Onwards to - PowerPoint Presentation

Slide1

Onwards toExchange 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 userSlide2

Tl;dr

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

greatsuccessSlide3

Why do this?

From on premise Exchange 2013 -> 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) servicesSlide4

O365 “App waffle”(as of March 17th)

Looking for your own app waffle? Try going to

http://my.office365.vt.edu

Slide5

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 email 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).Slide6

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 themSlide7

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.Slide8

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 completeSlide9

Demo ADadmin

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?

http://adadmin.w2k.vt.eduSlide10

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

http://my.office365.vt.edu)

For managed users (or labs) use the Volume Licensed (VL) version from 

http://network.software.vt.edu

Have your mobile devices upgrades to latest version of the mobile OS versionSlide11

How can we be ready? 2 of 7

Install, configure and use the Outlook mobile app instead of native email and calendaring apps

The app can also simultaneously support other email solutions (like Gmail) and can integrate multiple calendars together!

https://www.microsoft.com/en-us/outlook-com/mobile/Slide12

How can we be ready? 3 of 7

Verify caching mode is turned on in desktop Outlook client

https://support.office.com/en-us/article/Turn-on-Cached-Exchange-Mode-7885AF08-9A60-4EC3-850A-E221C1ED0C1C

http://tinyurl.com/lx7xzs5

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 haveSlide13

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)

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May - June 2017

Slide14

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 

https://testconnectivity.microsoft.com/

 to test from restricted systems

https://support.office.com/en-us/article/Office-365-URLs-and-IP-address-ranges-8548a211-3fe7-47cb-abb1-355ea5aa88a2

http://

tinyurl.com

/pruu2fx

https://support.office.com/en-us/article/NAT-support-with-Office-365-170e96ea-d65d-4e51-acac-1de56abe39b9

http://

tinyurl.com

/mu23ezmSlide15

How can we be ready? 6 of 7

Verify that you have been licensed for the Office 365 core services (and

ProPlus

)

http://adadmin.w2k.vt.edu

Protip

: Use

ADadmin

to verify what licenses you have

haveSlide16

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 old @w2k.vt.edu UPN, instead use

pid@vt.edu

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)

https://technet.microsoft.com/en-us/library/dn440734(v=exchg.150).aspx

http://tinyurl.com/pvpg2c7Slide17

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 completelySlide18

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…)Slide19

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”.Slide20

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 pid@vt.edu/hokies 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 email 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!Slide21

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

MayUniversity Migration Start Date: 5/1

Completes within 2-3 months

We are here!Slide22

Questions?

?Slide23

Onwards toExchange 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, CCSv.2 .1– End user