any difficulty completing these steps, please consider a solution with our consulting team, contactable via this page. This will ensure a fast, cost-effective, and stress-free implementation.
5.1. Before you start
Before you start, you need the following accounts.
|Cloudiway||Account to configure the Cloudiway Platform for your migration.||https://portal.cloudiway.com|
|Google Admin||To configure the Google feeds.||https://admin.google.com|
|Office 365 Admin||Used to configure Azure Active Directory Application and associated permissions.||https://aad.portal.azure.com|
5.2. How it works
The product uses IMAP and Google APIs calls to read the source.
Cloudiway uses Exchange Web Services (EWS) to migrate the mails, contacts, and calendars, and PowerShell for permissions, rooms, and resources.
Note: all network operations are performed over TLS 1.2.
5.3. Google IMAP Configuration
5.4. Mapping Table
During the migration, Cloudiway uses a mapping table to perform the conversion of emails and permissions.
Important: the mapping table must be exhaustive, any missing email address will not be converted, and would end up with loss of permissions.
5.5. Source Prerequisites
To perform the migration, you need to configure the permissions (Google feeds).
This article explains how to configure a Google Workspace Connector and the Google feeds:
5.6. Target Prerequisites
We recommend creating an Office 365 account dedicated to the migration, that can be deleted once the migration is completed. This account is used only for PowerShell calls when migrating permissions, rooms, and resources. Other calls are done using the Azure Active Directory Application.
It must be configured with multi-factored authentication (MFA) and SSO (ADFS) turned off.
5.7. Create your mailboxes
The platform migrates between existing mailboxes. Therefore, the mailbox must already exist prior to the migration.
Resources from your source must be available in your target before migration can begin. Cloudiway provides a tool to automatically recreate rooms and equipment for migrations from G Suite to Office 365, which will be explained later in this guide.
5.8. Azure Active Directory Application
EWS calls are performed through an Azure Active Directory Application which is granted specific permissions.
You can either create an Azure Active Directory Application manually or let the platform create one for you.
Please consult our How To Create Azure Apps Registration page to create the Azure Active Directory Application and associated permissions.
6.1. Create Your Connectors
For Cloudiway to migrate your Mailboxes, it needs to be able to communicate with both your source (GSuite) and target (Office365) domains. To do this, Cloudiway uses connectors. You will need to set up a connector for each source tenant you wish to migrate and each target tenant that mail should be migrated to. Follow the steps from the page below to configure your connectors:
For large projects, it’s possible to create multiple connectors that will be used in parallel. Please contact Cloudiway consulting services if you need to set up such configuration.
6.2. Configure the global settings for migration
Now that you have set up at least one source and target connector, you’re ready to configure your global settings. Using the Cloudiway platform, this is simply a matter of selecting what you want to migrate.
From the Mails area of https://portal.cloudiway.com, click on Global Settings
Most of the options are self-explanatory.
The Convert Email Address option needs further explanation. The Convert Email Address option is switched on by default (and is best left on). When activated, this option rewrites email addresses found in the header and replaces source email addresses with their corresponding target email addresses.
The mapping table is used for this conversion. Therefore, it’s important that all users exist in the mapping table before migration begins.
See the 7.3.2. Migration to archives section for further information concerning the calendar and the “Archive Mails Older Than” options.
Click on the Save button at the bottom of the screen to update your global settings.
6.3. Import or create your users
There are a number of ways to add users that you wish to migrate. These include:
Regardless, each user will need to be assigned a license type — Trial (limited to 100 MB), Education, Standard, Archive, or No License (used for adding users to your mapping table regardless of migration plans).
6.3.1. Option 1: CSV import
If you have a CSV file of all your users, you can upload the file to Cloudiway. The file must have the following fields in the header row:
6.3.2. Option 2: Get List
Cloudiway’s Get List tool helps you to retrieve users from your source tenant.
Go to Migration, select Get List.
The tool requires you to enter the Source and Target Pool.
Then to specify:
It will then add new users to the User List. You can monitor the progress of this task in the User List: Get List Logs.
6.3.3. Option 3: Single user creation details
Many of our first-time customers create a single user for testing purposes. This provides a means of watching the migration process without affecting all users.
Click on MANAGE > Create User and enter the following details:
For more information regarding the different fields, check out this article. Repeat the process for any more users you’d like to create.
6.4. Activate and monitor your migration
Now that you have performed all the pre-migration steps within your tenants and within Cloudiway, you’re ready to migrate. We recommend you run a test migration on a single user first to check that your configuration produces the outcome you expect.
To start your migration, select the users or batch you wish to migrate and click on MIGRATION then the Start button. Your batch will be scheduled and will begin as soon as resources are available.
Don’t forget that the Cloudiway migration platform supports delta passes and that migrations are therefore incremental; every time you restart the migration of a mailbox, only items that haven’t already been copied to the target will be migrated. The platform, therefore, does not duplicate items in the target.
Find out more about the delta pass:
7.1. Resources Migration
The Cloudiway platform provides a resource creation tool to customers performing mail migrations from G Suite to Office 365. Recreate rooms and equipment, Distribution List using the steps below.
From the same Mail Migration area, click on Global Actions
You can choose to migrate your Rooms, Distribution List. Migrating the Distribution List will recreate the list and the membership at the target.
7.1.1. Rooms and Equipment
In the Migrate Rooms section, click on START.
Select your Source that contains the rooms and equipment to be provisioned, click on START.
You will see a Scheduled status, and Completed when the process is finished.
Click on the User List sub-menu of the Mail Migration area and verify that all resources have been created in the User List.
7.1.2. Distribution List
In the Distribution List section, click on START.
Select your Source that contains the list to be provisioned, click on START.
You will see a Scheduled status, and Completed when the process is finished.
7.2. Migration of permissions
You can migrate permissions for mailboxes through the Cloudiway platform.
Migration of permission isn’t performed during the migration of the mailboxes but through a dedicated job.
The migration of the permissions will migrate permissions on the mailboxes, on the primary and secondary calendars.
Click on User List, select the users, go to MIGRATION, then click on Migrate Permissions
NOTE: Once you start the process of permissions migration, it cannot be stopped.
7.3. Archive Migration
7.3.1. Migrate existing archive mailboxes
The Cloudiway platform migrates Google Vault archives, you can refer to the following admin guide:
7.3.2. Migration to archives
The Google mailboxes can be migrated to the Office 365 mailboxes, to the Office 365 archives, or to a mix of both archives or online mailboxes.
Creating a partial archive of emails provides a number of benefits. From a migration perspective, the biggest benefit is reduced bandwidth. End-users who access mail via Outlook have their mailbox locally cached (in .ost file format). After a mail migration, Outlook will download all migrated mailboxes the first time users access their mailboxes.
For example, you could choose to migrate all items older than 30 days to a mail archive, which would be performed prior to the final cutover. The data will remain online and accessible from each user’s inbox as an In-Place Archive. The most recent 30 days of emails will be migrated and downloaded when each user first logs in, reducing overall bandwidth usage due to smaller mailbox sizes.
Note: you must ensure that In-Place archiving is switched on within your Exchange Admin center (you can bulk-activate using the instructions on TechNet as https://technet.microsoft.com/enus/library/jj984357(v=exchg.150).aspx).
From the Global Settings sub-menu, in the “Archive Mails Older” section:
Enable Migrate to Archives, click on the calendar icon to select the date from where all older mails will be migrated.
Click on the Save button, when your migration starts, any emails older than the date you specified will be migrated to an In-Place archive. More recent items will be migrated to the target mailbox.
Cloudiway provides an extensive Help Center, also known as knowledge base, with many resources, including common error messages, guides, and downloads.
Please visit the Help Center here (where you can search for keywords or read through topics): https://help.cloudiway.com/
The Help Center also contains information on how you can ask for further support.