Office365 enterprise transition_guide_en_v1.1

BPOS–S to Office 365 Transition
Transition PlanningGuide for Enterprises
Published: February 2012
Document Version 1.1

BPOS-S to Office 365 Transition Planning Guide for Enterprises 2
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Contents
Section 1: Overview and Executive Summary......................................................................................6
Introduction...................................................................................................................................7
Overview of the Transition..............................................................................................................7
How Office 365 Services Map to BPOS Services ................................................................................8
How to Use this Guide ....................................................................................................................8
Document Scope and Limits..........................................................................................................8
Customer Environment Assumptions...........................................................................................10
Transition Responsibilities ..........................................................................................................11
Implementation Team................................................................................................................11
Assumed Knowledge..................................................................................................................13
Office 365 Trial Subscription..........................................................................................................15
Feedback .....................................................................................................................................16
Section 2: Transition Tasks and Timeline...........................................................................................17
Overview .....................................................................................................................................18
User and Administrator Impact During the Transition Weekend....................................................18
Transition Support .....................................................................................................................20
Customer Responsibilities ...........................................................................................................20
Transition Phases and Milestones..................................................................................................24
BPOS Pre-Transition Phase.........................................................................................................26
Pre-Transition Phase Key Activities................................................................................. 26
Office 365 Transition Phase........................................................................................................28
Office 365 Transition Phase Key Activities.......................................................................29
Office 365 Post-Transition Phase.................................................................................................29
Post-Transition Phase Key Activities ............................................................................... 29
Detailed Transition Timeline..........................................................................................................31
(Earlier than T-60 Days) to Transition..........................................................................................31
(T-60 Days) to Transition ............................................................................................................33
(T-2 Days) to Transition..............................................................................................................37
(T-0) Transition Start (Friday 3pm local time in the most western time zone for your region) ..........37

(T-00) Transition Complete(Target:Sunday 3pmlocaltime in the mostwestern time zonefor your
region) ......................................................................................................................................37
(T+08:00 Hours) Post Transition (Approximately the firstbusiness day after transition)..................39
(T+72:00 Hours) Post Transition..................................................................................................39
(T+84:00 Hours) Post Transition..................................................................................................40
(T+2 Weeks) Post Transition .......................................................................................................40
Section 3: Technical Considerations..................................................................................................41
Overview .....................................................................................................................................42
Software Requirements ................................................................................................................44
Operating system requirements..................................................................................................44
Office client requirements...........................................................................................................44
Browser requirements—Administration Center and My Company Portal.......................................44
Browser requirements—Outlook Web App ..................................................................................44
Sign In Credentials........................................................................................................................45
Required Password Changes..........................................................................................................45
Software Deployment and Packaging.............................................................................................46
Manual Distribution of Client Updates.........................................................................................46
SharePoint Version Differences .....................................................................................................47
Lync Deployment..........................................................................................................................47
Live Meeting................................................................................................................................48
Update DNS Settingsfor Outlook...................................................................................................49
Authentication .............................................................................................................................49
Removal of the Microsoft Online Services Sign In Client Application...............................................50
Service Connectivity......................................................................................................................50
Mobile Devices.............................................................................................................................51
Mail-Enabled Applications.............................................................................................................51
Message Routing and FOPE...........................................................................................................52
Exchange Hosted Archive (EHA).....................................................................................................52
Blackberry (RIM) Devices...............................................................................................................53
SR Review ....................................................................................................................................53
Migration of Settings and Configuration.........................................................................................54
Network Bandwidth Reassessment................................................................................................56
Determination of Administrator Roles............................................................................................57
Deploy Directory Synchronization for Office 365 Post Transition .....................................................57

Preserving Public Delegates...........................................................................................................58
Converting Shared Mailboxes........................................................................................................59
Section 4: Appendices......................................................................................................................60
Appendix A: Post-Transition Resources..........................................................................................61
Post Migration Service Testing Activities......................................................................................61
Validate URLs for Office 365 .......................................................................................... 61
Office 365 SMTP Relay Changes..................................................................................... 62
Testing Collaboration Services – Client Workstations....................................................... 62
Testing Collaboration Services – Exchange Online........................................................... 62
Testing Collaboration Services – SharePoint Online......................................................... 63
Testing Collaboration Services – Lync Online...................................................................63
Post-Transition Activities............................................................................................................64
Appendix B: Transition URLs, Ports and IP Addresses for Office 365 .................................................65
Office 365 Portal........................................................................................................................65
Microsoft Online Services Sign In.................................................................................................65
Required Ports...........................................................................................................................66
Appendix C: External Document References...................................................................................68
Appendix D: Glossary of Terms......................................................................................................71

Section 1: Overview and Executive Summary

Introduction
The MicrosoftBPOS–Sto Office365 Transition Guide forEnterprises isintendedtohelpyouunderstandthe
requirementsandwork streamsfortransitioningyourorganization fromMicrosoftBusinessProductivity
Online StandardSuite (BPOS–S)toMicrosoftOffice 365 for enterprises,usingthe automatedMicrosoft
transitionprocess. Thistransitionof yourproductiontenantmovesuserdataandsettingstotheir
functional equivalentsinOffice 365,while maintainingservice toyourusersthroughoutthe change.
As an enterpriseITadministratorrunningaBPOS–Stenant(e.g.,over1000 users),youshould understand
that there are multiple workstreamsrequiredin yourorganization inordertosmoothly achieve transition.
The more sophisticatedyourITsystemsare,the more workwill be requiredto confidently completethe
workstreams.Thisdocumentisdesignedto helpyoudetermine andplan the workstreamsnecessary in
transitionstrategy.
Thisdocumentis offeredasa complementtoexistinginformationsources anddoesnotreplace the
MicrosoftOffice 365 DeploymentGuide forEnterprises (MODG),orthe Office 365 Service Descriptions
that are alreadypublished.
Overviewof the Transition
There are three phasesof transition:
 Pre-transition.Because the transitionof service from BPOS–StoOffice 365 will have asignificant
impacton the consumersof the service, andalsoon how IT providesservicesandfunctionality
basedon the feature setinthe service, itrequiresalevelof planningequivalenttoanymajor
technologyinfrastructurechange.The planningandreadinessworkrequiredtoprepare for
transitionisa customer-ownedworkstreamthatmustbe startedmany weeksbefore youhave
beennotifiedbyMicrosoftof the transition of yourservice.
 Automated transition.The automatedtransition processhastasksthat Microsoftdoesinthe
backgroundinthe weekspriorto the actual transition,andthenthe actual transition of user
accounts anddata typicallyoccursovera weekendandmaytake 48 hoursto complete.
 Post-transition. Once the automatedtransitioniscomplete,the post-transitionphase involves
customer-ownedvalidatingandtestingbasedonthe planspreparedinthe pre-transitionphase.
For a detailedtimeline includingkeytasksforeachphase,see Section 2,Transition PhasesandTimeline.
Microsoftwill schedulethe automatedtransitionprocessfor yourorganizationbetweennow and
September2012. Afterreadingthisdocumentanddeterminingyourorganization’stimeline forpre-
transitiontasks, please contactyourMicrosoftrepresentativetoletthemknow whenyourorganization
will be readyfortransition.
Important:
 There isno ability tocancel,roll back,or indefinitely suspendtransitiononce the transitionisinthe
Microsoftpipeline.Microsoftwill provide all customersthe one-time abilitytopostpone the
transitionby60 days,if necessary.Sucha postponementmustbe requestedbefore youreachthe
T-14 day milestone. Youmustbe preparedandstaffedtoaddressany post-transition issueswithin
the contextof the Office 365 service until everythingisworkingasexpected.
 Attemptingamanual productiontransitiontoOffice365 is notsupportedbyMicrosoftand runs
the riskof inboundemail loss,storedemail andconfigurationsettingsloss,andcompromised

email archives.A manual transitionapproach takeslongerand adds additionalwork tothat
describedinthisguide foraMicrosoftscheduledtransition,andsignificantlyincreasesthe riskof
disruptionforyourendusers.
 The projectwork describedinthisdocumentisessential toensure asmoothtransitionandto
reduce IT and business-relatedissuesaftertransition.
How Office 365 Services Map to BPOS Services
MicrosoftOffice 365 forenterprises isthe successortoBPOS-S,whichwasthe firstgenerationof cloud-
basedmulti-tenantbusinessproductivityofferingsfromMicrosoftOnlineServices.
The Office 365 for Enterprisessolutionincludesthe followingcloud-basedservices:
 MicrosoftExchange Online (mapstoMicrosoftExchange 2007 in BPOS–S)
 MicrosoftSharePoint® Online (mapstoMicrosoftSharePoint2007 in BPOS-S)
 MicrosoftLync Online (mapstoMicrosoftOnline CommunicatorService(OCS2007 R2) in BPOS–S,
and replacesMicrosoftLive Meeting)
 MicrosoftOffice 2010 ProfessionalPlus(New forOffice 365)
The cloud-basedsolutionsinOffice 365 forEnterprisesare basedonthe 2010 versionsof Microsoft’s
serverproducts,butare notfunctionallyidentical to the on-premisessoftware versions.The Office 365
Service Descriptionsare the definitive source forunderstandingthe Office 365services,andare available
for downloadat http://www.microsoft.com/download/en/details.aspx?id=13602.
How to Use this Guide
Thisdocumenthasbeenorganizedintosectionsthatprovide informationforspecific typesof deployment
personnel inyourorganization.Here is aquickoverview of whatyouwill find:
 Section1: Overviewand Executive Summary. Thissectiondescribesimportantconceptsand
assumptionsthatare essential forplanningyourtransition,includingusingatrial Office 365 tenant
to explore andtestOffice 365.
 Section2: Transition Tasks and Timeline.Thissectionprovidesalookatthe keycustomer
accountabilitiesinthe Microsoftscheduled transitionprocessand the organizational requirements
to successfullytransitionfromBPOStoOffice 365. The informationispresentedintwoways:by
work streamfor each phase,andby detailed timeline. We recommendthatyourIT department
buildanoverall ITchange plan thatcomprehensivelyaddressesall the topicscovered inthis
section.
 Section3. Technical Considerations.Thissection providesthe technical detailsforthe tasks
referencedin Section 2.
 Section4. Appendices.The appendicescontainreference informationmentionedinthe preceding
sections.
Thisdocumentdescribesthe transitionprocessforall the BPOS–Sservices.If youhave notsubscribedtoa
service,youcandisregardsectionsof the documentthatapplytoservicesyouhave notsubscribedto.
Document Scope and Limits
Thisdocumentisspecificallyfocusedon the transitionfromBPOS–StoOffice 365, in a productionIT
environmentthatisalreadyconfiguredand hasdeployedthe BPOS–Sservice inproductionuse today.

The document doesnotaddressthe followingitems,asthese are coveredandreferencedinexisting
published guidance orguidance willbe publishedata future time.
 Migration ofon-premisesemail to any online service.Youshouldbe finishedwithall on-premises
to cloudmigrationsbefore transition. If youcan’tfinishamigration,youwillneedto stopit,and
thenmigrate the remainingmailboxesdirectlyto Office 365after transition.Formore information
on options,see Pre-TransitionKeyActivities.
 Upgrade of BPOS Dedicated(BPOS –D) to Office 365 for enterprisesdedicatedplans. The
dedicatedplans are entirelydifferentthanthe servicesdescribedinthisdocument.Because the
environments fordedicatedplans are limitedtoa single customer,upgradesare conductedona
customer-by-customerbasis.
 Reviewof the Office 365 service descriptionstoensure businessalignment. Your organization
shouldnotmove forwardwithitsplannedtransitiontoOffice365 until all aspectsof the service
have beenevaluatedforalignmentwithyourexistingbusinessandITrequirements,andyou
understandthe impactsandcomplexitiesinvolvedinthe service transition,aswell asthe changes
inthe Microsoftservice offeringthatwill leadtomaterial changestoyourITservice offeringto
users.We recommendreviewing the BPOS–Sservice descriptionsandthe Office 365 service
descriptionsatthe same time tocompare differencesdirectly.
o The Office 365 for Enterprise ServiceDescriptionscanbe foundat
http://www.microsoft.com/download/en/details.aspx?id=13602
o The BPOS–S Service Descriptionscanbe foundat
http://www.microsoft.com/download/en/details.aspx?displaylang=en&id=18459
 Validationof BPOS user licenses.Tosuccessfully transitionto Office 365,your organizationwill
needtohave a tenantwitha current,paidsubscription. BPOS–Stenantscurrentlyinuse fortesting
or validationwillnotbe automatically transitioned if theyare basedon trial subscriptions.
Microsoftwill typically onlytransitionpaidtenantstoOffice 365.Microsoftrecommendsthat
customersreview anddocumenttheirsubscriptions andensure thattenantsthey wantto
maintain,suchas production testenvironments,are eligible tobe transitionedtothe new service.
If you are uncertainaboutthe statusof a BPOS–Stenantsubscription,orif youhave a production
testor contentdevelopmenttenantthatisstill usingatrial subscription,pleasecontactyour
Microsoftrepresentative.
 Office 365 feature enhancementsthat occur after transition. This documentdoesnotinclude
implementationguidanceforanyfeaturesof Office 365 that don’thave equivalentfunctionalityin
BPOS–S.For example,Office 365offers single sign-onbasedon ADFS(Active DirectoryFederation
Server),andalsooffers hybridcloudandon-premisesmail scenarios.All new featuresare
unavailable forimplementationuntil youare fullytransitionedtoOffice 365.
 Other detailsof implementingOffice 365. The MicrosoftOffice 365 DeploymentGuide for
Enterprises (MODG) isa goodreference forthe technical configurationsinthe service.Even
thoughthe MODG doesn’tdirectlydeal withtransitions,the referenceinformationprovided inthe
MODG isuseful forunderstandingthe deploymentof the Office 365service intoyourenterprise.
To downloadthe guide,goto http://www.microsoft.com/download/en/details.aspx?id=26509.
 Transitioningfrom Exchange Hosted Archiving(EHA) to Exchange Online Archiving(EOA).The
EHA service will be unaffectedas part of the BPOS–S transitionprocess.However,the endof life
for the EHA service hasbeenannounced byMicrosoft,andthe EHA to EOA transitionwillbe a
separate project,withMicrosoftworkingwithEHA customerstoplanforthe successful transition
of archivingservicesatalaterdate.

The transition guidance describedinthisguide issubjecttochange as Microsoftmakesimprovementsand
enhancementstothe transitionprocessbasedonreview of eachtransitionthatoccurs.Before starting
workbasedon the advice inthisdocument,it’simportantthatyoucheckfor updatedversionsof thisguide
at the MicrosoftDownloadCenter,athttp://g.microsoftonline.com/0rmcm00en-us/5018.
Customer Environment Assumptions
The guidance inthisdocumentisbasedonthe followingcore principlesandassumptions:
 The Microsoft BPOS–Sservice,andafteryourtransition,the MicrosoftOffice 365 Service, isa
subsetof the end-to-endservice offeredby yourIT departmentto yourbusiness. Younecessarily
layeron and/orintegrate withadditional internallyoperatedprocessesandservices,suchas:
o User provisioning
o Helpdesk
o Desktopworkstationtechnology,includinglaptopandPCdevices
o Mobile devices
o Securityservices
o Business application software
o Businessrulesandservices suchasretentionpolicies,legal discovery,archiving, and
mobile devicepolicy
 No change shouldbe introduced bythe ITservicestothe business, ortothe underlyingIT
infrastructure,thathasnot beenevaluatedforbusinessfitandtestedfortechnical efficacyinthe
environment.Forexample,inlarge organizations:
o The rolloutof patchesis usuallytestedtoensure there are noadverse impactstobusiness
functionalityorIT customizations.
o The roll out of a newsoftware versionforanybusinessuserorbusinessprocessimpacting
workloadisa non-trivial projectinitsownright,includingdistinct evaluation,testandroll-
out phases.Forexample,simplychangingthe versionof MicrosoftOutlookthatusersuse
requiresvalidatingthatanyOutlookplug-incomponentsinuse suchasCRM, encryption,
or conferencing,will workandbe supportedbythe plug-invendor.Suchachange also
requirestrainingusersandhelpdeskstaff,andpreparingnew helpcontent.
 Change to IT servicesortechnologytypicallyrequiressignoff bymultiple departments(e.g. user
advocacy,IT security,ITchange management) andthese changesare usuallyorganized,managed,
trackedand implementedviaachange project.
 Changesto the businessfunctionalityprovidedbyITservicesoftenrequire evaluationbyandsign
off by the businessesthatare impacted.
 Enterprise-scale organizations typically have asubstantial ITdepartmentthatisresponsibleto
provide the end-to-endmessagingandcollaborationservicestothe business.
 Enterprise-scale organizationstypically have toomanyuserstomanage theirtechnologyonauser-
by-userbasis.Managedtechnologyrolloutapproacheswill be inuse already,withspecificchange-
managementapproaches,communicationsapproaches,anduse of desktopmanagement
technologyforanyworkthat that touchesthe end-userworkstationsorenterprise servers.Some
of the IT workimplicitinthe above maybe outsourcedtovendorsona permanentorstaff
augmentationbasis.
 Enterprise-scale organizations typicallyuse anumberof large applicationsuiteswithsoftware
environmentdependencies(e.g.SAP,PeopleSoft,Siebel,Ariba),andchangestosimple thingslike
workstationsoftware orwebbrowsercanhave non-trivialconsequencesinthese applications.

Oftensuchpackageshave limitationsonwhat changes canbe introducedandstill be supported
(e.g.onlycertainbrowserversionssupported).Oftenthe ITdepartmentisrequiredtomanage
these multi-vendorintegrationdependenciesandchoose the pathof perceivedlesserriskasthey
judge it(e.g.stayon oldbrowserversionwithinherentsecurityconcerns orupdate browserto
eliminatesecurityconcerns,but insodoingriskbeinginan unsupportedconfigurationbyakey
businessapplicationvendor).
Evenif all of the above principlesandassumptions maynotapplytoyour organization,some of themmay
applyto a lesserorgreaterdegree,anditis lefttothe readerto determine whichelementsof the advice in
thisdocumentshouldbe adoptedinyourtransitionprojectinordertosuccessfullyintroducethis
significantchange intoyourenvironment.
Transition Responsibilities
The automated transitionfromBPOS–Sto Office 365 isconductedby Microsoftunderour contractual
obligationsforBPOS–S.Underthisprogram, all Microsoftdatacenter-sideactivitiesare conductedin
partnershipwithourcustomers,withthe costsof these transition itemsincludedinthe servicefees.The
transition isdesignedtoprovide forminimized productiondisruption tousers andnolossof data or
settings. Where atechnical trade off orchoice was necessarybetweencreatingworkforcustomers’IT
departmentsorintroducingimpactsonendusers,Microsofthasalwayschosentoreduce or eliminatethe
impacton enduserservice.Of course Microsofthas alsotriedtominimize yourITdepartment’swork.
Most of the workyou will needtodowill be basedonyourinternetaccess,yoursoftware versionsinuse
and anypointsof customizationyouhave introduced.Youwillhave the mostworktodo if you have
heavilycustomizedyourusage of BPOS–Sor done thingswhichMicrosoftdoesnotsupportinBPOS–S.
Demarcationof responsibilities betweenyouandMicrosoft can be describedasfollows:
 Microsoftdatacenter-sidetransitionworkitemsare Microsoft’sresponsibility (includingour
internetconnectivity).
 Customer-side readinessworkitemsare yourresponsibility (includingyourinternetconnectivity).
 Conversionof yourbusinessprocessesdependentonthe service isyourresponsibility.
 Trainingof employeestouse the new service isyour responsibility.
 Planningandcoordinated executionisajointresponsibility.
 Adoptionof newOffice 365 featuresisyourresponsibilityaftertransitionhascompleted.
Implementation Team
The transitionfromBPOSto Office 365 isa multi-phase approachthatrequiresclose communicationand
coordinationof activitiesbetweenyourinternal teamsandMicrosoftOnlineServices.Dependingonthe
servicesyouhave subscribedtowithMicrosoft,yourPremier Technical AccountManager(TAM) will be
your central conduitforplanningandcoordinationof activitieswithMicrosoftOnline.Forcustomers who
do notelectto have the servicesof a TAM, Microsoftwill appointaService TransitionManager(STM) to
provide basichelpwiththe communicationsandhighlevel activitiesleadinguptothe transitionwindow.
In eithercase,it’simportanttounderstandwhat’srequiredof yourITteam, so that properplanningand
managedchangedactivitiescanbe takenintoaccount to ensure a smoothtransitionexperience.Although
your projectpersonnelwillhave variedtechnical backgrounds,theyshouldhave projectmanagement,
service management,ortechnical supportbackgroundsinadditiontofamiliaritywiththe BPOSandOffice
365 services.

The transitionof service from BPOS–Sto Office 365 will have animpacton not onlythe consumersof the
service,buthowIT providesservicesandfunctionalitybasedonthe feature setinthe service.Due tothe
breadthand depthof the transitionactivities,Microsoftrecommendsthatyouallocate atechnical project
managerresponsibleforthe orchestratedexecutionof the ITchange tasks identifiedinthisguide.Most
enterprise ITorganizationswillalreadyhave anapproachto productionsoftware upgrade andchange
managementof production ITservices.Inmanylarge enterprises,anumberof differentconstituenciesare
impactedbya change in IT services,all of whichmuchbe takenintoaccount duringthe projectplanning
phases.
The same approachesusedforthe upgrade of any othercustomerIT servicesshouldbe employedinthis
transition,andthisdocumentisintendedtohelpyourtransitionteamidentifyandintegrate the required
workstreamsintoan overarchingtransitionprojectplan.
As part of a managedchange approach,Microsoftrecommendsthe formationof anIT projectteam,with
appropriate representationfromeachareaof responsibility.The listbelow providesanoverview of the
areas thatare impactedbythe transition.Youshouldalsoanticipate the uniquenessof yourenvironment
to ensure thatthere are no additional impactstoservicesorprocesses.While Microsoftunderstandsyour
organizationmightnothave dedicatedteamsforeachof the topicssummarizedbelow,youshouldensure
youhave accountability foreachof the areasin yourteam.
 Networkingand network security.Review portrequirements, firewallrulesandsettingscriticalto
the adoptionof the service acrossthe enterprise,andapplythose changeswithoutimpacting
productionservices.Theseteamswill alsoneedtounderstand,andaddressanychangesin
bandwidthandcircuitrequirements,asaresultof the implementation of Office 365.
 Security and policyadministrators (GroupPolicy SecurityAdministration). Review the impactof
changesinthe service andrequiredpolicychangestoprovide equivalentservicesduringandpost
transition.Inadditiontomanagementof securitypoliciesandarchitecture,the securityteamin
many organizations isresponsibleforthe managementof certificatesandthe PKIinfrastructure
whichmightbe requireddependingonthe organizationconfiguration.
 Helpdesk. Your helpdesk will be acritical componentof the transitionprocess,notonlyasa first
response groupforuserconcernsimmediatelyaftertransitionhascompleted, butalsobecause
the helpdesk organizationwill be impactedthe mostbychangesinfunctionalityin the services.
Therefore inadvance of the transition, theywill needtounderstandthe impactthatOffice 365
presentsonthe services,processesandorganization,traintheirstaff andprepare content.
 Line-of-businessapplicationadministrators.Withthe transitionof the service,it’simportantto
have identifiedany line-of-business applicationsrequiringmessagingorotherfunctionalityin
orderto ensure a smoothtransition toOffice 365, so thatthere is minimal interruption inthe line-
of-businessapplications.Inadditiontothe changes toapplicationsthatrelyonOffice 365,
planningforconsequential changestounrelatedapplicationsasa resultof these requirements
should be plannedfor.Forexample, all InternetExplorerandOutlook plug-insneedtobe
evaluatedandtestedaspartof preparingfortransition.
 Messagingand collaboration.Ensuringthe messagingandcollaborationteamswithinthe
enterprise understandthe transitionprocess,andhave actionable plansinplace will be critical to
establishingcustomerexpectationsduringthe whole transitionprocess.A clearunderstandingand
well-definedcommunicationsplanwill be critical toincrease awareness,andcommunicate
changesto youruser communityinadvance of the transition.

 Useradvocates and userliaisons.A complete androbust communicationplan executedwith the
supportof user advocateswill helpyourusercommunitytoprepare forthe changesin service
functionalityandthe disruptionsduringthe change period.
 SharePointadministration and governance.Fromthe pointof view of the users,the post-
transitionSharePointenvironmentwill maintainthe same visual elementsasthe current BPOS–S
environment,until youchoose toperformaSharePoint2010 Visual Upgrade.While the transition
processisdesignedtoensure customerworkflowsandbusinessintegration will workasexpected,
Microsoftrecommendsthata testing planbe developedsothatall functionalitycanbe captured
and reviewedduringthe transitionvalidationprocess. Remediationplansforany non-functional
pagesor functionality will needtobe prepared.
 Identityand directory teams. In orderto ensure customeraccessoverthe course of the transition
and after,thisteamneedsto planfor the transitionof identity anduserinformationintoOffice
365. This includesprovisioningandchange managementforidentityanduserdata.
 Change management. Due to the large numberof servicesand wide-spreadimpacttothe
enterprise,inclusionof change managementstaff isarequirementforasuccessful
implementation.The change managementteamshouldbe taskedwithprovidingameansof
introducingchange ina predictable mannerinthe enterprise,through yourpreviouslyestablished
processes. If youdonot operate a specificchange managementteam, youshouldstill take a
careful managedchange approach,withdeliberate signoff of changes,advance testinganda
checklistof dependenciesoneachchange thatare resolvedbefore itisputintoeffect.
Assumed Knowledge
For the technical areasof the transitiontoOffice 365 fromBPOS,thisguide assumesthatyourorganization
has personnel withMicrosoftCertifiedSystemsEngineer(MCSE) andMicrosoftCertifiedITProfessional
(MCITP) certificationsorequivalentskills.Yourpersonnel shouldalsohave experience withMicrosoft
Exchange Servers,MicrosoftSharePointServer,MicrosoftOffice CommunicationsServer2007 R2 or Lync
Server,the WindowsServeroperatingsystem,andActive DirectoryDomainServices.A detailedlistof
assumedtechnical knowledge isprovidedbelow.
 Knowledgeandproficiencyinthe followingMicrosofttechnologyareas:
o Active DirectoryDomainServices
o MicrosoftExchange Server2010, Exchange Server2007, or Exchange Server2003
o MicrosoftLync Server2010 or MicrosoftOffice CommunicationsServer2007
o MicrosoftSharePointServer2010 or Office SharePointServer2007
o MicrosoftLive Meeting
o DNS andrelatedtechnologies
o WindowsPowerShell 2.0
o InternetInformationServices((IIS) 6or higher
 Knowledge andproficiencyinthe followingMicrosoftclienttechnologies:
o MicrosoftOffice 2010 and Office 2007
o WindowsInternetExplorer®7or higherandotherInternetbrowsertechnologies
o WindowsUpdate andMicrosoftUpdate
o Mobile Devices
 Knowledgeof the customernetworktopology:
o Active Directorysites,trusts,andtopology

o Local AreaNetworks(LANs) andWide areaNetworks(WANs):on-premisesnetworksand
equipment
o Wide area Networkconnectivity:Internetbandwidthandlatency
o Firewall/BrowserProxytechnologies
o SSL certificates
 Knowledgeof the existingmessagingsystems currentlydeployed,forexample:
o MicrosoftExchange Server-basedsystems
o MicrosoftBPOSStandard basedMessagingEnvironment
o POP3/IMAP4/SMTP-basedmail systems
o Lotus NotesDomino
o Novell GroupWise
o Mail Archival systems
o Email encryption
In addition tothe technologieslistedabove,it’simportanttobe aware of the changesineach service for
Office 365, and the available online resources thatcanbe used toassistin planningandtransition.
Microsoftstronglyrecommendsthatthe virtual teambegins reviewingthe appropriate service
descriptionsinordertounderstandthe technical changeswithinthe service,inadditiontoplanningfor
changesinadministrationandservice usage.
In additiontoreviewingthe Office 365 Service Descriptions,youshouldreadandunderstandthe following
articles:
 Office 365 FrequentlyAskedQuestions:
http://www.microsoft.com/en-us/office365/faqs.aspx
 Office 365 release notes:
http://community.office365.com/en-us/w/release-notes/default.aspx
 Transitionchecklist:
http://download.microsoft.com/download/A/6/4/A6479925-C7D2-4C4C-A21B-
48BCCF8887A9/Checklist_EN_191010.docx
 Office 365 transitionFrequentlyAskedQuestions:
http://download.microsoft.com/download/A/6/4/A6479925-C7D2-4C4C-A21B-
48BCCF8887A9/FAQ_EN_101010.docx
In addition, foracomplete listof all external referenceslistedwithinthisdocument,see AppendixC:
External DocumentReferences.

Office 365 Trial Subscription
One of the bestwaysto understandthe nature of changesthat will happenasaresultof the transition
between BPOS–SandOffice 365 isto experience the softwarebyexploringOffice 365in a tenantthat uses
a trial subscription.Tenantsbasedontrial subscriptionsare the functional equivalentof production
tenantsinmost customer-visiblerespects. Usingatrial tenantalsoprovidesadvance administratoraccess
to the Office 365 interface tohelpprovide understandingandknowledge of the environmentbefore the
actual transitiondate.
We recommendthatall customersestablishatleastone Office 365 tenantbasedona trial subscription.
Thiswill allowadministratorstoexperience Office 365and helpplanforthe transition.Thistrial account
shouldonlybe usedfortesting(e.g.firewallandaccesstesting),integrationcustomizationdesign(e.g.
advance preparationandtestof mobile devicesActiveSyncpolicies),trainingpreparation(e.g.enduser
trainingforsign-inchanges) andbusinessprocessdesignwork(e.g.Legal andeDiscovery).
Important: Whencreatingan Office 365 trial accountfor testingandevaluatingthe service inadvance of
transitioningfromBPOS-S,keepinmindthe following:
 Data and configurationsettingswithintrial tenantsare notmigratedtoanyproductionOffice 365
tenantafteror duringthe transition. Afterthe trial hasexpired,all content,settings,anddatain
the trial will be irretrievablydeleted.
 Do not use the same tenant domainname that isinuse in BPOS–Scurrently,asthiswill conflict
withyourproductiontransitionandcause the processto fail. Forexample, if yourBPOS–Stenantis
calledcontoso.emea.microsoft.online.com youmustnotcreate an Office 365 tenantcalled
contoso.onmicrosoft.com.
 You will notbe able to use anyof yourexisting SMTP or SIP domainsinthe Office 365 trial tenant,
and youshouldnotattemptto use any otherSMTP or SIP domainsthatyouare consideringforuse
inOffice 365 inthe future.
 If,as part of yourtesting,youimportsome mailboxesfromyourBPOS –S tenantintothe trial
tenant,andattemptto replyto the mail itemsyouhave imported,suchreplieswill failtobe
deliveredandyouwill see non-deliveryreports.Thisisbecause the mail addressesfromyourBPOS
–S email will be invalidinthe trial tenant,andisto be expected.
 If,as part of yourtesting,youimportSharePointcontentintoOffice 365and do not re-factorthe
URLs inthe contentduringthat import,the content will notworkreliablyinthe trial tenant.Inthe
transitiontoyourproductionOffice 365 tenant,Microsoftwill addredirectstooldBPOS –S URLs to
keepyourcontentworking,givingyoutime post-transitiontore-factorthe URLs.
 The kindof testingadvisedin thisdocumentisnotthe primarypurpose forwhich Microsoftoffers
a trial subscriptionforOffice 365. Consequentlyyouwill receiveemail messagesandother
communicationsfromMicrosoftencouragingyoutoconvert eachtrial tenantintoa paid
productiontenant.These messagesare automated,have nothingtodowithtransitionfrom BPOS–
S, andshouldbe ignoredif a trial tenantisbeingusedfortransitionevaluationandtestpurposes.
Unfortunately,atthistime Microsoftisunable tocorrelate yourtrial tenantwithyourstatusas a
valuedproductioncustomerortosuspendthese messages.
To signup for an Office 365 trial subscription, gotohttp://www.office365.com.

Feedback
Readersare encouraged tosubmitfeedbackaboutthisdeploymentguide to transMODG@microsoft.com.
Your feedbackisimportanttothe continuedimprovementof thisdocument.

Section 2: Transition Tasks and Timeline

Overview
The guidance inthissectionisorganizedin twoways,bythe workstreamsrequiredtoimplementthe
componentsthatprovide the foundationof the ITservice tothe business,andbytimeline(pre,during,and
post-transition).
 The firstpart of the sectiondescribesthe impactduringthe transitionweekend,the support
requirements,andthe customerresponsibilitiesandworkstreams basedon the Service Delivery
Management(SDM) methodology. MicrosoftrecommendsusingSDMor an alternative
methodologyinordertoprovide anestablishedsetof guidance forplanning,testingand
transitioningthe service overthe course of the project.
 The secondpart of thissection,TransitionPhasesand Milestones, liststhe keyactivitiesforthe
three phasesof the transition.
 The third part of the section,DetailedTransitionTimeline,providesadetailedtimeline to helpyou
understandthe sequencingof tasks,andto ensure yourenterprisechange processesalignwiththe
scheduledMicrosoftcomponents.
The extenttowhichcustomer-sidetransitionworkitemsare necessaryisdependentonmanyfactors
including:
 The extentof any customerside customizationswhichneedtobe redesigned,testedand
reapplied.
 The extenttowhichcustomerside functionalitydependsondeprecatedoradjustedfeaturesand
functions.
 The status of the clientcomputingenvironmentrelative tocurrentsoftware versions.
 The numberof usersin yourtenant.
 The sophisticationof clientsideautomation,comprehensive supportsystemsandotherend-user
impactingaspectsof the customer’sITenvironment.
User and Administrator Impact During the Transition Weekend
It’simportantto understandwhat will happenduringthe transition weekendinordertoeffectively
communicate toyourusers and businessunits whattoexpectduringthe service transition. Asthis
migrationprocessbegins,the experience withinthe tenantwill be impactedwhile usersare transitioned
betweenservices.
 Duringthe transitionweekend, email flow willbe uninterruptedandincomingmail will notbe lost.
 Users whoare workinginOutlookduringthe transitionwillsee amessage sayingthatOutlook
needstorestart. There may be a periodof up to twohours (worstcase scenario) afterthe issuance
of thismessage where Outlook cannotconnecttothe new service.Thisisdue tothe time it takes
to clearvariousconnectioncachesinthe service.If thistemporarystate isimpactingauserwho
needstoprocessemail,accesstoemail inthe new serviceswillbe alwayspossibleusingOutlook
WebApp (andbyActiveSyncdevicesif theyhave beenre-configuredposttransition(see below)).
Aftertransition,bydefault OutlookWebApp andActiveSyncare setto ‘On’ foreveryuser,
regardlessof yourBPOS–Spriorsettingsforthese features.
 The BPOS-Sversionof OutlookWebApp will stopworkingoverthe course of the transition
weekend, anduserswill geta“Disconnected”message.Atthattime userscan immediately
reconnecttothe service withOutlookWebAppusingthe Office 365 URL. Informationonwhere to

findwhatURL shouldbe publishedtoyourusersinadvance as part of yourcommunicationsplan.
(See Appendix B,TransitionURLs, PortsandIP AddressesforOffice 365).If youruserstry to use
the old OutlookWebApp URL, theywill be redirected,butitwill be asmootherexperience for
your usersif youhave communicatedthe new URL inadvance.
 Mobile device access(viaActive Sync) will needtobe reconfiguredwiththe appropriateOffice 365
settings,because the mailbox hastransitionedtothe Office 365 tenantas part of the process.
Informationonwhere toobtainthe stepstosetupyourmobile device inMobile Devices in
Section 3.
 SharePointsite collectionswill be lockedinaread-onlystate forthe transitionweekendtoallow
the final synchronizationof databetweenSharePointin the BPOSandOffice 365 environments.
There are alsotwo short periodsof SharePointdowntime:the firstforfinal datareplication occurs
a week priorto the transitionweekendtostartthe cutoverto the new service,and the second
occurs a weekafterthe transitiontocomplete the cutover. Bothdowntimesare scheduledduring
a weekend inordertominimizeuserimpacts,andbothare veryshort.
 InstantMessagingandLive Meetingserviceswill continue tofunctionduringthe transition
weekend.
For email,all usersdonottransitionatthe same moment:there will be arollingchange toservice toemail
usersoverthe course of the transitionweekend.Microsoftcan’tpredictthe orderof mailbox transitionor
schedule individual mailboxtransitionin aspecificorder. Particularcareshould begiven to communicate
with yourinternationalusersregarding thetiming of transition.Forexample if youhave atenantin
Microsoft’sEMEA regionor Asiaregionbutwithusersinthe USA, the transitionwill startforyourtenant
before yourUSA basedusersstart work onthe Fridayof transition(dependingontheirexacttime zone).
You shouldalsoplanforsuch impactswithyour helpdesk.
For SharePoint,transition occursatexactly the same time forall users.SharePointisread-onlyfor
everyone duringtransition,andthenisrestoredtonormal functionfor everyone atthe same time post-
transition.
Tenantadministratorscanexpectthe followingimpactstothe service duringthe transition:
 The Microsoft Online AdminCenterwill becomeread-onlyinthe 24hours priorto the transitionof
service.
o Subscriptionsand licensescan’tbe added,modifiedordeletedorredistributedduringthe
transition.
o Users can’tbe created,modifiedordeleted startingwhen the MicrosoftOnline Admin
Centerbecomesread-only,andthroughout the transitionweekend.Howeveryouwill be
able to make changesto the passwordforexistingusersif youneedto.Thismaybe
necessaryif a userhas forgottentheirpassword,orif youneedtodenyservice toa user
for urgentHumanResources reasons.Passwordschangedinthistimeframe willalsobe
synchronizedtothe newOffice 365 service,sothatwhenthisusertriestoaccess Office
365 aftertransitiontheyare grantedaccessor deniedasperyour intent.
o Once transitioncompletes,the BPOS–SMicrosoftOnlineAdminCenterwill become
unavailable forall youradministratorsand all administration will needto be done using
the Office 365 portal.

Transition Support
Before startingyourBPOSto Office 365 transitionproject,youshouldbecome familiarwiththe support
optionsthatare available tohelpyouresolveissuesthatmayarise duringthe transition.Microsofthas
establishedasupportteamdedicatedtoprovidingassistance withanytransitionissuesthatarise. To
contact thissupportteam,see ContactTechnical SupportforMicrosoftOnline Services,at
http://g.microsoftonline.com/0rmcm00en-us/5022.
In additiontoplanningfortransitionsupportfromMicrosoft,youshouldworkondevelopingaplanto
manage issuesarisingwithinyourownorganizationspecificallyrelatedtotransitionactivities.Thismight
be a temporaryteamdedicatedtotransitionactivitiesinyourexisting helpdesk,oraseparate team
entirely. Youshouldhave anestablishedasetof contacts and escalationpathswithinyourorganizationfor
the transitionprocessto coordinate andcommunicate youractivitiesrelatingtothe transitioninorderto
addressanyissuesasa resultof the transition.
In planningforthe supportintegrationbetweenyourorganizationandMicrosoft’s helpdesk,youshould
take intoconsiderationthe followingsuggestions:
 Limitthe interactionsbetweenyoursupportorganizationandMicrosofttoa few keyindividuals.
Thiswill provide aconsistentmessagebetweenyourorganizationandMicrosoft;ensuringcallsare
monitoredand progressedappropriately,withoutaduplicationof effort. Yourusersshouldnever
call Microsoftsupport – we can’t act on theirrequests,and the workwithMicrosoftshouldbe a
technical peer-to-peerdialog.
 Documentandtrack anyissuesasthey arise,and developandapproachtosystematicallyresolve
themand track theirresolutiontocompletion. Mostissueswill be predictable impactsdescribedin
thisdocumentwhichyoushouldplantoresolve locally,andwhichyoucan reduce with advance
usercommunicationsplanning.
 Considerexecutiveusersandtheirassistants,andinternational users.These andotherclassesof
VIPor business-criticalusersmightneedspecial supportprocesses.
Customer Responsibilities
Customers transitioningfromBPOStoOffice 365 are requiredtoassume specificresponsibilitiesinthe
transitionprocess.Understandingtheseresponsibilitiesatthe start of the pre-transitionphase iscritical to
achievingasuccessful transitionand usage of the Office 365 service. The highlevel responsibilitiesare
listedhere,andlaterinthissection,the same tasksare presentedintimeline order.
Althoughthere isnodata andalmostno serversoftware tobe migratedbyyouduringthistransition,you
are nonetheless adoptingnewclientand serversoftware forenterprise use.The deploymentof this
software shouldbe managedandtestedusingyourexistingprocessesfornew software deployments.
Keytasks/responsibilitiesfororganizationsthatare transitioningfrom BPOS–StoOffice 365 include:
 Assigna project manager. Your organizationmustassignapersonto manage your BPOS–S to
Office 365 transitionprojectandleadyourtransitionteam.It’scritical tocoordinate the transition
activitiesthroughacentral owner,asthere are a number of parallel activitiesandcoordination
across these are requiredinorderforthe customerto be successful intheirtransition.
 Developa project plan. Your transitionprojectplanisusedtoschedule andtrack progressforthe
BPOS–Sto Office 365 transitionworkstreams.The planshouldincludeatransitionschedule that
showswheneachtransitionmilestonewill be reached.A projectplanisanessential partof the

requirementsforasuccessful transition,asthe multiple processesandtechnical workstreams
overlap andrequire coordinationinordertoensure thatthe transitionproceedssmoothly.
 Developa transition plan basedon technical requirements.The projectteams’technical activities
shouldprovide forthe resolutionof possible businessand technical impactsinacustomerBPOS–S
environmentthatwouldpreventthe usage of the Office 365service.The planshouldprovide a
methodfortestingof anyimplementationitemsthathave multiple dependencieswithinthe Office
365 suite.A BPOSto Office 365 TransitionChecklistcanbe foundat
http://www.microsoft.com/online/help/en-us/helphowto/8939e90a-59dc-4f0f-aec0-
19a899c0af75.htm.
 Document your tenant. Microsoftrecommendsthatpart of your operationsstrategyformanaging
the online service istohave up-to-dateconfigurationdocumentationforall aspectsof your BPOS–
S (andultimatelyOffice 365) service.Documentationshouldinclude notjustthe documentationof
the service offeringfromMicrosoft,butalsothe customizations thatare a keyelementof the end-
to-endservice offeredtoyourendusers. Thisdocumentationwill helpwiththistransitionand
future change management.
 Install and configure the Directory Synchronization Tool. InBPOS–S,the MicrosoftOnline Services
DirectorySynchronizationTool (DirSync) canbe usedtokeepyourlocal Active Directory
environmentsynchronizedwithyour BPOS–Sdirectory. Torestore service functionalityand
operate ina fullyMicrosoft-supportedstatus,if youare currentlyusingthe Directory
Synchronization Tool forBPOS–S,aftertransitiontoOffice 365, youare requiredtodeploythe
Directory SynchronizationTool forOffice365. If you are not currentlyusing DirSync,thenthere is
no needtostart doingso fortransitionorpost transitioninOffice 365. For more information,
includingdifferencesinActive Directoryrequirements,see DeployDirectorySynchronizationfor
Office 365 Post Transition inSection 3.
 Ensure that each end-userworkstation meetsOffice 365 clientrequirements. Eachend-userPC
mustmeetthe Office 365 clientrequirements,whichhave changedsince the introductionof
BPOS–S.To downloadthe currentOffice 365 requirements,see http://www.microsoft.com/en-
us/office365/system-requirements.aspx#fbid=ar65A2Nz-YZ.
 Plan and coordinate end-usersupport.Before transitioning,youmustplanforsupportof your
BPOSusers.Thisincludesplanningforescalationof supportissuestoMicrosoftviaa limited
numberof contacts inyour organization.There are three mainareastolookat whenplanningfor
helpdesk impact,andhowit will ultimatelyaffectyourbusiness.Theyare:
o Support for transition preparation and the transitionweekend.Plantosupportand
communicate withyourusersduringthe course of the actual transitionwhenthe services
are transitioningbetween BPOS–SandOffice 365.If yourcommunicationsplanprovides
end-userguidance fortransition tasks,yourhelpdesk shouldbe readytosupportend
usersthroughthese activities.HoweverMicrosoftrecommendsavoidingassigning
technical tasksto enduserswhenatall possible.
o Day 0 support.This isprimarilyaboutallocatingadditional stafftosupportanyissuesthat
are a directresultof the transition,allowingyour helpdesk todeal withbothstandard
supportissuesandtransitionrelatedsupportissues.Youmightalsotemporarilyadjustthe
dial plansequence of your helpdesk phone systemtomentiontransitionandprovide a
minimumkeystroke pathtothe right help.Forbigend-userchanges,some companies
establish day0 ‘white glove’supportforVIP’soron-site drop-insupportkiosksforhelp
withlocal issues.The amountof time andresource youinvestinday0 supportforyour
usersisfor youto judge basedonthe degree of change you are introducing,the budget

and resourcesavailableandthe extenttowhichyouwantto investtominimizedisruption
inyour environment.
o Office 365 support. In parallel withthe above,yoursupportorganizationshouldalsobe
focusedon internal changesnecessaryto supportOffice 365.Your supportprocessesand
supportcontentshouldbe fullydocumentedand updated tosupportOffice 365,yourhelp
deskstaff shouldbe trainedinadvance andany systemsortoolingtheyuse updated.
 Plan, developandexecute trainingplans. You will needtoimplementtrainingforyourendusers,
service administrators (email andSharePoint) andyourhelpdesk staff,addressingchangesinthe
service between BPOS–SandOffice 365.
 Plan, developandexecute transitioncommunication plans. In additiontoprovidingtrainingand
communicationsplansforyour helpdesk,youwillneedtoinformendusersaboutthe transitionto
Office 365 service offeringsandwhat,if anythingisrequiredof them.
 Test and validate service customizations.Inorderto ensure youhave a smoothtransition
experience,and toavoidservice interruptionspost-transition, it’simportanttodocumentand
understandall customizationsthathave beenputinplace for BPOS–S,and ensure theytransition
and operate asexpected.The creationof atesting planandassociatedremediation activitieswill
helptoidentifyproblemareas aftertransition,andprovide aguide foryourtestingprocesses.
Everypointof IT integrationandcustomizationwiththe BPOS–Sserviceshouldbe validated in
advance for Office 365 and confirmedasfunctional afterthe transition.
 Test and validate networkaccess. While some networkportsandfirewallconfigurationsremain
the same between BPOS–SandOffice 365, a numberof networkingchangesare required –and
these shouldbe validated andtestedpriortothe transitionweekend.The portandnetwork
settingsprovidedin the documentare providedforimplementationearlyinyourtransition
project.The amountof workrequiredforthe validationandremediationof yournetworkis
directlycorrelatedtothe degree of customizationyouhave implementedinsupportof BPOS–S.
 Test and validate email flowand message hygiene solutions.Testingof email flow andmessage
hygiene iscritical toensure the continuedoperationof the serviceduringandafterthe transition
weekend.While Microsofthasworkedhardtoensure email flowcontinueswithoutimpactduring
the transition,customersare responsibletoensure theirend-to-endemail flow andhygiene
solutionshave beenupdatedandtestedforinteroperabilityandcommunicationswiththe Office
365 environment.The creationof atestingplanandassociatedremediationplanwill helpto
identifyproblemareas,andprovide aguide foryourtransitiontestingprocesses.
 Document FOPE customizationsand SR’s. As part of the designintentfortransition,the Forefront
Online Protection forExchange (FOPE) service usedinBPOS–Swill transitionintacttoOffice 365.
Note that inBPOS–S, all FOPE configurationchangeswereimplementedviaacall to customer
support(Service Request(SR)).InOffice 365,all FOPE changesare viathe self-service
administratorportal.It’simportanttounderstandwhatchangestoFOPEwere implementedin
BPOS–S,and as part of yourpost-transitionprocess, validate thosechangesare inplace and
functional.
 Reviewand adjust the end-to-endprovisioningprocess.Mostenterprisecustomersprovision
theirBPOS–Saccounts basedonautomatedprocessesthatfeedfromvariousidentitysystems,and
synchronize with BPOS–SviaActive Directory.Microsoftrecommendsthatyoureview andupdate
all your provisioning processes suchas addingor deletingusers,modifyinguserobjects,changing
usernamesand resettingpasswords, toensure youhave proceduresthatwill work withOffice
365.

 Test and validate SharePointcontent.As part of thistransitionprocess,yourSharePoint
environmentwillbe transitionedtoSharePoint2010. The testingandplannedremediation(if
required) of SharePointcontent,sitesandsite collectionsforOffice 365 isrecommendedtoensure
properpresentationof contentpost-transition. Forinformationaboutdifferencesbetweenthe
BPOSand MicrosoftOffice 365 versionsof SharePointOnline,see SharePointVersionDifferences
inSection3.
 Plan for mobile devices. Aspart of the transition,RIMCorporationis takingownershipof the
BlackberryEnterprise Service hostingforBlackberrydevices.Microsoftrecommendsthatyouwork
withRIMto understandtheirservice,andplanforanychangesrequiredforBlackberrydevicesto
consume the Office 365 service. Fornon-Blackberrymobiledevices,yourenduserswill be
requiredtomake changesto the configurationsettingsof the device posttransition.Yourenduser
communicationplanshouldinclude guidance onwhatactivitiesare required,andwhen. Formore
information,see Blackberry(RIM) Devices inSection3.
 Plan for administrator rolesand licensesaftertransition.Many customersdo nothave a license
assignedtotheirAdministratoruseraccountinthe BPOS–S service,because thiswasnotrequired.
Office 365 requiresthatyour administratorhasa validlicensewithinthe Office 365 service.
ComparedtoBPOS–S, Office 365 providesorganizationswithadditional granularitytothe
administratorroles, providingoptionstomeetyoursecurityrequirementsforadministratorswith
reducedriskor exposure.
 Train legal usersand identifyuserswho have permissionto do discoverysearches. Your legal
usersshouldunderstandthe changesinthe interface fordiscoverybetweenBPOS–SandOffice
365. In Office 365, you can alsouse PowerShell scriptstoperformmore sophisticatedsearches
againstyour environment.
 Developstandard PowerShell scripting.Office 365 extendsthe abilitytoprovide additional
configurationstothe Office 365 service viathe Remote PowerShell interface.Microsoft
recommendstrainingyouradministratorsand helpdesk andoperationsstaff inhow touse
PowerShell.Inordertodevelopaconsistentandrepeatable approachtomanagingyour
environment, considerdevelopingastandardsetof scriptsfor common tasks.
 Complete post-transitiontasks.Even if yourorganizationisnotplanningonadoptingnew features
inthe Office 365 service,there are varioustechnical confirmationandvalidationtasksMicrosoft
recommendstobe performedpost-transitioninordertoachieve equivalentfunctionalitywiththe
BPOS–SService.(E.g.sharedmailbox migration,recordsmanagementpolicies,outlookrules,
transitionreoccurringmeetingsfromLive MeetingtoLync Online,etc.) Formore information,see
Post-Transition inSection2.
In additiontothe activitiesabove,it’scritical thatall technical contactdetailsinthe currentservice are up
to date and accurate. Itis yourresponsibilitytomake sure thatthe contact detailsforthe AccountOwner
and Service Administratorare updatedinthe MicrosoftOnlineServicesCustomerPortal.Microsoftwill
sendmultiple email communicationsbefore,during,andafteryourtransitiontoprovide the information
that youneedthroughoutthe process.These pointsof contactwill be sentto all registeredadministrators.
Ideallyyoushouldmake sure atleastone administratorhasa registered emailaddresswhichdoesnot
dependonthe functioningof the BPOS–Stenantsothat youwill still receive messagesinanyunforeseen
tenantoutage situation.
To update administratorcontactdetails,signintothe MicrosoftOnline ServicesCustomerPortal.
 On the Subscriptionspage,locate the subscriptionthatyouwantto update.

 In the Actions list,selectEditservice details,andthenclick Go.
For general informationabouttransition,visitthe MicrosoftOffice 365transitioncenterwebsite, at
http://go.microsoft.com/fwlink/?LinkId=210626.
Transition Phases and Milestones
The followingdiagramshows the phasesandhighlevel milestonesfororganizationstransitioningfrom
BPOS–Sto Office 365, startingwhenMicrosoftnotifiesyouthatyouhave 60 daysuntil transition.Your
end-to-endprojectmayneedtostartmuch sooner thanthe firstcommunicationfromMicrosoft,
dependingonthe customizationsandtestingrequired.
At eachmilestone inthe transitionprocess,youshouldensure youhave completedall the precedingtasks
before markingthe associatedmilestonescomplete.

T-90 Days
To Transition
T-60 Days
To Transition
T-30 Days
To Transition
T-2 Days
To Transition
Validation the transition of existing
infrastructure components
Use Case Testing and associated
remediation efforts driving to Office 365
consumption
Build out and data migration of Office365
Environment
Office 365 Service
Transition
BPOS-S Transition Activities Office 365 Transition
T-0 Transition
Complete
Customer remediates client deficiencies in support of Office
365 requirements and remediates environment
Service Transition
Complete
Office 365 Post-Transition State
T-14 Days
To Transition
T-0 Transition
Start
T+8 Hr. Post
Transition
T+72 Hr. Post
Transition
Enterprise Transition Initiative(s)
Office 365 tenant becomes
authoritative for the directory
Infrastructure / Client Remediation Transition Validation
Transition Testing Activities Office 365 Use Case Testing
Infrastructure Preparation Connectivity Pilot Migration Weekend Service Resumption
Transition Validation
MICROSOFT
CUSTOMER
Office 365 Enterprise Feature Enhancements (EFE) (Planning, Testing)
Office 365 Functionality Enhancements – ADFS | EOA |Encryption - Project implementation and use case PoC Testing can be done in
parallel to Office 365 Transition, with Service Deployment(s) scheduled Post Office 365 Transition.
Office 365 EFE (EOA, ADFS, Hybrid, Encryption)
Diagram 1: BPOS–S to Office 365 transitiontimeline:Microsoftand Customerwork streams

BPOS Pre-Transition Phase
Withany enterprise service,thereare anumberof dependencies, line-of-business processes,andend
users,all of which relyon the availabilityof the service toenablethemto function.Changestothese IT
serviceshave the potentialtoimpactservice toyourusersand customers.
The pre-transitionphase requiresthe mostworkonyour part, as itimpactsmost if not all IT service
processesandservices.The changesrequiredduringthisphase will place additional demandsonall
aspectsof the IT organization,includingdesktopclientconfiguration, change managementactivities,
service provisioning, networkingand end-usercommunicationplanning.
Duringthispre-transitionphase,while youare engagedinthe above tasks,MicrosoftOnlineengineering
setsup yourtarget Office 365 tenantand migratesa copyof yourcontentand settings. Undernormal
circumstances, these Microsofttasksare invisibletoyou,butif there are anyproblems, orif your input
isneeded,Microsoftwill contactyouradministratorbyemail.
By the time thisphase is completed,amajorityof yourprerequisite work will have beencompleted. The
endpointof thisphase iswhenthe transitionstartsandyourusersare movedtoOffice 365 overthe
course of the scheduledtransitionweekend.
In Diagram1, the pre-transitionphase isindicatedwithblue milestone markers.
Pre-Transition Phase Key Activities
The followingare the key transitiontasksandeventsthatyoucarry outin the pre-transitionphase:
 Update technical contact information.The interactionsbetweenyourBPOSadministratorsand
Microsoftwill happenviaemail, soitiscritical toreview andensure the appropriate technical
contact informationinthe BPOS–Sadministrationportal hasbeenupdatedtoensure receiptof
transitioncommunications.Ithasbeencommonpractice forcustomerstoprovide an
unmonitoredemail addressasacontact addressfor tenantadministratorsinthe BPOS–Sportal,
and thiswill resultinmissingessentialcommunications.
 Validate and document your current configurationin BPOS. Thoughthe automatedtransition
processisdesigned tovalidate andmigrate all serviceconfigurationsettingsduringthe
transition,it’sstill important foryoutodocumentandunderstand yourenvironment’s
integrationwiththe BPOS–Sservice.Thisgivesyouareference touse againstthe post-transition
environmentto confirmnolossof service functionality.
 Let your Microsoft representative knowwhenyou want the automated transition to occur.
While Microsoft will make everyattempttodeliveragainstthe requestedtimeframes,
schedulingcannotbe guaranteed.Microsoftismovingusers,data,site collectionsandsettings
duringthe transition,andthe schedule isorganizedbyMicrosofttomake sure that all
transitionsscheduledforagivenperiodcancompletedinthe designatedperiodanddonot
impactthe production BPOS–Ssystemforthe subscriberswhoremainonthe BPOS–Ssystem.
 Validate the configurationof Directory SynchronizationTool for BPOS–S and continue to
performsynchronization. Directorysynchronizationenablesyoutosynchronize objectsfrom
your Active Directorytothe BPOS–Senvironment.There isanupdatedversion of the Directory
SynchronizationTool forOffice 365,and the BPOS–Sversionof the DirectorySynchronization
Tool for BPOS–Swill notwork withOffice 365. The BPOS–Ssynchronizationwill continue to
workup until the start of the transitionweekend.Microsoftrecommendsschedulingforthe
suspensionof all technical and businessidentitychange processes,including directory
synchronization,approximately12hoursbefore the start of the TransitionWindow.However

youchoose to manage your organizationsidentityprocessesduringtransition,itisa
requirementthatdirectorysynchronization issuspended12hours before the transitionbegins.
Upon completionof the transitionprocess,the Office 365 portal will notpermitchangestouser
propertiesbecause the tenantisnotyetauthoritative forthe userdirectory. Becoming
authoritative cantake between24and 72 hours(worstcase) aftertransitioncompletes. When
yousee that youcan make changesto userattributesviathe Office 365 tenantportal (notthe
BPOS–SMicrosoft Online AdminCenter whichwill be unavailableaftertransition),thenyour
tenanthas directoryauthorityand youcan re-establish directory synchronizationwiththe Office
365 environmentusingthe Office 365 versionof the DirectorySynchronizationTool.Formore
informationaboutkeywork itemsyoumustcomplete beforeyoustartthe Office 365 Directory
SynchronizationTool,seeDeployDirectorySynchronizationTool forOffice 365 PostTransition in
Section 3.
If you were usingDirSyncbefore the transition,youare requiredtocontinue touse the
Directory Synchronization Tool inOffice 365.
 DeployLync Online client.Prepare anddeploythe LyncOnline clientfor use byyourusers
duringthe pre andpost-transitionphases. Inordertosuccessfullyconsume the changesinLync,
we recommendthatyou planand addressthe requirementsfordeploymentof the client
portionswell inadvance of the anticipatedtransitionweekend inordertoreduce the impact on
your users of multiple simultaneouschanges. The deploymentandtransition worktothe
MicrosoftLync clientis described inmore detail inLyncDeploymentinSection 3.
 Prepare for Office 365 SharePointOnline. SharePointSite andSite CollectionAdministratorsare
recommendedtoreference the SharePointOnline365 Developer’sGuide,sothatyoucan
understandwhattypesof customsolutionsare availableinthe services. Todownloadthe
Developer’sGuide,gotohttp://www.microsoft.com/download/en/details.aspx?id=17069.
You shouldalsoplanforchangesinhow youruserscurrent accessSharePointsitesin BPOS–S
throughthe Microsoft Online ServicesSignOnclientapplication,asthe URLs presentedin that
locationwill nolongerbe presentedinthatclientpost-transition.Youcoulduse Active Directory
grouppolicyto pushURLS to the workstationSharePointSitesprofile settingortobrowser
favorites. Posttransition, Microsoftwillprovideeach useralistof the sitestheyhave accessto
inthe SharePointOnline TeamSite.
 Deployclientapplicationsand the Office 365 desktopsetup. The successful usage of the Office
365 service requiresthatsupportedrichclient Office applications (e.g.,MicrosoftOutlook2010)
are deployedandinstalledonusers’PCsif richclientsare intendedtobe used.The Office 365
desktopsetupisdeployedtoensure thatclientapplicationsare properlyupdatedand
configuredforOffice 365.
 Finishmail migrationsor prepare plan for completingmigrationsafter transition. If you are still
migratingfroman on-premisesmessagingplatform, the usermailbox migrationswill needtobe
completedbefore,orsuspendeduntilafterthe transitiontoOffice 365has completed.Aslong
as there isno impactto your transitionproject,youcancontinue migrationsuntil the T-14
milestone. It’sstronglyrecommendedtofinish anyusermailbox migrationsinadvance of the
transition.Otherwise youwill be requiredtorecreate yourmigrationinfrastructure afterthe
transitiontoallowthe completionof migrationsintoOffice 365 to continue. If youhave users
still usingon-premisesemail servicesatthe time thatyouplannedtomove to MicrosoftOnline,
youmightconsiderpostponingthatmail migrationuntilyouare runningnativelyinOffice 365,
to avoidthe needtobuildtwomigrationsolutionsandtoreduce impacton yourIT department

of runningconcurrentuser-facingprojects.Yourdecisionontimingof mail migrationswillneed
to considerthe businessneedscombinedwithyourITresourcingandotherconstrainsthat
mightimpactconcurrentIT projects(e.g.anybusinesscritical change freeze periods).
 Reviewany plannedchanges for your BPOS–S tenant.If anyservicesare plannedtobe added
to yourexistingBPOS–Stenancy,Microsoftrecommendsplanningyouradoptionstrategyto
postpone these extensionsof service untilafterthe transitionhascompletedinordertoreduce
the complexityof the transition. Forexample:
 If you haven’tstartedSharePoint deployment,itmightbe prudenttoplantodo so afterthe
transitionhascompleted.
 If you have not startedjournalingorarchivingatthistime,itwouldbe simpler,giventhe
imminenttransitionworkrequired,toimplementthisdirectlyinOffice365.
 If you have not yetadoptedwebconferencinginyourorganization,itwill be lessdisruptive
to usersand simplerforITto do so directlyinLyncOnline aftertransitiontoOffice365.
From an IT change managementperspective, atthispointinthe lifecycleof BPOS–S, the
adoptionof service functionalitydirectlyintoOffice 365 providesthe leastcomplex route for
service adoption,avoidingthe needtoconcurrentlyexecute transitionreadinessworkalongside
newservice adoptionprojects.
 Prepare users. You will be makingsignificantchangestothe userenvironmentaspart of this
transition.Yourusersare impactedbyboth the change to the service andchanges to your
processesthataccompanythe service (e.g.passwordresetprocedure,new employee training).
You mustprepare yourusersfor thischange usingyour service roll outandusercommunication
procedures.
 Prepare help desk.Your helpdesk mustbe trainedtosupportOffice 365 service offerings.In
additiontoprovidingstandardtransitionsupport,Microsoftrecommendsthatyouplantohave
additional resourcesavailable toensure youcanaddressthe needsof transitionedusersin
additional tothe standard helpdesk calls.(e.g. VIPservices formanagementandcritical
personnel).
Office 365 Transition Phase
The Office 365 Transitionphase includesthe activitiesandworkstreamsthattake place duringthe
transitionweekend.
In Diagram1, thisphase isindicatedwithredmilestonemarkers.
Users can expectthe followingimpactstothe service duringthe transition phase:
 Duringthe transitionweekend,email flow willworkuninterrupted.Toreduce risktothe maximum
extentpossible,youmightdecide topreventsome orall of your usersfromconsumingthe service
overthe course of the transitionweekend,butthisisnotrequiredbyMicrosoft.Whateverchange
managementstrategyyouemploy,email fromexternal senderswill continue tobe deliveredto
MicrosoftOnline,and will be availablewheneveryoudecide toletusersontothe service.
The decisionasto whethertoclose downaccessto the email duringthe transitionweekendisyours,
and dependsonvariousfactorincluding:
 Your businessusers’abilitytofunctionwhileemailisunavailable.
 The degree of customizationtodayin BPOS–Saroundidentity, email flow andnetwork
access.

 The degree of post-transitiontestingandvalidationyouwanttoperformbefore letting
usersaccessyour messagingservice.
 The degree of post-transitionconfigurationandcustomizationyouwanttoimplement
before lettingusersaccessyourmessagingservice.
 Anyrequirementyouhave to confirmthata compliance archive isintactandis still
capturingmail and changes,before lettingusersconductbusinessonthe service.
 SharePointsite collectionswill be lockedintoaReadOnlystate (whichmeansyouwill notbe able to
postnewcontent,or adjustcontentthat isalreadythere) forthe transitionweekendtoallow the
final synchronizationof databetweenSharePointinBPOSandOffice 365 environment. There are
twoveryshort periodsof SharePointdowntime:the firstforfinal datareplication7days before the
transitionweekend,andthe second 7 daysafterthe transitionweekend tocomplete the cutoverto
the new service.These are scheduled onweekendstominimize userimpact.
 InstantMessagingandLive Meetingserviceswill continue tofunctionduringthe transition
weekend.Aswithemail,tocarefullymanage change inyourenvironment, youmightdecide to
make these servicestemporarilyunavailable oravoidcritical webconferencesduringthe transition
weekend.However,thisisnota technical requirementbyMicrosoft.
Office 365 Transition Phase Key Activities
The following are the keydeployment tasks and eventsthat youcarryout in the transition phase:
 Issue a “what to expectthis weekend” communicationstoendusers. Priorto the start of the
transitionweekend,sendall usersthe necessarynotificationsandinstructionstheyneedto
make the transitiontothe newhostedservicesplatform.
 Update DNS records. As a prerequisite fortransition,update yourDNS records(forexample,MX
and TXT records) to at your domainregistrar.
 Monitor email for transition end. Administratorsmonitortheircontactemail fortransitionend
or othermessagesfromMicrosoft.
 Support users.Provide supportforall users whowill see the impactof transitionthroughoutthe
weekend,inall time zoneswhereusersare working.
Office 365 Post-Transition Phase
Once the transitionhasbeencompleted,Microsoft’sengineering workstreamiscomplete;youshould
now complete yourfinal validationof services.Thisisdefinedasthe post-transitionphase.
In Diagram1, thisphase isindicatedwithgreenmilestonemarkers.
Post-TransitionPhase Key Activities
The followingare the keytasksandevents thatyoucarry outin the post-transitionphase:
 Validate the transitionto Office 365. While the transitionprocessisdesignedtovalidate and
migrate all essential configurationsettingsduringthe transition,notall settingswill transition as
isfrom one tenantto the other. Please review thisdocumenttoensure youhave afull
understandingof the settingsthatwillandwill nottransitionacross.Youshouldhave createda
documentlistingall of yoursettingsinordertoprovide arobustchecklisttouse againstthe
post-transitionenvironmenttoensure nolossof service fidelityandfunctionality.
 Validate messagingconfiguration.Once transitionhascompleted,validate the abilitytoaccess
the mailboxes,andensure full sendand receive functionality.Thisistoensure successfulaccess

to transitioned mailboxes,andthe abilitytosendandreceive mail fromboththe client
configuration,aswell asmobile devicesassociatedwiththe mailbox.
 Reconfigure and validate mobile phonesand devices for Office 365.Setupuser mobile phones
to access youremail usingthe Exchange ActiveSyncprotocol,andvalidatethe applicationof
ActiveSyncpoliciesfromthe BPOSenvironment.Formore detailed information,anduptodate
informationonconnectingmobile devicestothe service,review the documentsat:
http://technet.microsoft.com/en-us/library/cc742556.aspx.
 Perform post-transitionservice testing.After transitions are completed,perform full-scale
testing of Office 365service functionalityaccordingto yourtest plans.
 Install and validate the Directory SynchronizationTool. Directorysynchronizationenablesyou
provisionuseraccountsfromyouractive directory,andwill continue toworkuntil the transition
weekend.Uponcompletionof the transitionprocess,youwill be requiredtodownloadandre-
establishdirectory synchronizationwiththe Office3655 environment. Formore information,
see DirectorySynchronization inSection 3.

Detailed TransitionTimeline
The remainderof Section 2 provides adetailedlistof activitiesthatmusttake place duringthe various
phasesof the transitiontimeline sothatyoucan properlyprepare forthe transition. The transitionplan
as presentedinthisdocumentissequencedbythe requiredengineeringmilestonesleadingupto,and
throughtransition.Since the transitionwillbe scheduledatdifferenttimesfordifferentcustomers,
there are no specificdatesincludedinthisguidance;all the outcomesof everypre-transitionwork
streammust be achievedby14 days before transitionstart(T-14milestone) toensure the transitioncan
proceedwithoutproblemsorinterruptionof service.
Please note thatMicrosofthascommunicatedthatall transitionswill be completedbythe endof
September2012 and that customerswill be addedtothe transitionpipeline betweennow andthat
date.
The timeline providedinthisdocumentisintendedasastartingpointfor formationof youroverall
transitionapproach.It’sexpectedthat youroverall service transitionprojectwill be well underwayand
partiallycompletebythe time youreceive initialcommunicationsfromMicrosoftona likelytransition
date (T-60 milestone).
(Earlier than T-60 Days) to Transition
The timingof whenworkon thismilestonestartsisfor you to designate.Giventhe September2012
deadline fortransitionof BPOS–StoOffice 365, all customersshould already be planningand
conductingthe workoutlinedinthissection.
General Activities
 Review the Office365 Service Descriptionsanddecide tomove aheadwith transition.The
assumptionforthisdocumentisthat youare planningontransitioningtoOffice 365. If you have
any concernsaboutthe viabilityof Office 365for yourbusiness,please urgentlycontactyour
Microsoftrepresentative.
 Use an Office 365 tenantwitha trial subscriptiontofullyevaluatethe Office365 services.
 Conductan inventoryandassessmentof the MicrosoftOffice Suite inyourenvironment,and
upgrade clientsoftware asnecessary.With BPOS–S, there isnoprescribedearliesttimeline for
movingoff Office 2003, (withthe exceptionof Lync 2010 whichiscoveredbelow),andyouare
encouragedtomove at the earliestpossible timetoreduce readinessriskthatcouldimpactyour
transition.
 Conducta business processreview forimpactsasa resultof service transitioning, andidentify
businessprocessesthatrequire ordependonthe BPOS–SService.(eDiscovery, provisioning,
helpdesk,SMTPRelayand line-of-business applications,etc.)
 Start to documentyourcurrentinfrastructure and applicationenvironment,andbeginthe
processof evaluatingandplanningtoimplementthe routingandfirewallchangesrequiredfor
Office 365. The requiredroutingandfirewall changescanbe foundin Appendix B:Transition
URLs, Ports andIP AddressesforOffice 365.You will be able toconfirmthe requirementsinyour
environmentandtestthemas youimplementthemusinganOffice 365 tenantwitha trial
subscription.
 Prepare yourcommunicationsplanforthe remainderof the project,tobe reviewed,approved,
funded andexecuted withinyourorganization.
 Prepare infrastructure andUse Case/Testplans,andbegininfrastructure and initialtesting.
 Planfor passwordsynchronization andpassword change approachforT-60 to T-7. For more
information, see RequiredPasswordChangesinSection 3.

 DocumentcurrenteDiscovery processes, journalingrules,andconfigurationinformationand
prepare forany necessitatedchanges.
 As part of the communicationsplan,prepare forcommunicatingtoandtrainingall usersand
administratorsonthe use of credentialsinthe Office 365suite.
 Documentyourmessaginghygienesolution, datalossprevention solution(DLP),
inbound/outboundemail flow, on-premisesmail inspection,etc.,forimplementationand
inclusionaspartof the Office 365 configuration.
 Reviewall customerrequestedchangeswithin BPOS–Sthathave beenimplementedviaa
Service Request(SR) tosupport.A review of the SRsfiledwill allow appropriateplanningto
remediate Office 365 viaself-service mechanismsinthe service,shouldany BPOS–Scustomized
itemsfail totransition. If youneedhelpwiththisitem,contactyourMicrosoftTAM. For more
information,see inSRReviewinSection 3.
Lync Activities
 Inventorycurrent use of Live Meetinginyourenvironment,anddetermine users,teamsand
businessprocessesthatwill be affectedbytransitionintoLyncOnline.EventhoughLive Meeting
can be consumedafterthe transition,customersshouldplanforthe discontinuationof the Live
Meetingservice.Planforthe extractionof anyvaluedrecordedcontentfrom Live Meeting.
 Developyourstrategyforswitchingyourusers toMicrosoftLync 2010 fromLive Meeting.
 Develop atrainingandcommunicationsplanforMicrosoftLync2010 from MicrosoftOffice
Communicator.
 Reviewall client-sidecustomizationsforthe Office CommunicatorClientinpreparationforthe
transitiontoLync. (E.g. clientplug-inssuchasCUCiMOC, WebEx,etc.).Aspartof your process,
youwill needtoobtainthe updatedproducts fromtheirvendors forthe customized
components,andtestinadvance to ensure asuccessful integrationwithLyncClientduringthe
Upgrade tothe Lync Clientfromthe Office CommunicatorClient. AnOffice 365 trial tenantis
ideal toperformthistype of testing.
 Update existingWindows OperatingSystemImages/DeploymentPackagestoreflectinclusionof
Lync Client,withanycustomclient-sideplug-ins.Dependingonyourdeploymentschedule,you
mightnot be releasingthesepackagesforinstallationatthistime.
SharePointActivities
 Evaluate the potential SharePointcontentimpactsasa resultof the transitiontoSharePoint
2010/Office 365. (Upgradingyourtestingenvironment, code validation,customizations, Web
Parts andoverall functional testingof content)
 Develop atrainingand communicationsplantointroduce SharePoint functionalitychangesand
additional features,functionsandservices,includingURLchanges,UI upgrades, enterprise
features,functions,services,MySites,etc.
 Develop trainingand communications forSharePointsite administrators aboutthe SharePoint
Online 2007 (BPOS–S) andSharePointOnline 2010 (Office 365) userinterface (UI) upgrade post-
transition.(Alsoknownas the SharePointVisual Upgrade.)
 ReviewexistingSharePointsite collectionsandcleanupany contentand sitesthatare no longer
needed. Thisisnotrequired,butitisa greattime to confirmanddocumentyouruse of
SharePoint. Note the tenantsize considerations inthe MicrosoftSharePointOnlinefor
EnterprisesServiceDescription,at
http://www.microsoft.com/download/en/details.aspx?id=13602.
 DocumentBPOS–SSharePointsitesandcollections;specificallyfocusedoncollectingexisting
URLs thatare publishedinthe MicrosoftOnlineServicesSign InClientapplication.After

transitiontoOffice 365, these linkswillnolongerbe presentedtoendusers onthe workstation,
whichmay leadtoan interruptionof businessprocesses.Youwill needtodevelopan
implementationandcommunicationplantoupdate yourURLs as requiredforthe post-Office
365 environment.(e.g., LeveragingGroupPolicytopushout URLs to the clientenvironment, and
documentingthe URLsin a central location. Microsoftwill create apersonalizedSharePoint
landingpage foreach userinthe main TeamSite that liststhe URLs for sites the usercan access.
MessagingActivities
 Develop atrainingandcommunicationsplanfortransitionfromOutlook/Office 2003 to
Outlook/Office2007/2010 dependingonyourrequirements.
 Develop atrainingand communicationsplanforusing OutlookWeb Appinthe Office 365
messagingenvironment. Thisisparticularlyneededif yourintentistouse the MicrosoftOffice
ProfessionalPlussubscriptionof Office 365.There isno way to buy,deployanduse thisversion
of MicrosoftOffice inadvance of transitiontoOffice 365,so until youcan acquire and deploy
Office Professional Plus,youremail userswill have touse OutlookWebApp fortheiremail. Itis
likelyitwill take youmanybusinessdaysaftertransitiontoacquire,package anddeploy Office
ProfessionalPlus.
 Documentmobile device (ActiveSyncorBlackberry(BES) Policies) andconnectionsettings,as
connectionsettingswill change post-transition. If youdon’tcurrentlyhave aninventoryof
mobile devicesinyourorganization,youwill needtocapture andinventoryof currentmobile
devicesandusers.AftertransitiontoOffice 365, ActiveSyncserviceswill be enabledbydefault
for all users,regardlessof yourprevioussettings,butservernameswill have changed,requiring
a reconfigurationof the mobiledevice. Formore informationonreconfigurationof mobile
devices,see MobileDevices inSection 3.
(T-60 Days) to Transition
The T-60 milestone eventisstartedwhenyoureceive communicationfromMicrosoftindicatingyour
plannedtransitiondate is approximately 60 daysaway. Youwill notgetan exactdate at thistime.
Dependingoncircumstances,thismaybe the firstpointof contactbetweenyouandMicrosoftOnline
Servicesregardingyourtransition.Asbefore,compare the timelinefortransition ascommunicatedto
youby Microsoftwiththe work indicatedasnecessaryinthis section,andmodifyyourtransitionplan
accordingly.
General Activities
 ConductOnline Servicestrainingforthe helpdesk teamtoequipthemforsupportingthe usage,
troubleshootingandadministrationof online services:
 Administration andTroubleshooting: Enterprise Onlinehelp:
http://onlinehelp.microsoft.com/en-us/Office365-enterprises
 Developand distributethe communicationsforthe identityoutage overthe transitionweekend
to HR, helpdesk andadministrators.
 Update your customerpasswordexpiration/change policytocoordinate passwordchangesfor
the adminand all users duringthe next60 daysto ensure synchronization withboth BPOS–Sand
Office 365 environment(s). Formore information abouttheserequiredpasswordchanges,see
RequiredPasswordChanges inSection 3.
 Finishyourproof of concept(POC),pilotand deploymentof Office 365 DesktopSetuputility,
aftervalidatingthistool andthe changesitmakeswill co-existsafelyinyourcurrentworkstation
environment.

 Review workstationsoftware deploymentlog(s) forOffice 365 prerequisitesandupdate
deploymentstrategyasneeded.The locationandnature of these deploymentlogswillvary
dependingonwhatenterprise packaging/deploymentsolutionisbeingusedtodistribute
updatestothe desktop. The goal isto ensure desktopdeploymentof latestsoftware packagesis
proceedingaccordingtoplan.
 Provide implementationand notification planstonetworkingteam(s) forDNSrecordchanges,
port/protocol changes,online URLsandnamespaces,etc.Document andvalidate required
record changes.The updatedportsandURLs for Office 365 can be foundin AppendixB,
TransitionURLs,Ports and IPAddressesforOffice 365.
Lync Activities
 Change DNSrecords forLync. You will needtoaddadditional SRV andCNAMErecordsto
supportthe deploymentof Lyncboth before the transitionweekend,and aspart of the planned
rolloutof the Lync 2010 Client.These recordsare tobe createdin additiontothe existingBPOS–
S recordsfor the Office Communicatorclient,sothere shouldbe noexpectedservice impact.
Type Service Protocol Port Weight Priority TTL Name Target
SRV _sip _tls 443 1 100 1 Hr your domain sipdir.online.lync.com
SRV _sipfderationtls _tcp 5061 1 100 1 Hr your domain sipfed.online.lync.com
CNAME sip.your
domain
sipdir.online.llync.com
 Beginthe clientroll outof the Lync 2010 clientpackage.Do not attemptto switchyourusersto
the Lync 2010 clientif youhave not yetreceivedcommunicationsfromMicrosoft,asthe Lync
2010 Clientwill notworkwith BPOS–Suntil youare inMicrosoft’spipeline fortransitionto
Office 365 as indicatedbythe 60 day “Be ReadyBy” communication.
 Schedule implementationdatesforadditionalfirewallandportassignmentsforservices
transitioningfromBPOStoOffice 365 (ForT-14 ConnectivityPilot).Requiredfirewall andport
assignmentscanbe foundin Appendix B,TransitionURLs,PortsandIP AddressesforOffice365.
The intentisto add the additional portsandfunctional requirementswithoutimpactingthe
currentBPOS–S environment.
 Validate thatSharePointOnlineandon-premisesline-of-business applications(e.g.applications
that are eitherintegratedwithSharePoint,orrelyonSharePointaspart of theirbusiness
processes) have beentestedagainst anOffice 365trial tenant.The primarygoal of the
validationprocessistoensure thatyourSharePointapplications will functionproperlyto
supportthe businessonce movedto SharePointOnlineinOffice365.

The T-30 milestone eventisstartedwhenyoureceive additional communicationfromMicrosoft
indicatingyourplannedtransitiondate isapproximately30days away.Dependingoncircumstances,this
may be the firstpointof contact betweenyouandMicrosoftOnlineregardingyourtransition;
nevertheless,the tasksindicatedinthisdocumentforthe milestonespriortothisstill needtobe
considered, performed(selectively,dependingonyourcircumstance andtechnical environment) and
completed aspartof your transitionplan.
General Activities
 Identifyhelpdesk membersidentifiedforanOnline ServicesSWATteam(orforwhatever
approach to transitionsupportthatyouhave chosen),andprovide detailedtraining,
troubleshootingandusage aroundthe followingOffice 365 services:
 Lync Online
 Network connectivity
 SharePointOnline
 Exchange Online
 Loginuserexperience(UX) posttransition.
 At Microsoft,the targetOffice 365 tenantisnow configuredandwill be runninginparallel,
synchronizingdataleadingtothe transitionweekend.Thiswill be invisible toyouasa customer.
However,fromthis pointforward,passwordchanges(infact,all identitymetadata) inthe
BPOS–Senvironmentare beingcapturedandrelayedtothe Office 365tenantyou will
eventuallytransitionto.
 You shouldbe well underwaywith packaginganddeploymentof required components(internet
browser,Office components,and operatingsystem patches).The goal istobe complete with
the requiredsoftware package deploymentsinadvance of the T-14 transitiondate. Formore
information,see Software DeploymentandPackaging inSection3.
 Prepare forthe packageduninstall of MicrosoftOnline Sign-InClient(SIC)). Note thatMicrosoft’s
requirementisforcustomers to notremovethe sign-in client until atleast2 weekspost-
transition.Removal before thisdate will impactclientconnectivityandinvalidate post-transition
machine configurationoptions. Formore information, seeAuthentication inSection3.There is
no downside toleavingthe Sign-Inclientinyourworkstationbuildasitwill deactivate (butnot
uninstall) itself posttransition,afterithasnomore tasksto perform.
 Your infrastructure change/remediation effortsdescribedduringpreviousmilestonesare inthe
final phasesof testing,andhave beendeclaredare functionallycomplete.
 Change DNSrecords .Youwill needtochange yourDNS autodiscoverentriesforeach BPOS–S
customSMTP domainwhenusingthese customSMTPdomainsinOffice 365 and/oron-
premises,withthe goal of beingcompletednolaterthanthe T-14 milestone inthe transition
timeline. Formore information,see Update DNSSettingsforOutlook inSection 3.
Lync Activities
 Office CommunicatortoLyncclientpackage deploymentisunderway.
 Validate updatedfirewall andportassignments.
 Validate updatedfirewall andportassignments.

MessagingActivities
 End all migrationactivitiesfromon-premisesenvironmentto BPOS–S.
 Validate andconfirmof updatedfirewall andportassignments.
 Finishthe validationof the messaginghygienestructure identifiedinpreviousphases(DLP,
Smart Hosts,etc.) as part of the Office 365 connectivity testingconfiguration work.
The T-14 milestone eventoccurswhenyouhave receivedcommunicationfromMicrosoftwitha
confirmedtransitiondate,typically14days inadvance of the scheduledtransition.
Important: If you are unable tobe readyby the scheduleddate,youmustimmediatelycontact
MicrosoftOnline Supporttopostpone the scheduledtransition,asthisisyourlast opportunitytodoso.
General Activities
 Remediationandpackaging anddeploymentactivitieshave beencompletedfortransition.All
software requirementsforOffice 365 are met at thispoint.
 DirectorySynchronizationTool forOffice365 serversbuildout iscomplete (butdormantuntil
post-transition). Thisisonlyarequiredtaskif youwere currentlyusingDirectory
SynchronizationwithBPOS –S.The DirectorySynchronization Tool requiresanMS SQL instance
as describedin the Directory Synchronization deploymentnotesandthisshouldalsobe
consideredinyourbuildout. If youare makinga platformchange fromx86 to x64, planningfor
the decommissioningof the x86 servershouldbe scheduled.
 By continuingpastthe T-14 milestone,youhave committedtothe scheduledtransitiondate and
there will be nofurtheropportunitiestocancel the transitionafterthismilestone date.You
MUST informMicrosoftof any inabilityonyourpartto be ready bythe scheduledtransition
date before T-14 milestone ispassed.
Lync Activities
 The assumptionbyMicrosoftat thistime isthat you have completedthe rolloutof the Lync
Clientsoftware. Userswhohave not have the MicrosoftLync 2010 software deployed will be
unable touse Lync Online post-transition,becausethe MicrosoftOfficeCommunicator2007
software doesnotworkwithOffice 365.
 The T-14 milestone beginsthe startof the pre-transitionSharePointengineeringactivities
performedbyMicrosoft,which will introduce two shortservice interruptionsasyour BPOS–S
SharePointinfrastructureissynchronizedtothe new Office 365 tenant. These are scheduledout
of hoursand duringthe weekendforyourregionandoccur 7 daysbefore and7 daysafteryour
transition.
MessagingActivities
 The assumptionbyMicrosoftat thistime isthat you have completedanyongoingmigration
fromon-premisesemail intothe BPOS–SService(e.g.from on-premisesExchange, LotusNotes,
or othermessagingenvironment intoyourBPOS–SExchange Online service).If youhave not
completedyourmigration,youshould now postponeanyadditionalchangesuntil afterthe
transitionweekend.

General Activities
 Your internal communicationplanshouldincludeafinal transition notificationtoendusers.
 Your internal communicationplanshouldincludeafinal transition notificationto helpdesk and
administratorsaboutadministratoraccessinterruptiontothe BPOS–Sservice duringtransition
weekend.
 Final coordinationwithHRand helpdesk,andcommunicationregarding:
 Inabilitytoaccessany BPOS–S managementoptionsotherthanthe MicrosoftOnline
AdminCentermainpage.
 Inabilitytochange/add/delete SharePointcontent.
 Inabilitytomanage BPOSusers,contactsor groups.
 Reminderstousersof the transitioningprocessoverthe weekendanditspossible
impacts(e.g. OutlookWebApp,Outlookand mobiledeviceswill stopfunctioningover
the course of the transitionweekend).
 Schedule change windowtostopDirSyncfor BPOS–Sservices
 Communicate downtime of directorysynchronization processesforBPOS–Sto IT
OperationsStaff andIdentityAdministrators.
Note:The transitionstartandend timesinthe two milestoneswhichfolloware basedonthe time inthe
mostwesterntime zone of the regionyourservice ishosted.For serviceshostedinNorthandSouth
America,thisisPacifictime.ForEurope,thisisDublin,Irelandtime.ForAsia,thisisNew Delhi,India
time.Youwill needtoconvertthese timestoyourlocal timesinyourplanningandstaffing.
(T-0) Transition Start (Friday 3pm local time in the most western time
zone for your region)
General Activities
 To reduce the impactto your supportorganizationandITdepartmentduringthe transition
weekend,considerlimitingservice accesstoonlyessential usersuntil transitioniscomplete.
Thisis nota requirementbutitmaybe prudentdependingonyoursituationandpost-transition
plans. Incomingemail flowtoyourorganizationwill still be functional duringthe transition
process,andno incomingmail will be lost.
 Monitorthe transitionstatuswithMicrosofttoobtainthe transitioncompletenotification,and
beginyourpost-transitionactivities.
(T-00) Transition Complete (Target: Sunday 3pm local time in the most
western time zone for your region)
At the T-00 milestone, youwillreceive anemail notifyingyouthattransitioniscomplete.Thiswillbe the
lasttransitioncommunicationyouwill receive fromMicrosoftregardingthe transition,otherthanany
communicationsrelatedtotransitionsupportcallsyouhave opened.
General Activities
 You are notifiedthatthe Office 365service transitioniscomplete.Bythistime,all yourusers
have alreadybeenseeingnoticesthattheyneedtorestartMicrosoftOutlookorreconnectto
OutlookWebApp.

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