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Migrating 3000 users and 1100 applications from Lotus Notes to Office 365

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A large international customer decided to move into Microsoft Office 365. Their challenge is to migrate 3000+ users, 1100 applications and 100 Tb of file share data located in 50 locations and datacenters across Europe. With this migration all datacenters must be replaced by a central datacenter in The Netherlands using Office 365 and Azure within months. And we did it! A challenging project and a perfect showcase to demonstrate the do’s and don’ts when migrating to the several components of Office 365, i.e. Exchange Online, SharePoint Online and OneDrive for Business at the speed of light.

In this session we will demonstrate how we:
- Analyzed the on-premises installations
- Cleaned up the obsolete users and data
- Prepared the Office 365-tenant to host 3000 users and over 30 domains
- Set-up the AD FS-infrastructure in Windows Azure
- Migrated 3000 users, their mail domains and aliases
- Migrated the file shares to OneDrive for Business and SharePoint Online
- Migrated the applications to SharePoint Online and Azure
- The PowerShell workarounds we used to fix several incompatibility issues between Office 365 and the on-premises installations…and what not to do.

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Migrating 3000 users and 1100 applications from Lotus Notes to Office 365

  1. 1. Migrating 3000 users and 1100+ applications to O365 Arno Flapper, Technology lead
  2. 2. Arno Flapper • Technology Leader at Axians • Microsoft Enthousiast and Enterprise Architect • Focus on Office 365, Azure and other Clouds • Active speaker at events • Architect of: • Migration Planning Process • Cloud on-boarding process • Twitter: @FlapperA • E-mail: arno.flapper@axians.com
  3. 3. About this session • The case used is a Lotus Notes migration to Office 365 • However, information given here applies to all migrations to Office 365, both Notes-2-O365 as Exchange-2-O365 • Information given here is based on our experiences and best practices
  4. 4. The case
  5. 5. The case • Company has used Lotus Notes for over 14 years and wants to migrate to Office 365 3700 Notes users 1100+ applications (700 unique applications) 7.5+ Tb of mail data 30+ domains 50+ servers 20+ datacenters Migrate - 1 central domain - < 3000 users - < 300 applications 5 Notes domains
  6. 6. The case (2) • MessageLabs was used for mail filtering and needed to be included in the mail routing of the co-existence phase • AD was not yet centralized. • All (regional) domains needed to be consolidated to one domain: <domain>.com • Extra complexity: Notes is not linked to AD! Notes users needed to be matched with an AD-account
  7. 7. Session build up
  8. 8. Why this session? • Migrating to O365 is all about preparation and planning • Some preparations have long lead times. They mess up any planning • The next part of this session will be about the right order and steps of migrating to O365
  9. 9. Preparations
  10. 10. Preparations : 1. Add local internet break-outs Internet Local internet break-out Central DC Local DC’s Implement: - Traffic shaping (preferably level 7) - Firewall - Intrusion detection Warning: Local internet break-out can take up to 6 months to realize
  11. 11. Preparation: 2. Check and prepare tenant
  12. 12. Preparations : 3. All users to one central AD <domain>.de <domain>.nl <domain>.fr <domain>.it <domain>.de <domain>.nl <domain>.fr <domain>.it
  13. 13. Preparations : 4. Install Exchange 2013 Hybrid server on-premises to implement AD schema On-premises Lotus Notes Office 365 Exchange 2013 Hybrid Exchange 2013 schema added to central AD Central AD
  14. 14. On-premises (Primary farm) AD DirSync ADFS Proxy ADFS DirSync ADFS Proxy AD ADFS Site-2-Site VPN Preparations : 5. Build ADFS-farm
  15. 15. Preparations : 6. Build e-mail migration farm Staging server CMT Controller (EMM) CMT Worker CMT Worker CMT Worker CMT Worker CMT Worker Replication Domino servers Exchange Online (O365) Mailbox migrations will run at max. 0.5 Gb p/h. Add more workers to increase overall migration speed Use staging server to centralize data to DC with best connectivity. NOTE: Staging server and migration farm should be in the SAME DC
  16. 16. Preparation: 7. Clean-up source environment • By very thorough cleaning we could remove / archive: • 704 Notes users • 400+ duplicate applications • 300 obsolete applications • 7 Notes servers • Or… have over around 25% less to migrate • By limiting the mail migration to items from 1-1-2013 and up, we saved around another 15%.
  17. 17. Migrating users to Exchange Online
  18. 18. Step 1: Enable all users in local Exchange Mail-enabled user <domain>.com & <domain>.nl In Exchange Online GAL (no license assigned) Enable as “mail enabled user” <domain>.com DirSync Match Notes-user with AD-account and add new external address <domain>.com
  19. 19. Internet Exchange Online On-premises mail Symantec Cloud (MessageLabs) *.* *.* <domain>.com <domain>.eu <domain>.com <tenant>.onmicrosoft.com
  20. 20. Internet Exchange Online On-premises mail Symantec Cloud (MessageLabs) *.* *.* <domain>.eu <domain>.com <tenant>.onmicrosoft.com <tenant>.onmicrosoft.com
  21. 21. Notes (MX: <domain>.nl) Step 2: Select user batch to migrate Office 365 (MX: <domain>.com, Hosted by Symantec) User1 Primary : user1@<domain>.nl Secondary : user1@<domain>.com, user1@<domain>.eu User1 (mail-enabled user object) Address : user1@<domain>.nl Forward: user1@<domain>.eu User2 Primary : user2@<domain>.nl Secondary: user2@<domain>.com, user2@<domain>.eu User2 (mail-enabled user object) Address: user2@<domain>.nl Forward: user2@<domain>.eu
  22. 22. Notes (MX: <domain>.nl) User2 Primary : user2@<domain>.nl Secondary: user2@<domain>.com, user2@<domain>.eu Forward : user2@<tenant>.onmicrosoft.com Step 2: Select user batch to migrate Office 365 (MX: <domain>.com, Hosted by Symantec) User1 Primary : user1@<domain>.nl Secondary : user1@<domain>.com, user1@<domain>.eu User1 (mail-enabled user object) Address : user1@<domain>.nl Forward: user1@<domain>.eu User2 Primary : user2@<domain>.nl Secondary: user2@<domain>.com, user2@<domain>.eu User2 Primary : user2@<domain>.com Secondary : user2@<domain>.nl Forward: user2@<domain>.eu From: user1@<domain>.nl To: user2@<domain>.com Subject: … Body: … Assign O365- license to user Pre-migrationFinal incremental update Set mailbox to read-only Place migration message in mailbox Primary domain changed via on-premises AD prior to assigning license
  23. 23. Migrating applications
  24. 24. Migrate • We had 4 categories for applications: • To be deleted: • All applications that contained (almost) no content • To be centralized: • All applications for the content needed to be preserved for archive purposes • To be migrated: • All applications for which an owner is known and he / she indicated that the applications needs to be migrated • To be archived: • All applications that have not been accessed for the last 6 months. Will be deleted after 1 year • Also: The “Lost & Found”-section. If owner is not found and the application is not accessed in the next three months, it will be a “to be archived”-application.
  25. 25. Migrate
  26. 26. Step 1: User matching • Users need to be present in O365 before migrating • We matched based on the following hierarchy: • But still dozens of users needed matched by hand…. Domino Person field value Local AD user object attribute 1. internetaddress mail 2. DisplayName DisplayName 3. Firstname.Lastname CommonName 4. Shortname SamAccountName 5. DisplayName CommonName
  27. 27. Step 2: Determine app-type Publish news procedures, “who is who”, etc Collaborate on products and projects with an end date Contract management, quality management and project sites Business Applications Intranet Store personal documents, share documents, access to group documents and SharePoint sites Knowledge sharing across departments Communities Central workplace Video portal. Central storage for video files Combining trending documents from other office 365 systems like OneDrive and SharePoint, Word, PDF and e-mail attachments Replacement for department sites and short term projects Documents, e-mail, Skype, Messaging and calendar Collaborate Smart aggregation Media
  28. 28. Migration Farm Step 3: Migrate using migration farm Step 1: Match Notes user with AD user and keep static conversion list Step 2: Analyze applications and determine destination templates
  29. 29. Lotus Notes teamroom to SP Online teamsite Source: http://www.codeproject.com/Articles/31685/Migrating-Lotus-Notes-Domino-data-to-Microsoft-Off
  30. 30. Step 4: Manual migration • All apps that cannot be migrated by migration software are candidate for manual migration. • For this we use 4 scenarios 1. Convert to COTS platform (Dynamic CRM, SAP, etc.) 2. Functional rebuild with content migration 3. Functional migration, no content migration 4. Complete rebuild
  31. 31. Lessons learned
  32. 32. Lessons learned • Always use a Exchange Server in Hybrid configuration in your setup • Start early with preparations: • Local Internet-breakout & Site-2-Site VPN with Azure • Getting the tenant right (location, licenses, name) • Use layer 7 traffic shaping to control the download of Outlook offline cache • Do a very thorough clean-up of data before you start • Filter between “Need to migrate” and “Better to rebuild” (i.e. Rooms / Resources / Groups / Apps)
  33. 33. Questions?
  34. 34. Thank you Arno Flapper, Technology lead