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Exchange Online PST File Migration — Microsoft 365 Mailbox Import
IT Partner performs Outlook .pst file migration to Microsoft 365 (Exchange Online) for organizations that need to move email, tasks, calendars, and contacts from .pst files into Exchange Online mailboxes.
01 — Overview
What this engagement is
This service migrates Outlook .pst file content to Microsoft 365 (Exchange Online). Importing .pst files to user mailboxes can move an organization’s email, tasks, calendars, and contacts into Exchange Online. IT Partner can import .pst files in one of two ways: upload the data files over the network to temporary storage in the Microsoft cloud, or copy the .pst files to a hard drive with BitLocker encryption and physically ship the drive to Microsoft. Export and collection of .pst files can be performed either by IT Partner or the Client, upon agreement.
02 — Outcomes
Success criteria
01Approved PST files are successfully imported into the designated Exchange Online mailboxes
02Imported mailbox content, folder structure, and attachments are accessible and searchable
03Users can access imported content through Outlook Desktop and Outlook on the Web
04Existing mailbox data remains intact following the import
05Normal Exchange Online mail functionality remains unaffected
06Import exceptions and failed items are documented and communicated
07Import reporting is provided to the Client
08Designated users validate successful access to imported data
09Final Client acceptance and project sign-off are received
03 — Deliverables
What you receive
✓Project Kickoff Meeting
✓PST Import Readiness Assessment
✓PST-to-Mailbox Mapping Documentation
✓Configuration of Microsoft 365 PST Import Services
✓Import of Approved PST Files into Designated Exchange Online Mailboxes
✓Import Monitoring and Validation
✓User Acceptance Testing Support
✓Import Summary and Exception Reporting
✓Project Completion Documentation
✓Knowledge Transfer and Project Closure
✓Client Sign-Off
04 — Plan
How the work unfolds
Project Kickoff Completed
Review project scope, stakeholders, PST inventory, mailbox targets, assumptions, risks, and overall project approach.
PST Inventory and Mailbox Mapping Approved
Validate PST files, confirm mailbox ownership, and approve the PST-to-mailbox mapping plan before import activities begin.
Environment Readiness Verified
Verify Exchange Online mailbox availability, mailbox capacity, required permissions, licensing, and import prerequisites.
Import Configuration Completed
Configure Microsoft 365 Import Service settings, create import jobs, and prepare the import environment for execution.
Pilot Import Completed
Import a representative subset of PST files into selected mailboxes to validate import methodology and expected outcomes.
Pilot Validation Approved
Review pilot import results with stakeholders and obtain approval to proceed with full production imports.
Production PST Import Completed
Import all approved PST files into their designated Exchange Online mailboxes according to the approved migration plan.
Data Validation Completed
Verify that imported emails, folder structures, attachments, and historical content are present and accessible within target mailboxes.
User Acceptance Testing (UAT) Completed
Designated users confirm successful access to imported data and validate that historical content is searchable and usable.
Final Reporting Delivered
Provide import reports, exception logs, validation results, and summary documentation detailing project outcomes.
Project Sign-Off Completed
Review final results, resolve outstanding issues within scope, obtain formal customer acceptance, and close the project.
05 — Before we start
Prerequisites
→Client provides PST files — all PST files to be imported are supplied, complete, accessible, and not in use during the import process
→PST-to-mailbox mapping provided — the Client provides and approves the mapping of each PST file to its corresponding Exchange Online mailbox
→Exchange Online mailboxes and licensing available — target mailboxes are provisioned, licensed, and have sufficient available capacity to accommodate imported data
→Required administrative access granted — the Client provides the Microsoft 365 administrative permissions needed to perform PST import activities and monitor import status
→Compliance requirements identified — the Client communicates any applicable retention policies, litigation holds, retention labels, or other compliance requirements that may affect imported mailbox content
→High-risk users identified — the Client assists with identifying users and mailboxes that may require special handling, including executive and VIP users, mailboxes exceeding 100 GB, deleted-items folders exceeding 30 GB, and other unusually large or complex mailbox data
→User Acceptance Testing participants assigned — the Client designates users responsible for validating imported content and participating in UAT
→Project stakeholders and approvals confirmed — the Client identifies stakeholders, technical contacts, decision-makers, and escalation points, and obtains all necessary approvals prior to project commencement
06 — Working together
Who does what
IT Partner
- Hold a kickoff meeting to exchange contact information, plan key steps, and discuss the project
- Prepare .pst files for downloading in the selected manner
- Provide new Exchange Online mailboxes by creating Microsoft 365 user accounts and assigning Exchange Online user licenses
- Add and validate email domain(s) to Microsoft 365
- Start a migration batch
- Provide a report with the number of mailboxes that were successfully migrated and those that cannot be migrated, if any
- Set up incremental mailbox synchronization to receive any emails sent after the start of the main synchronization
- Resolve any migration issues and errors to ensure that all mailboxes have been successfully migrated
- Change DNS settings and control their application
- Monitor health and status of the destination Exchange Online environment to make sure the migration process is correct
Your team
- Export and collect .pst files (may be performed either by IT Partner or the Client, upon agreement)
- Provide a dedicated point of contact responsible for working with IT Partner and coordinate any outside vendor resources and schedules
- Configure all network equipment, such as load balancers, routers, firewalls, and switches
- Provide the authorization data necessary to complete the migration
- Ensure that contacts and calendars are exported to .pst files (if the export was performed by the Client)
- Perform changes to internal and external DNS, as required
- Assist with identification of high-risk users (top executives and VIP users, users with 50 GB mailboxes or larger and/or 30 GB deleted folders or larger)
- Review and approve engagement deliverables in a timely manner
07 — Scope
What's not included
✕Customer team training (could be added as an additional service)
✕Desktop software settings
✕End user support
✕More extensive documentation can be provided for an additional fee
08 — Fine print
Limitations & technical notes
!The plan may vary depending on your needs.
!There are two possible ways to import .pst files to Microsoft 365: upload the data files over the network to temporary storage in the Microsoft cloud, or copy the .pst files to a hard drive with BitLocker encryption and physically ship the drive to Microsoft.
!Export and collection of .pst files can be performed either by IT Partner or the Client, upon agreement.
09 — Questions
Frequently asked questions
What types of Outlook data can be migrated from PST files to Exchange Online?
This service migrates Outlook .pst file content such as email, tasks, calendars, and contacts into Microsoft 365 Exchange Online mailboxes. Contacts and calendars must be included in the exported .pst files if the Client performs the export, because IT Partner can only import content that is present in the provided PST files.
How long does the Exchange Online PST migration service take?
The stated duration for IT Partner’s Exchange Online PST file migration service is 1 week. The actual project plan may vary depending on the organization’s needs, PST file readiness, DNS timing, authorization availability, and any migration issues that need resolution.
What business impact or downtime should we expect during the migration?
The service content does not specify a fixed downtime window, so downtime or user impact should be confirmed with IT Partner during planning. The engagement includes Exchange Online health monitoring and migration issue resolution to help ensure the import process is correct.
What reports are provided after the PST migration?
IT Partner provides a report showing the number of mailboxes that were successfully migrated and any mailboxes that cannot be migrated, if applicable. IT Partner also provides a project closeout report with final project status, evidence of matching acceptance criteria, outstanding issues if any, and the final budget.
Does this service include Exchange Online Protection configuration?
No. Exchange Online Protection configuration is not part of PST migration work — importing .pst files does not change how your mail is filtered, and your existing protection settings stay as they are. If you need EOP reviewed or configured, that is scoped as separate work.
What happens if some mailboxes or PST files cannot be migrated successfully?
IT Partner resolves migration issues and errors as part of the service to help ensure all mailboxes are successfully migrated. If any mailboxes cannot be migrated, the reporting deliverable identifies the number of successfully migrated mailboxes and those that cannot be migrated, if any.
Related
Related services
Licences
Licences this pairs with
- Exchange Online (Plan 1)Subscription
- Exchange Online (Plan 2)Subscription
- Microsoft 365 Business StandardSubscription
- Microsoft 365 Business PremiumSubscription
$45 per file + $1,900 tenant fee
1 week