We perform an Outlook .pst file migration to Microsoft 365 (Exchange Online). Importing .pst files to user mailboxes is one way to migrate your organization's email, tasks, calendars, and contacts to Microsoft 365.

We have two possible ways to import .pst files to Microsoft 365. The first way is to upload the data files over the network to temporary storage in the Microsoft cloud. The second way is to copy the .pst files to a hard drive with BitLocker encryption and then physically ship the drive to Microsoft.

Export and collection of .pst files can be performed either by IT Partner or the Client, upon agreement.

IT Partner responsibilities #

1. Hold a kickoff meeting to exchange contact information, plan key steps, and discuss the project
2. Prepare .pst files for downloading in the selected manner
3. Provide new Exchange Online mailboxes by creating Microsoft 365 user accounts and assigning Exchange Online user licenses
4. Add and validate email domain(s) to Microsoft 365
5. Start a migration batch
6. Provide a report with the number of mailboxes that were successfully migrated and those that cannot be migrated, if any
7. Set up incremental mailbox synchronization to receive any emails sent after the start of the main synchronization
8. Resolve any migration issues and errors to ensure that all mailboxes have been successfully migrated
9. Change DNS settings and control their application
10. Monitor health and status of the destination Exchange Online environment to make sure the migration process is correct

Client responsibilities #

1. Export and collect .pst files (may be performed either by IT Partner or the Client, upon agreement)
2. Provide a dedicated point of contact responsible for working with IT Partner and coordinate any outside vendor resources and schedules
3. Configure all network equipment, such as load balancers, routers, firewalls, and switches
4. Provide the authorization data necessary to complete the migration
5. Ensure that contacts and calendars are exported to .pst files (if the export was performed by the Client)
6. Perform changes to internal and external DNS, as required
7. 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)
8. Review and approve engagement deliverables in a timely manner

Additional cost items not provided by the project #

1. Customer team training (could be added as an additional service)

2. Desktop software settings

3. End user support

   Upon completion of the engagement, we will provide a project closeout report. This document will indicate the final project status, including evidence of matching acceptance criteria, outstanding issues (if any), and the final budget. If you want more extensive documentation, it can be provided for an additional fee.

Plan #

The plan may vary depending on your needs.

1. Kickoff meeting
2. Accounts, mailboxes setup and license assignment
3. Preparing .pst files for download
4. Data import from .pst files
5. Changing MX record to Exchange Online
6. Post-migration tasks

Success Criteria #

1. Users can access Exchange Online on their desktop PCs, mobile phones, and tablets from any place, any time
2. .pst files content is uploaded to the appropriate mailboxes in Exchange Online
3. All necessary Transport rules are created and working
4. Emails can be sent and received using Exchange Online
5. Exchange Online Protection is configured and working