BTerrell Group Blog

Chris Karnes

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How to migrate a second domain to Office 365 from Gmail -- part 3

Posted by Chris Karnes on Wed, May 13, 2015

In previous blog posts, we discussed how to start the migration process of Gmail email accounts into Office365 email accounts. We also discussed how to migrate the existing emails in the Gmail account so important information is not lost. This final post in this series will explain how to update your DNS to ensure ongoing support for emails from Office 365.

Updating DNS

In your O365 Admin Center, click on Domains.

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Now click on Add Domain

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Click, "let’s get started." Then, enter the domain you are moving into O365 and click next.

Go to your Domain provider and add the txt record that O365 provides in the DNS Zone file. I recommend waiting 5 to 10 minutes before clicking “Okay, I’ve added this record,” so that the DNS Zone file has time to populate and O365 can see it.

Caution, clicking on “Okay, I’ve added this record” and O365 verifying that you own the domain, will error out email being sent from companyabc to companyxyz (but not the other way around) as O365 will attempt to start delivering mail inside exchange and will not deliver to the Gmail account. This should only affect intercompany email going from ABC to XYZ until the remaining steps are complete.

Click next after verification has completed

Select the users that you migrated that have the onmicrosoft.com address attached to them and click "update selected users."

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Click next after the display showing the users being updated successfully.

Since we have already migrated the users, click “skip this step.”

Before updating the DNS records to work with Office 365, you need to send your users the login information. Using your Gmail account, send individual emails to the Gmail users you are migrating with the log in information for their new O365 companyxyz.com email accounts. Make sure that you edit the user and email from @companyabc.onmicrosoft.com to @companyxyz.com before sending their login info.

Go back to the domain setup in O365 and click next.

If your domain is with a Microsoft partner, then you can have O365 add the records for you, if not, click on add these records yourself. I prefer logging into my Domain and adding them into the DNS Zone file manually, so I can verify they get added correctly. Make sure to remove the Gmail MX records so that all email is routed to O365.

Once this is complete, Click finish. It can take up to 72 hours for all email systems to see the change, but all email will now be routed to O365. Have all of your users begin using their O365 accounts and phase out the Gmail accounts.

All that is left, is to remove the migration files. I would allow 72 hours after editing the MX records in the DNS Zone file before completing this step, to ensure all email were synced to O365. Go to the Exchange admin center and click on migration. Select the Migration Batch and click on the Trash Icon.

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Next click on the ellipses and then on Migration endpoints, and in the pop up window select the endpoint and click the trash icon. It may take some time for the previous step to finish, so if there is an error, wait 30 minutes and try again.

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You have now successfully migrated a second domain from Gmail to Office 365.

How to migrate a second domain from Gmail to Office 365 -- part 2

Posted by Chris Karnes on Mon, May 11, 2015

In a previous post, I explained the steps to set up Office 365 to transfer email accounts from Gmail to Office 365. This blog post will explain how to migrate the existing emails to Office 365 to keep important data. 

 

You need the email address and password for every Gmail account you want to migrate. (We decided to make custom passwords, and let our users know what they would be in advance, so they could log in with their new passwords after we changed them and continue emailing.)

Open Excel and create your Migration Template. The Colum headers must be exactly as follows without quotes.

A1 – “EmailAddress” (Office365 email)
B1 – “UserName” (Gmail email address)
C1 – “Password” (Gmail Password).

Fill out the fields and save as a CSV file.

Back in O365 Navigate to the Exchange Admin tab on the left navigation column.

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Click on the Migration link.

Click on the ellipses and then Migration Endpoints.

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Click on the plus sign.

Chose IMAP and next.

Set the IMAP server to imap.gmail.com and keep the default settings the same.

Give your Endpoint a name, and leave the other boxes blank. Click new to finish and then close.

Back in the Exchange Admin Center click the plus arrow and choose Migrate to Exchange Online.

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Choose IMAP Migration and click next.

Click Choose File and navigate to the Migration CSV file you created earlier, then click next. The migration file was three columns with O365 email/Gmail Email/Gmail Password. O365 will verify the file and display any errors that may exist. After validation, it displays the number of users listed in the file that will be migrated.

Leave all values as default and click next.

Type the name of the migration batch in the box – the default value is the name of the migration template you uploaded, then click next.

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Choose the recipients to receive the migration report once complete. This must be an existing user. Select automatically start the batch, then click new.

The mailboxes you designated are now syncing. Take note, depending on the size of the mailboxes this can take from minutes, to hours, to days to complete.

Once the migration is complete, whomever you set as the recipient will receive an email showing the results. And the Exchange migration page will show synced. After syncing, the migration will continue to sync new emails once a day.

Tags: email management

How to migrate a second domain to Office 365 from Gmail

Posted by Chris Karnes on Wed, May 06, 2015

Recently, we migrated all our email domains into one Office 365 account. We noticed that the official Microsoft instructions do not take into account an instance when you already have one account and were simply migrating a second account. Their instructions immediately broke the ability for our companyabc.com domain to email our Companyxyz.com domain, as Office 365 refused to look outside exchange and follow the MX records. We had to find a solution, and we think this is something many companies encounter after mergers, acquisitions, etc.

This is a multi-step process involving setting up the emails in Office 365, and updating the DNS to move the emails to the new Office 365 account. This blog will cover how to setup the emails in Office 365, and later posts will show how to migrate the existing emails and how to setup the DNS account. Here is the solution we used, if you have some suggestions, we welcome your input.

Create the email addresses in Office 365

First, you need administrative access to both Office 365 and Gmail, as well as access to your domain provider and the DNS Zone file.

Login into Office365 (O365) as an Administrator, expand the billing, and click subscriptions. Then, select a subscription and click “change license quantity.”

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Add to your existing account the number of new mailboxes/users you want to create and submit. This may take 5 - 10 minutes to reflect throughout the system before attempting to adding new users.

You can add users one at a time or in bulk. Either way, I recommend using the Microsoft-provided .onmicrosoft.com domain when creating the new users, as it aids you in later steps. To find out what your .onmicrosoft.com address is, click on the domains tab in the O365 admin center.

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If adding one at a time, go to the Admin Dashboard and Click Add New Users and fill in User details one user at a time.

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Follow the on-screen prompts to set the User sign-in status and location, and assign licenses.

Enter an existing email address to send the new user passwords, and Click “create.” Keep a record of the new users and passwords, as we will need these later. (Please note that the usernames are currently companyabc.onmicrosoft.com, but we will change them to companyxyz.com before sending the information to the users.)

If adding multiple users, Expand the users menu and click active users, then click the Bulk Add icon.

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Download a blank CSV file Template and Add the user details and save as a CSV file. Then browse to the file and select it.

  • Verify the import passed verification.
  • Set the user sign in status and location
  • Assign Licenses

Enter an existing email address to send the new user passwords, and Click create. Keep a record of the new users and passwords, as we will need these later. (Please note that the usernames are currently companyabc.onmicrosoft.com, but we will change them to companyxyz.com before sending the information to the users.)

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This is the first section of steps to begin the migration. Our next blog post will discuss how to move the exisiting emails from Gmail to this O365 account.

Tags: email management

How to Create an Inbound Email Alias for Docassist

Posted by Chris Karnes on Wed, Mar 18, 2015

With Docassist, you can set up aliases to email documents directly into Docassist. You may set up as many alias’ as you need, and direct them to go wherever in the Cabinet Directory you would like.

You must be a Docassist Administrator to create an inbound email address. It’s easy so, sign in and let’s get started.

Upon signing in, you are in the Dashboard, Click on the Admin Tab.

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Click on Integration to open the dropdown menu, then click Inbound Emails.

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Click on Add New Email Alias.

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Fill in the desired email alias and note the full email address. Then, select whether or not to combine all attachments into one document. Choose your document type, and the security access (who is allowed to send to the address). Use the folder selection menu to pick where in your Cabinet Directory the incoming documents will reside and then click Save.

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Your Email Alias is created and ready to use!

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Tags: docAssist

How to Set up a Virtual Private Network (VPN) in Windows 8/8.1

Posted by Chris Karnes on Fri, Feb 20, 2015

Setting up a Virtual Private Network (VPN) is easy in Windows 8/8.1. To begin, right click the network adapter icon in the bottom right corner of your screen.

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Click on the “Open Network and Sharing Center” option.

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Select the “Set up a new connection or network” option in the Network and Sharing Center

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Select “Connect to a workplace” and click next.

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Select “No, create a new connection” and click next. (This step may automatically be skipped if no connections have been set up before.)

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Choose “Use my Internet Connection (VPN)” and click next.

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Fill in the information requested and then click create.
Internet address: Ask your IT department, it may be an IP address or name like vpn.mycompany.com
Destination name: Can be whatever you would like the connection to be named.

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Your VPN connection has been created, but Windows 8/8.1 require a few additional settings to be made before the VPN will connect correctly. To go back the Network and Sharing Center, click on “Change Adapter Settings.”

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Right click on the connection you just created, and click on properties.

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Click on the “Security” tab at the top, then select “Allow these protocols” and check “Challenge Handshake Authentication Protocol (CHAP)” and (Microsoft CHAP Version 2 (MS-CHAP v2). Then click OK.

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A window will pop up, click Yes.

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Your VPN is now set up and ready to use. In order to connect, click on the network adapter button on the right hand of the task bar.

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A slide out window will appear, under the “Connections” heading select the connection you created (I used “BTerrell VPN” for mine). 

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Enter your Domain Login information and click ok.

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You are now connected to the VPN.

Tags: Windows