BTerrell Group Blog

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