28.2. Migration During Operation

With this variant of the migration, users can continue to work almost as usual during the migration. The users are migrated one by one from Exchange to the Intra2net system.

The only limitation is that the individual user currently being migrated cannot work in Outlook during their migration. However, it is still possible for them to receive emails. The emails received during the migration can then be used as normal. In addition, during the migration phase, shared resources such as public folders or shared folders cannot be accessed across system boundaries.

Requirements:

  • Fully functional Microsoft Exchange Server

  • Intra2net Business Server in default configuration

  • Administrator rights for Exchange Server, Active Directory Domain and Intra2net Business Server

  • List of all users and their passwords in the local Active Directory

  • Access to the existing Outlook installations of all users

  • When fetching emails from an external provider via POP3: List of all logins and passwords for email retrieval.

28.2.1. Preparing for Migration

  1. Set up the Intra2net Business Server to have at least one IP on the LAN, DNS, appropriate local SSL certificate and access to the Internet. It requires a different IP than the former Exchange Server so that both can communicate with each other during migration. The configuration of the individual points is described in the Part 2, „General Functions“.

  2. Ensure that on the Intra2net system, under User manager > Users, no accounts have been created yet for normal users.

  3. Configure email dispatch via the Intra2net system, see Section 15.1, „Email Relay“.

  4. In Exchange, store the Intra2net system as a relay server for sending all emails to the Internet.

  5. Configure receiving emails via the Intra2net system and forward the emails to the Exchange. See Section 15.3, „Receive emails using the Intra2net system“ and Section 15.4, „Forwarding of entire domains“.

  6. Test the receipt and dispatch of emails with the new configuration.

  7. Test sending internal emails from Exchange to the Intra2net system. Use the login as the address and the fully certified local DNS name of the Intra2net system as the domain, e.g. admin@intra.net.lan. Check the Intra2net system's web groupware to see if the test email arrived.

  8. If it is not already done, configure and enable access to emails on the Exchange Server via IMAP protocol.

  9. If one or more users have mobile devices connected to the Exchange Server via ActiveSync, prepare them for ActiveSync use with the Intra2net system as described in 33. Chapter, „Connecting Mobile Devices using ActiveSync“.

  10. Configure email archiving on the Intra2net system by going to Services > Email > Archiving. Archive either in a dedicated archiving system or at least in a separate email account. This will serve as a backup for newly received emails if something goes wrong during the migration.

  11. Create a backup of all emails and groupware data on the Exchange Server.

  12. Wait until the backup has been fully created and copy it to another server, for safety reasons.

28.2.2. Migrating Individual Users

Perform the following steps for each individual user.

  1. Create the user with their access data and group membership on the Intra2net system.

  2. Configure the user's email addresses under User Manager > Users : Addresses. Specifically, select the domains forwarded to the Exchange. From this moment on, new emails from the Internet to this user will arrive at the Intra2net system account and no longer on the Exchange.

  3. On Exchange, set up an email forwarding for this user to their account on the Intra2net system. Use the login as the address and the fully certified local DNS name of the Intra2net system as the domain, e.g. johndoe@intra.net.lan. From this moment on, local emails to this user will also arrive at the Intra2net system and no longer at the Exchange.

  4. During the migration, ensure that this user is no longer allowed to work in Outlook or OWA. Also deactivate all mobile devices that access this account via ActiveSync.

  5. Use IMAPCopy to copy the emails of this one user from Exchange to the Intra2net system. The usage of IMAPCopy is described in 27. Chapter, „Migrating Emails with IMAPCopy“.

  6. Open the user's Outlook installation.

  7. Create a local Outlook data file that contains all groupware folders (not necessarily the email folders). To do this, use the Import/Export function of Outlook.

  8. Install the Intra2net Groupware Client on the user's PC.

  9. Create a new Outlook profile for this user and configure it for use with the Intra2net Groupware Client as described in Section 19.1, „Installing the Program“ and the following sections.

  10. Transfer the groupware data from the previously created local Outlook data file as described in Section 21.2.1.2, „Importing to the Groupware Client“.

  11. Check if there are users from the local domain in the contacts folders. If so, then the email addresses of these users must be changed from internal Exchange addressing to normal email addresses.

  12. Check the Calendar and Task folders whether there are future appointments or open tasks in which other participants from the local domain are invited. These other participants are stored in the form of internal Exchange addressing and must be converted to normal email addresses.

  13. For this user, reconfigure any existing mobile devices so that they are now using the Intra2net system for ActiveSync.

28.2.3. Shared Folders

  1. Open an Outlook installation with an Exchange profile that has full access rights to the shared folders.

  2. Create a local Outlook data file that contains all public folders. To do this, use Import/Export on Outlook.

  3. Create a general user account on the Intra2net system, such as info.

  4. Set up a temporary Outlook profile on a PC for use with the Intra2net Groupware Client. Use the newly created user account.

  5. Import the previously created data file into this Outlook profile.

  6. Share folders with the Groupware Client to groups or individual users as required. See Section 22.1, „Sharing Own Folders“.

  7. Give at least one user the Folder right for all folders of the account. This user can manage access to the account.

  8. Open the Groupware Client > Sync State menu and wait for all data to be written to the server.

  9. Close Outlook. The newly created Outlook profile is no longer needed and can be deleted.

  10. Users who want to access the shared folders can now subscribe to them. The necessary steps are described in Section 22.2, „Linking Shared Folders“.

28.2.4. Final steps

  1. Deactivate the domain(s) forwarding to Exchange under Services > Email > Domains.

  2. Disable Exchange Server completely, and permanently.

  3. Configure Services > Email > Archiving to either change the permanent archiving system or deactivate archiving.