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    Office365 enterprise transition_guide_en_v1.1 Office365 enterprise transition_guide_en_v1.1 Document Transcript

    • BPOS–S to Office 365 TransitionTransition Planning Guide for EnterprisesPublished: February 2012Document Version 1.1
    • The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the date of publication.Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, andMicrosoft cannot guarantee the accuracy of any information presented after the date of publication.This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THEINFORMATION IN THIS DOCUMENT.Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document maybe reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying,recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation.Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document.Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to thesepatents, trademarks, copyrights, or other intellectual property.©2012 Microsoft Corporation. All rights reserved.Microsoft, ActiveSync, Active Directory, Entourage, Forefront, Internet Explorer, Lync, Outlook, SharePoint, Windows, Windows Phone, Windows Mobile,Windows PowerShell, and Windows Vista are trademarks of the Microsoft group of companies.All other trademarks are property of their respective owners. BPOS-S to Office 365 Transition Planning Guide for Enterprises 2
    • ContentsSection 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 ................................................................................................................................................. 16Section 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-30 Days) to Transition ..................................................................................................................... 35 (T-14 Days) to Transition ..................................................................................................................... 36 (T-2 Days) to Transition ....................................................................................................................... 37 (T-0) Transition Start (Friday 3pm local time in the most western time zone for your region) ........... 37 BPOS-S to Office 365 Transition Planning Guide for Enterprises 3
    • (T-00) Transition Complete (Target: Sunday 3pm local time in the most western time zone for your region).................................................................................................................................................. 37 (T+08:00 Hours) Post Transition (Approximately the first business day after transition) ................... 39 (T+72:00 Hours) Post Transition .......................................................................................................... 39 (T+84:00 Hours) Post Transition .......................................................................................................... 40 (T+2 Weeks) Post Transition ................................................................................................................ 40Section 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 Settings for 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 BPOS-S to Office 365 Transition Planning Guide for Enterprises 4
    • Preserving Public Delegates ................................................................................................................... 58 Converting Shared Mailboxes ................................................................................................................. 59Section 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 BPOS-S to Office 365 Transition Planning Guide for Enterprises 5
    • Section 1: Overview and Executive Summary BPOS-S to Office 365 Transition Planning Guide for Enterprises 6
    • IntroductionThe Microsoft BPOS–S to Office 365 Transition Guide for Enterprises is intended to help you understand therequirements and work streams for transitioning your organization from Microsoft Business ProductivityOnline Standard Suite (BPOS–S) to Microsoft Office 365 for enterprises, using the automated Microsofttransition process. This transition of your production tenant moves user data and settings to theirfunctional equivalents in Office 365, while maintaining service to your users throughout the change.As an enterprise IT administrator running a BPOS–S tenant (e.g., over 1000 users), you should understandthat there are multiple work streams required in your organization in order to smoothly achieve transition.The more sophisticated your IT systems are, the more work will be required to confidently complete thework streams. This document is designed to help you determine and plan the work streams necessary intransition strategy.This document is offered as a complement to existing information sources and does not replace theMicrosoft Office 365 Deployment Guide for Enterprises (MODG), or the Office 365 Service Descriptionsthat are already published.Overview of the TransitionThere are three phases of transition: Pre-transition. Because the transition of service from BPOS–S to Office 365 will have a significant impact on the consumers of the service, and also on how IT provides services and functionality based on the feature set in the service, it requires a level of planning equivalent to any major technology infrastructure change. The planning and readiness work required to prepare for transition is a customer-owned work stream that must be started many weeks before you have been notified by Microsoft of the transition of your service. Automated transition. The automated transition process has tasks that Microsoft does in the background in the weeks prior to the actual transition, and then the actual transition of user accounts and data typically occurs over a weekend and may take 48 hours to complete. Post-transition. Once the automated transition is complete, the post-transition phase involves customer-owned validating and testing based on the plans prepared in the pre-transition phase.For a detailed timeline including key tasks for each phase, see Section 2, Transition Phases and Timeline.Microsoft will schedule the automated transition process for your organization between now andSeptember 2012. After reading this document and determining your organization’s timeline for pre-transition tasks, please contact your Microsoft representative to let them know when your organizationwill be ready for transition.Important: There is no ability to cancel, roll back, or indefinitely suspend transition once the transition is in the Microsoft pipeline. Microsoft will provide all customers the one-time ability to postpone the transition by 60 days, if necessary. Such a postponement must be requested before you reach the T-14 day milestone. You must be prepared and staffed to address any post-transition issues within the context of the Office 365 service until everything is working as expected. Attempting a manual production transition to Office 365 is not supported by Microsoft and runs the risk of inbound email loss, stored email and configuration settings loss, and compromised BPOS-S to Office 365 Transition Planning Guide for Enterprises 7
    • email archives. A manual transition approach takes longer and adds additional work to that described in this guide for a Microsoft scheduled transition, and significantly increases the risk of disruption for your end users. The project work described in this document is essential to ensure a smooth transition and to reduce IT and business-related issues after transition.How Office 365 Services Map to BPOS ServicesMicrosoft Office 365 for enterprises is the successor to BPOS-S, which was the first generation of cloud-based multi-tenant business productivity offerings from Microsoft Online Services.The Office 365 for Enterprises solution includes the following cloud-based services: Microsoft Exchange Online (maps to Microsoft Exchange 2007 in BPOS–S) Microsoft SharePoint® Online (maps to Microsoft SharePoint 2007 in BPOS-S) Microsoft Lync Online (maps to Microsoft Online Communicator Service (OCS 2007 R2) in BPOS–S, and replaces Microsoft Live Meeting) Microsoft Office 2010 Professional Plus (New for Office 365)The cloud-based solutions in Office 365 for Enterprises are based on the 2010 versions of Microsoft’sserver products, but are not functionally identical to the on-premises software versions. The Office 365Service Descriptions are the definitive source for understanding the Office 365 services, and are availablefor download at http://www.microsoft.com/download/en/details.aspx?id=13602.How to Use this GuideThis document has been organized into sections that provide information for specific types of deploymentpersonnel in your organization. Here is a quick overview of what you will find: Section 1: Overview and Executive Summary. This section describes important concepts and assumptions that are essential for planning your transition, including using a trial Office 365 tenant to explore and test Office 365. Section 2: Transition Tasks and Timeline. This section provides a look at the key customer accountabilities in the Microsoft scheduled transition process and the organizational requirements to successfully transition from BPOS to Office 365. The information is presented in two ways: by work stream for each phase, and by detailed timeline. We recommend that your IT department build an overall IT change plan that comprehensively addresses all the topics covered in this section. Section 3. Technical Considerations. This section provides the technical details for the tasks referenced in Section 2. Section 4. Appendices. The appendices contain reference information mentioned in the preceding sections.This document describes the transition process for all the BPOS–S services. If you have not subscribed to aservice, you can disregard sections of the document that apply to services you have not subscribed to.Document Scope and LimitsThis document is specifically focused on the transition from BPOS–S to Office 365, in a production ITenvironment that is already configured and has deployed the BPOS–S service in production use today. BPOS-S to Office 365 Transition Planning Guide for Enterprises 8
    • The document does not address the following items, as these are covered and referenced in existingpublished guidance or guidance will be published at a future time. Migration of on-premises email to any online service. You should be finished with all on-premises to cloud migrations before transition. If you can’t finish a migration, you will need to stop it, and then migrate the remaining mailboxes directly to Office 365 after transition. For more information on options, see Pre-Transition Key Activities. Upgrade of BPOS Dedicated (BPOS –D) to Office 365 for enterprises dedicated plans. The dedicated plans are entirely different than the services described in this document. Because the environments for dedicated plans are limited to a single customer, upgrades are conducted on a customer-by-customer basis. Review of the Office 365 service descriptions to ensure business alignment. Your organization should not move forward with its planned transition to Office 365 until all aspects of the service have been evaluated for alignment with your existing business and IT requirements, and you understand the impacts and complexities involved in the service transition, as well as the changes in the Microsoft service offering that will lead to material changes to your IT service offering to users. We recommend reviewing the BPOS–S service descriptions and the Office 365 service descriptions at the same time to compare differences directly. o The Office 365 for Enterprise Service Descriptions can be found at http://www.microsoft.com/download/en/details.aspx?id=13602 o The BPOS–S Service Descriptions can be found at http://www.microsoft.com/download/en/details.aspx?displaylang=en&id=18459 Validation of BPOS user licenses. To successfully transition to Office 365, your organization will need to have a tenant with a current, paid subscription. BPOS–S tenants currently in use for testing or validation will not be automatically transitioned if they are based on trial subscriptions. Microsoft will typically only transition paid tenants to Office 365. Microsoft recommends that customers review and document their subscriptions and ensure that tenants they want to maintain, such as production test environments, are eligible to be transitioned to the new service. If you are uncertain about the status of a BPOS–S tenant subscription, or if you have a production test or content development tenant that is still using a trial subscription, please contact your Microsoft representative. Office 365 feature enhancements that occur after transition. This document does not include implementation guidance for any features of Office 365 that don’t have equivalent functionality in BPOS–S. For example, Office 365 offers single sign-on based on ADFS (Active Directory Federation Server), and also offers hybrid cloud and on-premises mail scenarios. All new features are unavailable for implementation until you are fully transitioned to Office 365. Other details of implementing Office 365. The Microsoft Office 365 Deployment Guide for Enterprises (MODG) is a good reference for the technical configurations in the service. Even though the MODG doesn’t directly deal with transitions, the reference information provided in the MODG is useful for understanding the deployment of the Office 365 service into your enterprise. To download the guide, go to http://www.microsoft.com/download/en/details.aspx?id=26509. Transitioning from Exchange Hosted Archiving (EHA) to Exchange Online Archiving (EOA). The EHA service will be unaffected as part of the BPOS–S transition process. However, the end of life for the EHA service has been announced by Microsoft, and the EHA to EOA transition will be a separate project, with Microsoft working with EHA customers to plan for the successful transition of archiving services at a later date. BPOS-S to Office 365 Transition Planning Guide for Enterprises 9
    • The transition guidance described in this guide is subject to change as Microsoft makes improvements andenhancements to the transition process based on review of each transition that occurs. Before startingwork based on the advice in this document, it’s important that you check for updated versions of this guideat the Microsoft Download Center, at http://g.microsoftonline.com/0rmcm00en-us/5018.Customer Environment AssumptionsThe guidance in this document is based on the following core principles and assumptions: The Microsoft BPOS–S service, and after your transition, the Microsoft Office 365 Service, is a subset of the end-to-end service offered by your IT department to your business. You necessarily layer on and/or integrate with additional internally operated processes and services, such as: o User provisioning o Help desk o Desktop workstation technology, including laptop and PC devices o Mobile devices o Security services o Business application software o Business rules and services such as retention policies, legal discovery, archiving, and mobile device policy No change should be introduced by the IT services to the business, or to the underlying IT infrastructure, that has not been evaluated for business fit and tested for technical efficacy in the environment. For example, in large organizations: o The rollout of patches is usually tested to ensure there are no adverse impacts to business functionality or IT customizations. o The roll out of a new software version for any business user or business process impacting workload is a non-trivial project in its own right, including distinct evaluation, test and roll- out phases. For example, simply changing the version of Microsoft Outlook that users use requires validating that any Outlook plug-in components in use such as CRM, encryption, or conferencing, will work and be supported by the plug-in vendor. Such a change also requires training users and help desk staff, and preparing new help content. Change to IT services or technology typically requires sign off by multiple departments (e.g. user advocacy, IT security, IT change management) and these changes are usually organized, managed, tracked and implemented via a change project. Changes to the business functionality provided by IT services often require evaluation by and sign off by the businesses that are impacted. Enterprise-scale organizations typically have a substantial IT department that is responsible to provide the end-to-end messaging and collaboration services to the business. Enterprise-scale organizations typically have too many users to manage their technology on a user- by-user basis. Managed technology rollout approaches will be in use already, with specific change- management approaches, communications approaches, and use of desktop management technology for any work that that touches the end-user workstations or enterprise servers. Some of the IT work implicit in the above may be outsourced to vendors on a permanent or staff augmentation basis. Enterprise-scale organizations typically use a number of large application suites with software environment dependencies (e.g. SAP, PeopleSoft, Siebel, Ariba), and changes to simple things like workstation software or web browser can have non-trivial consequences in these applications. BPOS-S to Office 365 Transition Planning Guide for Enterprises 10
    • Often such packages have limitations on what changes can be introduced and still be supported (e.g. only certain browser versions supported). Often the IT department is required to manage these multi-vendor integration dependencies and choose the path of perceived lesser risk as they judge it (e.g. stay on old browser version with inherent security concerns or update browser to eliminate security concerns, but in so doing risk being in an unsupported configuration by a key business application vendor).Even if all of the above principles and assumptions may not apply to your organization, some of them mayapply to a lesser or greater degree, and it is left to the reader to determine which elements of the advice inthis document should be adopted in your transition project in order to successfully introduce thissignificant change into your environment.Transition ResponsibilitiesThe automated transition from BPOS–S to Office 365 is conducted by Microsoft under our contractualobligations for BPOS–S. Under this program, all Microsoft datacenter-side activities are conducted inpartnership with our customers, with the costs of these transition items included in the service fees. Thetransition is designed to provide for minimized production disruption to users and no loss of data orsettings. Where a technical trade off or choice was necessary between creating work for customers’ ITdepartments or introducing impacts on end users, Microsoft has always chosen to reduce or eliminate theimpact on end user service. Of course Microsoft has also tried to minimize your IT department’s work.Most of the work you will need to do will be based on your internet access, your software versions in useand any points of customization you have introduced. You will have the most work to do if you haveheavily customized your usage of BPOS–S or done things which Microsoft does not support in BPOS–S.Demarcation of responsibilities between you and Microsoft can be described as follows: Microsoft datacenter-side transition work items are Microsoft’s responsibility (including our internet connectivity). Customer-side readiness work items are your responsibility (including your internet connectivity). Conversion of your business processes dependent on the service is your responsibility. Training of employees to use the new service is your responsibility. Planning and coordinated execution is a joint responsibility. Adoption of new Office 365 features is your responsibility after transition has completed.Implementation TeamThe transition from BPOS to Office 365 is a multi-phase approach that requires close communication andcoordination of activities between your internal teams and Microsoft Online Services. Depending on theservices you have subscribed to with Microsoft, your Premier Technical Account Manager (TAM) will beyour central conduit for planning and coordination of activities with Microsoft Online. For customers whodo not elect to have the services of a TAM, Microsoft will appoint a Service Transition Manager (STM) toprovide basic help with the communications and high level activities leading up to the transition window.In either case, it’s important to understand what’s required of your IT team, so that proper planning andmanaged changed activities can be taken into account to ensure a smooth transition experience. Althoughyour project personnel will have varied technical backgrounds, they should have project management,service management, or technical support backgrounds in addition to familiarity with the BPOS and Office365 services. BPOS-S to Office 365 Transition Planning Guide for Enterprises 11
    • The transition of service from BPOS–S to Office 365 will have an impact on not only the consumers of theservice, but how IT provides services and functionality based on the feature set in the service. Due to thebreadth and depth of the transition activities, Microsoft recommends that you allocate a technical projectmanager responsible for the orchestrated execution of the IT change tasks identified in this guide. Mostenterprise IT organizations will already have an approach to production software upgrade and changemanagement of production IT services. In many large enterprises, a number of different constituencies areimpacted by a change in IT services, all of which much be taken into account during the project planningphases.The same approaches used for the upgrade of any other customer IT services should be employed in thistransition, and this document is intended to help your transition team identify and integrate the requiredwork streams into an overarching transition project plan.As part of a managed change approach, Microsoft recommends the formation of an IT project team, withappropriate representation from each area of responsibility. The list below provides an overview of theareas that are impacted by the transition. You should also anticipate the uniqueness of your environmentto ensure that there are no additional impacts to services or processes. While Microsoft understands yourorganization might not have dedicated teams for each of the topics summarized below, you should ensureyou have accountability for each of the areas in your team. Networking and network security. Review port requirements, firewall rules and settings critical to the adoption of the service across the enterprise, and apply those changes without impacting production services. These teams will also need to understand, and address any changes in bandwidth and circuit requirements, as a result of the implementation of Office 365. Security and policy administrators (Group Policy Security Administration). Review the impact of changes in the service and required policy changes to provide equivalent services during and post transition. In addition to management of security policies and architecture, the security team in many organizations is responsible for the management of certificates and the PKI infrastructure which might be required depending on the organization configuration. Help desk. Your help desk will be a critical component of the transition process, not only as a first response group for user concerns immediately after transition has completed, but also because the help desk organization will be impacted the most by changes in functionality in the services. Therefore in advance of the transition, they will need to understand the impact that Office 365 presents on the services, processes and organization, train their staff and prepare content. Line-of-business application administrators. With the transition of the service, it’s important to have identified any line-of-business applications requiring messaging or other functionality in order to ensure a smooth transition to Office 365, so that there is minimal interruption in the line- of-business applications. In addition to the changes to applications that rely on Office 365, planning for consequential changes to unrelated applications as a result of these requirements should be planned for. For example, all Internet Explorer and Outlook plug-ins need to be evaluated and tested as part of preparing for transition. Messaging and collaboration. Ensuring the messaging and collaboration teams within the enterprise understand the transition process, and have actionable plans in place will be critical to establishing customer expectations during the whole transition process. A clear understanding and well-defined communications plan will be critical to increase awareness, and communicate changes to your user community in advance of the transition. BPOS-S to Office 365 Transition Planning Guide for Enterprises 12
    • User advocates and user liaisons. A complete and robust communication plan executed with the support of user advocates will help your user community to prepare for the changes in service functionality and the disruptions during the change period. SharePoint administration and governance. From the point of view of the users, the post- transition SharePoint environment will maintain the same visual elements as the current BPOS–S environment, until you choose to perform a SharePoint 2010 Visual Upgrade. While the transition process is designed to ensure customer workflows and business integration will work as expected, Microsoft recommends that a testing plan be developed so that all functionality can be captured and reviewed during the transition validation process. Remediation plans for any non-functional pages or functionality will need to be prepared. Identity and directory teams. In order to ensure customer access over the course of the transition and after, this team needs to plan for the transition of identity and user information into Office 365. This includes provisioning and change management for identity and user data. Change management. Due to the large number of services and wide-spread impact to the enterprise, inclusion of change management staff is a requirement for a successful implementation. The change management team should be tasked with providing a means of introducing change in a predictable manner in the enterprise, through your previously established processes. If you do not operate a specific change management team, you should still take a careful managed change approach, with deliberate sign off of changes, advance testing and a checklist of dependencies on each change that are resolved before it is put into effect.Assumed KnowledgeFor the technical areas of the transition to Office 365 from BPOS, this guide assumes that your organizationhas personnel with Microsoft Certified Systems Engineer (MCSE) and Microsoft Certified IT Professional(MCITP) certifications or equivalent skills. Your personnel should also have experience with MicrosoftExchange Servers, Microsoft SharePoint Server, Microsoft Office Communications Server 2007 R2 or LyncServer, the Windows Server operating system, and Active Directory Domain Services. A detailed list ofassumed technical knowledge is provided below. Knowledge and proficiency in the following Microsoft technology areas: o Active Directory Domain Services o Microsoft Exchange Server 2010, Exchange Server 2007, or Exchange Server 2003 o Microsoft Lync Server 2010 or Microsoft Office Communications Server 2007 o Microsoft SharePoint Server 2010 or Office SharePoint Server 2007 o Microsoft Live Meeting o DNS and related technologies o Windows PowerShell 2.0 o Internet Information Services ((IIS) 6 or higher Knowledge and proficiency in the following Microsoft client technologies: o Microsoft Office 2010 and Office 2007 o Windows Internet Explorer® 7 or higher and other Internet browser technologies o Windows Update and Microsoft Update o Mobile Devices Knowledge of the customer network topology: o Active Directory sites, trusts, and topology BPOS-S to Office 365 Transition Planning Guide for Enterprises 13
    • o Local Area Networks (LANs) and Wide area Networks (WANs): on-premises networks and equipment o Wide area Network connectivity: Internet bandwidth and latency o Firewall/Browser Proxy technologies o SSL certificates Knowledge of the existing messaging systems currently deployed, for example: o Microsoft Exchange Server-based systems o Microsoft BPOS Standard based Messaging Environment o POP3/IMAP4/SMTP-based mail systems o Lotus Notes Domino o Novell GroupWise o Mail Archival systems o Email encryptionIn addition to the technologies listed above, it’s important to be aware of the changes in each service forOffice 365, and the available online resources that can be used to assist in planning and transition.Microsoft strongly recommends that the virtual team begins reviewing the appropriate servicedescriptions in order to understand the technical changes within the service, in addition to planning forchanges in administration and service usage.In addition to reviewing the Office 365 Service Descriptions, you should read and understand the followingarticles: Office 365 Frequently Asked Questions: http://www.microsoft.com/en-us/office365/faqs.aspx Office 365 release notes: http://community.office365.com/en-us/w/release-notes/default.aspx Transition checklist: http://download.microsoft.com/download/A/6/4/A6479925-C7D2-4C4C-A21B- 48BCCF8887A9/Checklist_EN_191010.docx Office 365 transition Frequently Asked Questions: http://download.microsoft.com/download/A/6/4/A6479925-C7D2-4C4C-A21B- 48BCCF8887A9/FAQ_EN_101010.docxIn addition, for a complete list of all external references listed within this document, see Appendix C:External Document References. BPOS-S to Office 365 Transition Planning Guide for Enterprises 14
    • Office 365 Trial SubscriptionOne of the best ways to understand the nature of changes that will happen as a result of the transitionbetween BPOS–S and Office 365 is to experience the software by exploring Office 365 in a tenant that usesa trial subscription. Tenants based on trial subscriptions are the functional equivalent of productiontenants in most customer-visible respects. Using a trial tenant also provides advance administrator accessto the Office 365 interface to help provide understanding and knowledge of the environment before theactual transition date.We recommend that all customers establish at least one Office 365 tenant based on a trial subscription.This will allow administrators to experience Office 365 and help plan for the transition. This trial accountshould only be used for testing (e.g. firewall and access testing), integration customization design (e.g.advance preparation and test of mobile devices ActiveSync policies), training preparation (e.g. end usertraining for sign-in changes) and business process design work (e.g. Legal and eDiscovery).Important: When creating an Office 365 trial account for testing and evaluating the service in advance oftransitioning from BPOS-S, keep in mind the following: Data and configuration settings within trial tenants are not migrated to any production Office 365 tenant after or during the transition. After the trial has expired, all content, settings, and data in the trial will be irretrievably deleted. Do not use the same tenant domain name that is in use in BPOS–S currently, as this will conflict with your production transition and cause the process to fail. For example, if your BPOS–S tenant is called contoso.emea.microsoft.online.com you must not create an Office 365 tenant called contoso.onmicrosoft.com. You will not be able to use any of your existing SMTP or SIP domains in the Office 365 trial tenant, and you should not attempt to use any other SMTP or SIP domains that you are considering for use in Office 365 in the future. If, as part of your testing, you import some mailboxes from your BPOS –S tenant into the trial tenant, and attempt to reply to the mail items you have imported, such replies will fail to be delivered and you will see non-delivery reports. This is because the mail addresses from your BPOS –S email will be invalid in the trial tenant, and is to be expected. If, as part of your testing, you import SharePoint content into Office 365 and do not re-factor the URLs in the content during that import, the content will not work reliably in the trial tenant. In the transition to your production Office 365 tenant, Microsoft will add redirects to old BPOS –S URLs to keep your content working, giving you time post-transition to re-factor the URLs. The kind of testing advised in this document is not the primary purpose for which Microsoft offers a trial subscription for Office 365. Consequently you will receive email messages and other communications from Microsoft encouraging you to convert each trial tenant into a paid production tenant. These messages are automated, have nothing to do with transition from BPOS– S, and should be ignored if a trial tenant is being used for transition evaluation and test purposes. Unfortunately, at this time Microsoft is unable to correlate your trial tenant with your status as a valued production customer or to suspend these messages.To sign up for an Office 365 trial subscription, go to http://www.office365.com. BPOS-S to Office 365 Transition Planning Guide for Enterprises 15
    • FeedbackReaders are encouraged to submit feedback about this deployment guide to transMODG@microsoft.com.Your feedback is important to the continued improvement of this document. BPOS-S to Office 365 Transition Planning Guide for Enterprises 16
    • Section 2: Transition Tasks and Timeline BPOS-S to Office 365 Transition Planning Guide for Enterprises 17
    • OverviewThe guidance in this section is organized in two ways, by the work streams required to implement thecomponents that provide the foundation of the IT service to the business, and by timeline (pre, during, andpost-transition). The first part of the section describes the impact during the transition weekend, the support requirements, and the customer responsibilities and work streams based on the Service Delivery Management (SDM) methodology. Microsoft recommends using SDM or an alternative methodology in order to provide an established set of guidance for planning, testing and transitioning the service over the course of the project. The second part of this section, Transition Phases and Milestones, lists the key activities for the three phases of the transition. The third part of the section, Detailed Transition Timeline, provides a detailed timeline to help you understand the sequencing of tasks, and to ensure your enterprise change processes align with the scheduled Microsoft components.The extent to which customer-side transition work items are necessary is dependent on many factorsincluding: The extent of any customer side customizations which need to be redesigned, tested and reapplied. The extent to which customer side functionality depends on deprecated or adjusted features and functions. The status of the client computing environment relative to current software versions. The number of users in your tenant. The sophistication of client side automation, comprehensive support systems and other end-user impacting aspects of the customer’s IT environment.User and Administrator Impact During the Transition WeekendIt’s important to understand what will happen during the transition weekend in order to effectivelycommunicate to your users and business units what to expect during the service transition. As thismigration process begins, the experience within the tenant will be impacted while users are transitionedbetween services. During the transition weekend, email flow will be uninterrupted and incoming mail will not be lost. Users who are working in Outlook during the transition will see a message saying that Outlook needs to restart. There may be a period of up to two hours (worst case scenario) after the issuance of this message where Outlook cannot connect to the new service. This is due to the time it takes to clear various connection caches in the service. If this temporary state is impacting a user who needs to process email, access to email in the new services will be always possible using Outlook Web App (and by ActiveSync devices if they have been re-configured post transition (see below)). After transition, by default Outlook Web App and ActiveSync are set to ‘On’ for every user, regardless of your BPOS–S prior settings for these features. The BPOS-S version of Outlook Web App will stop working over the course of the transition weekend, and users will get a “Disconnected” message. At that time users can immediately reconnect to the service with Outlook Web App using the Office 365 URL. Information on where to BPOS-S to Office 365 Transition Planning Guide for Enterprises 18
    • find what URL should be published to your users in advance as part of your communications plan. (See Appendix B, Transition URLs, Ports and IP Addresses for Office 365). If your users try to use the old Outlook Web App URL, they will be redirected, but it will be a smoother experience for your users if you have communicated the new URL in advance. Mobile device access (via Active Sync) will need to be reconfigured with the appropriate Office 365 settings, because the mailbox has transitioned to the Office 365 tenant as part of the process. Information on where to obtain the steps to setup your mobile device in Mobile Devices in Section 3. SharePoint site collections will be locked in a read-only state for the transition weekend to allow the final synchronization of data between SharePoint in the BPOS and Office 365 environments. There are also two short periods of SharePoint downtime: the first for final data replication occurs a week prior to the transition weekend to start the cutover to the new service, and the second occurs a week after the transition to complete the cut over. Both downtimes are scheduled during a weekend in order to minimize user impacts, and both are very short. Instant Messaging and Live Meeting services will continue to function during the transition weekend.For email, all users do not transition at the same moment: there will be a rolling change to service to emailusers over the course of the transition weekend. Microsoft can’t predict the order of mailbox transition orschedule individual mailbox transition in a specific order. Particular care should be given to communicatewith your international users regarding the timing of transition. For example if you have a tenant inMicrosoft’s EMEA region or Asia region but with users in the USA, the transition will start for your tenantbefore your USA based users start work on the Friday of transition (depending on their exact time zone).You should also plan for such impacts with your help desk.For SharePoint, transition occurs at exactly the same time for all users. SharePoint is read-only foreveryone during transition, and then is restored to normal function for everyone at the same time post-transition.Tenant administrators can expect the following impacts to the service during the transition: The Microsoft Online Admin Center will become read-only in the 24 hours prior to the transition of service. o Subscriptions and licenses can’t be added, modified or deleted or redistributed during the transition. o Users can’t be created, modified or deleted starting when the Microsoft Online Admin Center becomes read-only, and throughout the transition weekend. However you will be able to make changes to the password for existing users if you need to. This may be necessary if a user has forgotten their password, or if you need to deny service to a user for urgent Human Resources reasons. Passwords changed in this timeframe will also be synchronized to the new Office 365 service, so that when this user tries to access Office 365 after transition they are granted access or denied as per your intent. o Once transition completes, the BPOS–S Microsoft Online Admin Center will become unavailable for all your administrators and all administration will need to be done using the Office 365 portal. BPOS-S to Office 365 Transition Planning Guide for Enterprises 19
    • Transition SupportBefore starting your BPOS to Office 365 transition project, you should become familiar with the supportoptions that are available to help you resolve issues that may arise during the transition. Microsoft hasestablished a support team dedicated to providing assistance with any transition issues that arise. Tocontact this support team, see Contact Technical Support for Microsoft Online Services, athttp://g.microsoftonline.com/0rmcm00en-us/5022.In addition to planning for transition support from Microsoft, you should work on developing a plan tomanage issues arising within your own organization specifically related to transition activities. This mightbe a temporary team dedicated to transition activities in your existing help desk, or a separate teamentirely. You should have an established a set of contacts and escalation paths within your organization forthe transition process to coordinate and communicate your activities relating to the transition in order toaddress any issues as a result of the transition.In planning for the support integration between your organization and Microsoft’s help desk, you shouldtake into consideration the following suggestions: Limit the interactions between your support organization and Microsoft to a few key individuals. This will provide a consistent message between your organization and Microsoft; ensuring calls are monitored and progressed appropriately, without a duplication of effort. Your users should never call Microsoft support – we can’t act on their requests, and the work with Microsoft should be a technical peer-to-peer dialog. Document and track any issues as they arise, and develop and approach to systematically resolve them and track their resolution to completion. Most issues will be predictable impacts described in this document which you should plan to resolve locally, and which you can reduce with advance user communications planning. Consider executive users and their assistants, and international users. These and other classes of VIP or business-critical users might need special support processes.Customer ResponsibilitiesCustomers transitioning from BPOS to Office 365 are required to assume specific responsibilities in thetransition process. Understanding these responsibilities at the start of the pre-transition phase is critical toachieving a successful transition and usage of the Office 365 service. The high level responsibilities arelisted here, and later in this section, the same tasks are presented in timeline order.Although there is no data and almost no server software to be migrated by you during this transition, youare nonetheless adopting new client and server software for enterprise use. The deployment of thissoftware should be managed and tested using your existing processes for new software deployments.Key tasks/responsibilities for organizations that are transitioning from BPOS–S to Office 365 include: Assign a project manager. Your organization must assign a person to manage your BPOS–S to Office 365 transition project and lead your transition team. It’s critical to coordinate the transition activities through a central owner, as there are a number of parallel activities and coordination across these are required in order for the customer to be successful in their transition. Develop a project plan. Your transition project plan is used to schedule and track progress for the BPOS–S to Office 365 transition work streams. The plan should include a transition schedule that shows when each transition milestone will be reached. A project plan is an essential part of the BPOS-S to Office 365 Transition Planning Guide for Enterprises 20
    • requirements for a successful transition, as the multiple processes and technical work streamsoverlap and require coordination in order to ensure that the transition proceeds smoothly.Develop a transition plan based on technical requirements. The project teams’ technical activitiesshould provide for the resolution of possible business and technical impacts in a customer BPOS–Senvironment that would prevent the usage of the Office 365 service. The plan should provide amethod for testing of any implementation items that have multiple dependencies within the Office365 suite. A BPOS to Office 365 Transition Checklist can be found athttp://www.microsoft.com/online/help/en-us/helphowto/8939e90a-59dc-4f0f-aec0-19a899c0af75.htm.Document your tenant. Microsoft recommends that part of your operations strategy for managingthe online service is to have up-to-date configuration documentation for all aspects of your BPOS–S (and ultimately Office 365) service. Documentation should include not just the documentation ofthe service offering from Microsoft, but also the customizations that are a key element of the end-to-end service offered to your end users. This documentation will help with this transition andfuture change management.Install and configure the Directory Synchronization Tool. In BPOS–S, the Microsoft Online ServicesDirectory Synchronization Tool (DirSync) can be used to keep your local Active Directoryenvironment synchronized with your BPOS–S directory. To restore service functionality andoperate in a fully Microsoft-supported status, if you are currently using the DirectorySynchronization Tool for BPOS–S, after transition to Office 365, you are required to deploy theDirectory Synchronization Tool for Office 365. If you are not currently using DirSync, then there isno need to start doing so for transition or post transition in Office 365. For more information,including differences in Active Directory requirements, see Deploy Directory Synchronization forOffice 365 Post Transition in Section 3.Ensure that each end-user workstation meets Office 365 client requirements. Each end-user PCmust meet the Office 365 client requirements, which have changed since the introduction ofBPOS–S. To download the current Office 365 requirements, see http://www.microsoft.com/en-us/office365/system-requirements.aspx#fbid=ar65A2Nz-YZ.Plan and coordinate end-user support. Before transitioning, you must plan for support of yourBPOS users. This includes planning for escalation of support issues to Microsoft via a limitednumber of contacts in your organization. There are three main areas to look at when planning forhelp desk impact, and how it will ultimately affect your business. They are: o Support for transition preparation and the transition weekend. Plan to support and communicate with your users during the course of the actual transition when the services are transitioning between BPOS–S and Office 365. If your communications plan provides end-user guidance for transition tasks, your help desk should be ready to support end users through these activities. However Microsoft recommends avoiding assigning technical tasks to end users when at all possible. o Day 0 support. This is primarily about allocating additional staff to support any issues that are a direct result of the transition, allowing your help desk to deal with both standard support issues and transition related support issues. You might also temporarily adjust the dial plan sequence of your help desk phone system to mention transition and provide a minimum key stroke path to the right help. For big end-user changes, some companies establish day 0 ‘white glove’ support for VIP’s or on-site drop-in support kiosks for help with local issues. The amount of time and resource you invest in day 0 support for your users is for you to judge based on the degree of change you are introducing, the budget BPOS-S to Office 365 Transition Planning Guide for Enterprises 21
    • and resources available and the extent to which you want to invest to minimize disruption in your environment. o Office 365 support. In parallel with the above, your support organization should also be focused on internal changes necessary to support Office 365. Your support processes and support content should be fully documented and updated to support Office 365, your help desk staff should be trained in advance and any systems or tooling they use updated.Plan, develop and execute training plans. You will need to implement training for your end users,service administrators (email and SharePoint) and your help desk staff, addressing changes in theservice between BPOS–S and Office 365.Plan, develop and execute transition communication plans. In addition to providing training andcommunications plans for your help desk, you will need to inform end users about the transition toOffice 365 service offerings and what, if anything is required of them.Test and validate service customizations. In order to ensure you have a smooth transitionexperience, and to avoid service interruptions post-transition, it’s important to document andunderstand all customizations that have been put in place for BPOS–S, and ensure they transitionand operate as expected. The creation of a testing plan and associated remediation activities willhelp to identify problem areas after transition, and provide a guide for your testing processes.Every point of IT integration and customization with the BPOS–S service should be validated inadvance for Office 365 and confirmed as functional after the transition.Test and validate network access. While some network ports and firewall configurations remainthe same between BPOS–S and Office 365, a number of networking changes are required – andthese should be validated and tested prior to the transition weekend. The port and networksettings provided in the document are provided for implementation early in your transitionproject. The amount of work required for the validation and remediation of your network isdirectly correlated to the degree of customization you have implemented in support of BPOS–S.Test and validate email flow and message hygiene solutions. Testing of email flow and messagehygiene is critical to ensure the continued operation of the service during and after the transitionweekend. While Microsoft has worked hard to ensure email flow continues without impact duringthe transition, customers are responsible to ensure their end-to-end email flow and hygienesolutions have been updated and tested for interoperability and communications with the Office365 environment. The creation of a testing plan and associated remediation plan will help toidentify problem areas, and provide a guide for your transition testing processes.Document FOPE customizations and SR’s. As part of the design intent for transition, the ForefrontOnline Protection for Exchange (FOPE) service used in BPOS–S will transition intact to Office 365.Note that in BPOS–S, all FOPE configuration changes were implemented via a call to customersupport (Service Request (SR)). In Office 365, all FOPE changes are via the self-serviceadministrator portal. It’s important to understand what changes to FOPE were implemented inBPOS–S, and as part of your post-transition process, validate those changes are in place andfunctional.Review and adjust the end-to-end provisioning process. Most enterprise customers provisiontheir BPOS–S accounts based on automated processes that feed from various identity systems, andsynchronize with BPOS–S via Active Directory. Microsoft recommends that you review and updateall your provisioning processes such as adding or deleting users, modifying user objects, changinguser names and resetting passwords, to ensure you have procedures that will work with Office365. BPOS-S to Office 365 Transition Planning Guide for Enterprises 22
    • Test and validate SharePoint content. As part of this transition process, your SharePoint environment will be transitioned to SharePoint 2010. The testing and planned remediation (if required) of SharePoint content, sites and site collections for Office 365 is recommended to ensure proper presentation of content post-transition. For information about differences between the BPOS and Microsoft Office 365 versions of SharePoint Online, see SharePoint Version Differences in Section 3. Plan for mobile devices. As part of the transition, RIM Corporation is taking ownership of the Blackberry Enterprise Service hosting for Blackberry devices. Microsoft recommends that you work with RIM to understand their service, and plan for any changes required for Blackberry devices to consume the Office 365 service. For non-Blackberry mobile devices, your end users will be required to make changes to the configuration settings of the device post transition. Your end user communication plan should include guidance on what activities are required, and when. For more information, see Blackberry (RIM) Devices in Section 3. Plan for administrator roles and licenses after transition. Many customers do not have a license assigned to their Administrator user account in the BPOS–S service, because this was not required. Office 365 requires that your administrator has a valid license within the Office 365 service. Compared to BPOS–S, Office 365 provides organizations with additional granularity to the administrator roles, providing options to meet your security requirements for administrators with reduced risk or exposure. Train legal users and identify users who have permission to do discovery searches. Your legal users should understand the changes in the interface for discovery between BPOS–S and Office 365. In Office 365, you can also use PowerShell scripts to perform more sophisticated searches against your environment. Develop standard PowerShell scripting. Office 365 extends the ability to provide additional configurations to the Office 365 service via the Remote PowerShell interface. Microsoft recommends training your administrators and help desk and operations staff in how to use PowerShell. In order to develop a consistent and repeatable approach to managing your environment, consider developing a standard set of scripts for common tasks. Complete post-transition tasks. Even if your organization is not planning on adopting new features in the Office 365 service, there are various technical confirmation and validation tasks Microsoft recommends to be performed post-transition in order to achieve equivalent functionality with the BPOS–S Service. (E.g. shared mailbox migration, records management policies, outlook rules, transition reoccurring meetings from Live Meeting to Lync Online, etc.) For more information, see Post-Transition in Section 2.In addition to the activities above, it’s critical that all technical contact details in the current service are upto date and accurate. It is your responsibility to make sure that the contact details for the Account Ownerand Service Administrator are updated in the Microsoft Online Services Customer Portal. Microsoft willsend multiple email communications before, during, and after your transition to provide the informationthat you need throughout the process. These points of contact will be sent to all registered administrators.Ideally you should make sure at least one administrator has a registered email address which does notdepend on the functioning of the BPOS–S tenant so that you will still receive messages in any unforeseentenant outage situation.To update administrator contact details, sign in to the Microsoft Online Services Customer Portal. On the Subscriptions page, locate the subscription that you want to update. BPOS-S to Office 365 Transition Planning Guide for Enterprises 23
    • In the Actions list, select Edit service details, and then click Go.For general information about transition, visit the Microsoft Office 365 transition center website, athttp://go.microsoft.com/fwlink/?LinkId=210626.Transition Phases and MilestonesThe following diagram shows the phases and high level milestones for organizations transitioning fromBPOS–S to Office 365, starting when Microsoft notifies you that you have 60 days until transition. Yourend-to-end project may need to start much sooner than the first communication from Microsoft,depending on the customizations and testing required.At each milestone in the transition process, you should ensure you have completed all the preceding tasksbefore marking the associated milestones complete. BPOS-S to Office 365 Transition Planning Guide for Enterprises 24
    • T-90 Days T-60 Days T-30 Days T-14 Days T-2 Days T-0 Transition T-0 Transition T+8 Hr. Post T+72 Hr. Post Service Transition To Transition To Transition To Transition To Transition To Transition Start Complete Transition Transition Complete MICROSOFT Infrastructure Preparation Connectivity Pilot Migration Weekend Service Resumption Build out and data migration of Office365 Office 365 Service Office 365 tenant becomes Environment Transition authoritative for the directory Transition Testing Activities Office 365 Use Case Testing Transition Validation Use Case Testing and associated CUSTOMER Validation the transition of existing remediation efforts driving to Office 365 infrastructure components consumption Infrastructure / Client Remediation Transition Validation Customer remediates client deficiencies in support of Office 365 requirements and remediates environment BPOS-S Transition Activities Office 365 Transition Office 365 Post-Transition State Office 365 Enterprise Feature Enhancements (EFE) (Planning, Testing) Office 365 EFE (EOA, ADFS, Hybrid, Encryption) 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. Enterprise Transition Initiative(s)Diagram 1: BPOS–S to Office 365 transition timeline: Microsoft and Customer work streams
    • BPOS Pre-Transition PhaseWith any enterprise service, there are a number of dependencies, line-of-business processes, and endusers, all of which rely on the availability of the service to enable them to function. Changes to these ITservices have the potential to impact service to your users and customers.The pre-transition phase requires the most work on your part, as it impacts most if not all IT serviceprocesses and services. The changes required during this phase will place additional demands on allaspects of the IT organization, including desktop client configuration, change management activities,service provisioning, networking and end-user communication planning.During this pre-transition phase, while you are engaged in the above tasks, Microsoft Online engineeringsets up your target Office 365 tenant and migrates a copy of your content and settings. Under normalcircumstances, these Microsoft tasks are invisible to you, but if there are any problems, or if your inputis needed, Microsoft will contact your administrator by email.By the time this phase is completed, a majority of your prerequisite work will have been completed. Theendpoint of this phase is when the transition starts and your users are moved to Office 365 over thecourse of the scheduled transition weekend.In Diagram 1, the pre-transition phase is indicated with blue milestone markers.Pre-Transition Phase Key ActivitiesThe following are the key transition tasks and events that you carry out in the pre-transition phase: Update technical contact information. The interactions between your BPOS administrators and Microsoft will happen via email, so it is critical to review and ensure the appropriate technical contact information in the BPOS–S administration portal has been updated to ensure receipt of transition communications. It has been common practice for customers to provide an unmonitored email address as a contact address for tenant administrators in the BPOS–S portal, and this will result in missing essential communications. Validate and document your current configuration in BPOS. Though the automated transition process is designed to validate and migrate all service configuration settings during the transition, it’s still important for you to document and understand your environment’s integration with the BPOS–S service. This gives you a reference to use against the post-transition environment to confirm no loss of service functionality. Let your Microsoft representative know when you want the automated transition to occur. While Microsoft will make every attempt to deliver against the requested timeframes, scheduling cannot be guaranteed. Microsoft is moving users, data, site collections and settings during the transition, and the schedule is organized by Microsoft to make sure that all transitions scheduled for a given period can completed in the designated period and do not impact the production BPOS–S system for the subscribers who remain on the BPOS–S system. Validate the configuration of Directory Synchronization Tool for BPOS–S and continue to perform synchronization. Directory synchronization enables you to synchronize objects from your Active Directory to the BPOS–S environment. There is an updated version of the Directory Synchronization Tool for Office 365, and the BPOS–S version of the Directory Synchronization Tool for BPOS–S will not work with Office 365. The BPOS–S synchronization will continue to work up until the start of the transition weekend. Microsoft recommends scheduling for the suspension of all technical and business identity change processes, including directory synchronization, approximately 12 hours before the start of the Transition Window. However BPOS-S to Office 365 Transition Planning Guide for Enterprises 26
    • you choose to manage your organizations identity processes during transition, it is arequirement that directory synchronization is suspended 12 hours before the transition begins.Upon completion of the transition process, the Office 365 portal will not permit changes to userproperties because the tenant is not yet authoritative for the user directory. Becomingauthoritative can take between 24 and 72 hours (worst case) after transition completes. Whenyou see that you can make changes to user attributes via the Office 365 tenant portal (not theBPOS–S Microsoft Online Admin Center which will be unavailable after transition), then yourtenant has directory authority and you can re-establish directory synchronization with the Office365 environment using the Office 365 version of the Directory Synchronization Tool. For moreinformation about key work items you must complete before you start the Office 365 DirectorySynchronization Tool, see Deploy Directory Synchronization Tool for Office 365 Post Transition inSection 3.If you were using DirSync before the transition, you are required to continue to use theDirectory Synchronization Tool in Office 365.Deploy Lync Online client. Prepare and deploy the Lync Online client for use by your usersduring the pre and post-transition phases. In order to successfully consume the changes in Lync,we recommend that you plan and address the requirements for deployment of the clientportions well in advance of the anticipated transition weekend in order to reduce the impact onyour users of multiple simultaneous changes. The deployment and transition work to theMicrosoft Lync client is described in more detail in Lync Deployment in Section 3.Prepare for Office 365 SharePoint Online. SharePoint Site and Site Collection Administrators arerecommended to reference the SharePoint Online 365 Developer’s Guide, so that you canunderstand what types of custom solutions are available in the services. To download theDeveloper’s Guide, go to http://www.microsoft.com/download/en/details.aspx?id=17069.You should also plan for changes in how your users current access SharePoint sites in BPOS–Sthrough the Microsoft Online Services Sign On client application, as the URLs presented in thatlocation will no longer be presented in that client post-transition. You could use Active Directorygroup policy to push URLS to the workstation SharePoint Sites profile setting or to browserfavorites. Post transition, Microsoft will provide each user a list of the sites they have access toin the SharePoint Online Team Site.Deploy client applications and the Office 365 desktop setup. The successful usage of the Office365 service requires that supported rich client Office applications (e.g., Microsoft Outlook 2010)are deployed and installed on users’ PCs if rich clients are intended to be used. The Office 365desktop setup is deployed to ensure that client applications are properly updated andconfigured for Office 365.Finish mail migrations or prepare plan for completing migrations after transition. If you are stillmigrating from an on-premises messaging platform, the user mailbox migrations will need to becompleted before, or suspended until after the transition to Office 365 has completed. As longas there is no impact to your transition project, you can continue migrations until the T-14milestone. It’s strongly recommended to finish any user mailbox migrations in advance of thetransition. Otherwise you will be required to recreate your migration infrastructure after thetransition to allow the completion of migrations into Office 365 to continue. If you have usersstill using on-premises email services at the time that you planned to move to Microsoft Online,you might consider postponing that mail migration until you are running natively in Office 365,to avoid the need to build two migration solutions and to reduce impact on your IT department BPOS-S to Office 365 Transition Planning Guide for Enterprises 27
    • of running concurrent user-facing projects. Your decision on timing of mail migrations will need to consider the business needs combined with your IT resourcing and other constrains that might impact concurrent IT projects (e.g. any business critical change freeze periods). Review any planned changes for your BPOS–S tenant. If any services are planned to be added to your existing BPOS–S tenancy, Microsoft recommends planning your adoption strategy to postpone these extensions of service until after the transition has completed in order to reduce the complexity of the transition. For example: If you haven’t started SharePoint deployment, it might be prudent to plan to do so after the transition has completed. If you have not started journaling or archiving at this time, it would be simpler, given the imminent transition work required, to implement this directly in Office 365. If you have not yet adopted web conferencing in your organization, it will be less disruptive to users and simpler for IT to do so directly in Lync Online after transition to Office 365. From an IT change management perspective, at this point in the lifecycle of BPOS–S, the adoption of service functionality directly into Office 365 provides the least complex route for service adoption, avoiding the need to concurrently execute transition readiness work alongside new service adoption projects. Prepare users. You will be making significant changes to the user environment as part of this transition. Your users are impacted by both the change to the service and changes to your processes that accompany the service (e.g. password reset procedure, new employee training). You must prepare your users for this change using your service roll out and user communication procedures. Prepare help desk. Your help desk must be trained to support Office 365 service offerings. In addition to providing standard transition support, Microsoft recommends that you plan to have additional resources available to ensure you can address the needs of transitioned users in additional to the standard help desk calls. (e.g. VIP services for management and critical personnel).Office 365 Transition PhaseThe Office 365 Transition phase includes the activities and work streams that take place during thetransition weekend.In Diagram 1, this phase is indicated with red milestone markers.Users can expect the following impacts to the service during the transition phase: During the transition weekend, email flow will work uninterrupted. To reduce risk to the maximum extent possible, you might decide to prevent some or all of your users from consuming the service over the course of the transition weekend, but this is not required by Microsoft. Whatever change management strategy you employ, email from external senders will continue to be delivered to Microsoft Online, and will be available whenever you decide to let users on to the service. The decision as to whether to close down access to the email during the transition weekend is yours, and depends on various factor including: Your business users’ ability to function while email is unavailable. The degree of customization today in BPOS–S around identity, email flow and network access. BPOS-S to Office 365 Transition Planning Guide for Enterprises 28
    • The degree of post-transition testing and validation you want to perform before letting users access your messaging service. The degree of post-transition configuration and customization you want to implement before letting users access your messaging service. Any requirement you have to confirm that a compliance archive is intact and is still capturing mail and changes, before letting users conduct business on the service. SharePoint site collections will be locked into a Read Only state (which means you will not be able to post new content, or adjust content that is already there) for the transition weekend to allow the final synchronization of data between SharePoint in BPOS and Office 365 environment. There are two very short periods of SharePoint downtime: the first for final data replication 7 days before the transition weekend, and the second 7 days after the transition weekend to complete the cutover to the new service. These are scheduled on weekends to minimize user impact. Instant Messaging and Live Meeting services will continue to function during the transition weekend. As with email, to carefully manage change in your environment, you might decide to make these services temporarily unavailable or avoid critical web conferences during the transition weekend. However, this is not a technical requirement by Microsoft.Office 365 Transition Phase Key ActivitiesThe following are the key deployment tasks and events that you carry out in the transition phase: Issue a “what to expect this weekend” communications to end users. Prior to the start of the transition weekend, send all users the necessary notifications and instructions they need to make the transition to the new hosted services platform. Update DNS records. As a prerequisite for transition, update your DNS records (for example, MX and TXT records) to at your domain registrar. Monitor email for transition end. Administrators monitor their contact email for transition end or other messages from Microsoft. Support users. Provide support for all users who will see the impact of transition throughout the weekend, in all time zones where users are working.Office 365 Post-Transition PhaseOnce the transition has been completed, Microsoft’s engineering work stream is complete; you shouldnow complete your final validation of services. This is defined as the post-transition phase.In Diagram 1, this phase is indicated with green milestone markers.Post-Transition Phase Key ActivitiesThe following are the key tasks and events that you carry out in the post-transition phase: Validate the transition to Office 365. While the transition process is designed to validate and migrate all essential configuration settings during the transition, not all settings will transition as is from one tenant to the other. Please review this document to ensure you have a full understanding of the settings that will and will not transition across. You should have created a document listing all of your settings in order to provide a robust checklist to use against the post-transition environment to ensure no loss of service fidelity and functionality. Validate messaging configuration. Once transition has completed, validate the ability to access the mailboxes, and ensure full send and receive functionality. This is to ensure successful access BPOS-S to Office 365 Transition Planning Guide for Enterprises 29
    • to transitioned mailboxes, and the ability to send and receive mail from both the clientconfiguration, as well as mobile devices associated with the mailbox.Reconfigure and validate mobile phones and devices for Office 365. Set up user mobile phonesto access your email using the Exchange ActiveSync protocol, and validate the application ofActiveSync policies from the BPOS environment. For more detailed information, and up to dateinformation on connecting mobile devices to the service, review the documents at:http://technet.microsoft.com/en-us/library/cc742556.aspx.Perform post-transition service testing. After transitions are completed, perform full-scaletesting of Office 365 service functionality according to your test plans.Install and validate the Directory Synchronization Tool. Directory synchronization enables youprovision user accounts from your active directory, and will continue to work until the transitionweekend. Upon completion of the transition process, you will be required to download and re-establish directory synchronization with the Office 3655 environment. For more information,see Directory Synchronization in Section 3. BPOS-S to Office 365 Transition Planning Guide for Enterprises 30
    • Detailed Transition TimelineThe remainder of Section 2 provides a detailed list of activities that must take place during the variousphases of the transition timeline so that you can properly prepare for the transition. The transition planas presented in this document is sequenced by the required engineering milestones leading up to, andthrough transition. Since the transition will be scheduled at different times for different customers,there are no specific dates included in this guidance; all the outcomes of every pre-transition workstream must be achieved by 14 days before transition start (T-14 milestone) to ensure the transition canproceed without problems or interruption of service.Please note that Microsoft has communicated that all transitions will be completed by the end ofSeptember 2012 and that customers will be added to the transition pipeline between now and thatdate.The timeline provided in this document is intended as a starting point for formation of your overalltransition approach. It’s expected that your overall service transition project will be well under way andpartially complete by the time you receive initial communications from Microsoft on a likely transitiondate (T-60 milestone).(Earlier than T-60 Days) to TransitionThe timing of when work on this milestone starts is for you to designate. Given the September 2012deadline for transition of BPOS–S to Office 365, all customers should already be planning andconducting the work outlined in this section.General Activities Review the Office 365 Service Descriptions and decide to move ahead with transition. The assumption for this document is that you are planning on transitioning to Office 365. If you have any concerns about the viability of Office 365 for your business, please urgently contact your Microsoft representative. Use an Office 365 tenant with a trial subscription to fully evaluate the Office 365 services. Conduct an inventory and assessment of the Microsoft Office Suite in your environment, and upgrade client software as necessary. With BPOS–S, there is no prescribed earliest timeline for moving off Office 2003, (with the exception of Lync 2010 which is covered below), and you are encouraged to move at the earliest possible time to reduce readiness risk that could impact your transition. Conduct a business process review for impacts as a result of service transitioning, and identify business processes that require or depend on the BPOS–S Service. (eDiscovery, provisioning, help desk, SMTP Relay and line-of-business applications, etc.) Start to document your current infrastructure and application environment, and begin the process of evaluating and planning to implement the routing and firewall changes required for Office 365. The required routing and firewall changes can be found in Appendix B: Transition URLs, Ports and IP Addresses for Office 365. You will be able to confirm the requirements in your environment and test them as you implement them using an Office 365 tenant with a trial subscription. Prepare your communications plan for the remainder of the project, to be reviewed, approved, funded and executed within your organization. Prepare infrastructure and Use Case/Test plans, and begin infrastructure and initial testing. Plan for password synchronization and password change approach for T-60 to T-7. For more information, see Required Password Changes in Section 3. BPOS-S to Office 365 Transition Planning Guide for Enterprises 31
    • Document current eDiscovery processes, journaling rules, and configuration information and prepare for any necessitated changes. As part of the communications plan, prepare for communicating to and training all users and administrators on the use of credentials in the Office 365 suite. Document your messaging hygiene solution, data loss prevention solution (DLP), inbound/outbound email flow, on-premises mail inspection, etc., for implementation and inclusion as part of the Office 365 configuration. Review all customer requested changes within BPOS–S that have been implemented via a Service Request (SR) to support. A review of the SRs filed will allow appropriate planning to remediate Office 365 via self-service mechanisms in the service, should any BPOS–S customized items fail to transition. If you need help with this item, contact your Microsoft TAM. For more information, see in SR Review in Section 3.Lync Activities Inventory current use of Live Meeting in your environment, and determine users, teams and business processes that will be affected by transition into Lync Online. Even though Live Meeting can be consumed after the transition, customers should plan for the discontinuation of the Live Meeting service. Plan for the extraction of any valued recorded content from Live Meeting. Develop your strategy for switching your users to Microsoft Lync 2010 from Live Meeting. Develop a training and communications plan for Microsoft Lync 2010 from Microsoft Office Communicator. Review all client-side customizations for the Office Communicator Client in preparation for the transition to Lync. (E.g. client plug-ins such as CUCiMOC, WebEx, etc.). As part of your process, you will need to obtain the updated products from their vendors for the customized components, and test in advance to ensure a successful integration with Lync Client during the Upgrade to the Lync Client from the Office Communicator Client. An Office 365 trial tenant is ideal to perform this type of testing. Update existing Windows Operating System Images/Deployment Packages to reflect inclusion of Lync Client, with any custom client-side plug-ins. Depending on your deployment schedule, you might not be releasing these packages for installation at this time.SharePoint Activities Evaluate the potential SharePoint content impacts as a result of the transition to SharePoint 2010/Office 365. (Upgrading your testing environment, code validation, customizations, Web Parts and overall functional testing of content) Develop a training and communications plan to introduce SharePoint functionality changes and additional features, functions and services, including URL changes, UI upgrades, enterprise features, functions, services, My Sites, etc. Develop training and communications for SharePoint site administrators about the SharePoint Online 2007 (BPOS–S) and SharePoint Online 2010 (Office 365) user interface (UI) upgrade post- transition. (Also known as the SharePoint Visual Upgrade.) Review existing SharePoint site collections and clean up any content and sites that are no longer needed. This is not required, but it is a great time to confirm and document your use of SharePoint. Note the tenant size considerations in the Microsoft SharePoint Online for Enterprises Service Description, at http://www.microsoft.com/download/en/details.aspx?id=13602. Document BPOS–S SharePoint sites and collections; specifically focused on collecting existing URLs that are published in the Microsoft Online Services Sign In Client application. After BPOS-S to Office 365 Transition Planning Guide for Enterprises 32
    • transition to Office 365, these links will no longer be presented to end users on the workstation, which may lead to an interruption of business processes. You will need to develop an implementation and communication plan to update your URLs as required for the post-Office 365 environment. (e.g., Leveraging Group Policy to push out URLs to the client environment, and documenting the URLs in a central location. Microsoft will create a personalized SharePoint landing page for each user in the main Team Site that lists the URLs for sites the user can access.Messaging Activities Develop a training and communications plan for transition from Outlook/Office 2003 to Outlook/Office 2007/2010 depending on your requirements. Develop a training and communications plan for using Outlook Web App in the Office 365 messaging environment. This is particularly needed if your intent is to use the Microsoft Office Professional Plus subscription of Office 365. There is no way to buy, deploy and use this version of Microsoft Office in advance of transition to Office 365, so until you can acquire and deploy Office Professional Plus, your email users will have to use Outlook Web App for their email. It is likely it will take you many business days after transition to acquire, package and deploy Office Professional Plus. Document mobile device (ActiveSync or Blackberry (BES) Policies) and connection settings, as connection settings will change post-transition. If you don’t currently have an inventory of mobile devices in your organization, you will need to capture and inventory of current mobile devices and users. After transition to Office 365, ActiveSync services will be enabled by default for all users, regardless of your previous settings, but server names will have changed, requiring a reconfiguration of the mobile device. For more information on reconfiguration of mobile devices, see Mobile Devices in Section 3.(T-60 Days) to TransitionThe T-60 milestone event is started when you receive communication from Microsoft indicating yourplanned transition date is approximately 60 days away. You will not get an exact date at this time.Depending on circumstances, this may be the first point of contact between you and Microsoft OnlineServices regarding your transition. As before, compare the timeline for transition as communicated toyou by Microsoft with the work indicated as necessary in this section, and modify your transition planaccordingly.General Activities Conduct Online Services training for the help desk team to equip them for supporting the usage, troubleshooting and administration of online services: Administration and Troubleshooting: Enterprise Online help: http://onlinehelp.microsoft.com/en-us/Office365-enterprises Develop and distribute the communications for the identity outage over the transition weekend to HR, help desk and administrators. Update your customer password expiration/change policy to coordinate password changes for the admin and all users during the next 60 days to ensure synchronization with both BPOS–S and Office 365 environment(s). For more information about these required password changes, see Required Password Changes in Section 3. Finish your proof of concept (POC), pilot and deployment of Office 365 Desktop Setup utility, after validating this tool and the changes it makes will co-exist safely in your current workstation environment. BPOS-S to Office 365 Transition Planning Guide for Enterprises 33
    • Review workstation software deployment log(s) for Office 365 prerequisites and update deployment strategy as needed. The location and nature of these deployment logs will vary depending on what enterprise packaging/deployment solution is being used to distribute updates to the desktop. The goal is to ensure desktop deployment of latest software packages is proceeding according to plan. Provide implementation and notification plans to networking team(s) for DNS record changes, port/protocol changes, online URLs and namespaces, etc. Document and validate required record changes. The updated ports and URLs for Office 365 can be found in Appendix B, Transition URLs, Ports and IP Addresses for Office 365.Lync Activities Change DNS records for Lync. You will need to add additional SRV and CNAME records to support the deployment of Lync both before the transition weekend, and as part of the planned rollout of the Lync 2010 Client. These records are to be created in addition to the existing BPOS– S records for the Office Communicator client, so there should be no expected service impact.Type Service Protocol Port Weight Priority TTL Name TargetSRV _sip _tls 443 1 100 1 Hr your domain sipdir.online.lync.comSRV _sipfderationtls _tcp 5061 1 100 1 Hr your domain sipfed.online.lync.comCNAME sip.your sipdir.online.llync.com domain Begin the client roll out of the Lync 2010 client package. Do not attempt to switch your users to the Lync 2010 client if you have not yet received communications from Microsoft, as the Lync 2010 Client will not work with BPOS–S until you are in Microsoft’s pipeline for transition to Office 365 as indicated by the 60 day “Be Ready By” communication. Schedule implementation dates for additional firewall and port assignments for services transitioning from BPOS to Office 365 (For T-14 Connectivity Pilot). Required firewall and port assignments can be found in Appendix B, Transition URLs, Ports and IP Addresses for Office 365. The intent is to add the additional ports and functional requirements without impacting the current BPOS–S environment.SharePoint Activities Validate that SharePoint Online and on-premises line-of-business applications (e.g. applications that are either integrated with SharePoint, or rely on SharePoint as part of their business processes) have been tested against an Office 365 trial tenant. The primary goal of the validation process is to ensure that your SharePoint applications will function properly to support the business once moved to SharePoint Online in Office 365. BPOS-S to Office 365 Transition Planning Guide for Enterprises 34
    • (T-30 Days) to TransitionThe T-30 milestone event is started when you receive additional communication from Microsoftindicating your planned transition date is approximately 30 days away. Depending on circumstances, thismay be the first point of contact between you and Microsoft Online regarding your transition;nevertheless, the tasks indicated in this document for the milestones prior to this still need to beconsidered, performed (selectively, depending on your circumstance and technical environment) andcompleted as part of your transition plan.General Activities Identify help desk members identified for an Online Services SWAT team (or for whatever approach to transition support that you have chosen), and provide detailed training, troubleshooting and usage around the following Office 365 services: Lync Online Network connectivity SharePoint Online Exchange Online Login user experience (UX) post transition. At Microsoft, the target Office 365 tenant is now configured and will be running in parallel, synchronizing data leading to the transition weekend. This will be invisible to you as a customer. However, from this point forward, password changes (in fact, all identity metadata) in the BPOS–S environment are being captured and relayed to the Office 365 tenant you will eventually transition to. You should be well underway with packaging and deployment of required components (internet browser, Office components, and operating system patches). The goal is to be complete with the required software package deployments in advance of the T-14 transition date. For more information, see Software Deployment and Packaging in Section 3. Prepare for the packaged uninstall of Microsoft Online Sign-In Client (SIC)). Note that Microsoft’s requirement is for customers to not remove the sign-in client until at least 2 weeks post- transition. Removal before this date will impact client connectivity and invalidate post-transition machine configuration options. For more information, see Authentication in Section 3. There is no downside to leaving the Sign-In client in your workstation build as it will deactivate (but not uninstall) itself post transition, after it has no more tasks to perform. Your infrastructure change/remediation efforts described during previous milestones are in the final phases of testing, and have been declared are functionally complete. Change DNS records .You will need to change your DNS autodiscover entries for each BPOS–S custom SMTP domain when using these custom SMTP domains in Office 365 and/or on- premises, with the goal of being completed no later than the T-14 milestone in the transition timeline. For more information, see Update DNS Settings for Outlook in Section 3.Lync Activities Office Communicator to Lync client package deployment is underway. Validate updated firewall and port assignments.SharePoint Activities Validate updated firewall and port assignments. BPOS-S to Office 365 Transition Planning Guide for Enterprises 35
    • Messaging Activities End all migration activities from on-premises environment to BPOS–S. Validate and confirm of updated firewall and port assignments. Finish the validation of the messaging hygiene structure identified in previous phases (DLP, Smart Hosts, etc.) as part of the Office 365 connectivity testing configuration work.(T-14 Days) to TransitionThe T-14 milestone event occurs when you have received communication from Microsoft with aconfirmed transition date, typically 14 days in advance of the scheduled transition.Important: If you are unable to be ready by the scheduled date, you must immediately contactMicrosoft Online Support to postpone the scheduled transition, as this is your last opportunity to do so.General Activities Remediation and packaging and deployment activities have been completed for transition. All software requirements for Office 365 are met at this point. Directory Synchronization Tool for Office 365 servers build out is complete (but dormant until post-transition). This is only a required task if you were currently using Directory Synchronization with BPOS –S. The Directory Synchronization Tool requires an MS SQL instance as described in the Directory Synchronization deployment notes and this should also be considered in your build out. If you are making a platform change from x86 to x64, planning for the decommissioning of the x86 server should be scheduled. By continuing past the T-14 milestone, you have committed to the scheduled transition date and there will be no further opportunities to cancel the transition after this milestone date. You MUST inform Microsoft of any inability on your part to be ready by the scheduled transition date before T-14 milestone is passed.Lync Activities The assumption by Microsoft at this time is that you have completed the rollout of the Lync Client software. Users who have not have the Microsoft Lync 2010 software deployed will be unable to use Lync Online post-transition, because the Microsoft Office Communicator 2007 software does not work with Office 365.SharePoint Activities The T-14 milestone begins the start of the pre-transition SharePoint engineering activities performed by Microsoft, which will introduce two short service interruptions as your BPOS–S SharePoint infrastructure is synchronized to the new Office 365 tenant. These are scheduled out of hours and during the weekend for your region and occur 7 days before and 7 days after your transition.Messaging Activities The assumption by Microsoft at this time is that you have completed any ongoing migration from on-premises email into the BPOS–S Service (e.g. from on-premises Exchange, Lotus Notes, or other messaging environment into your BPOS–S Exchange Online service). If you have not completed your migration, you should now postpone any additional changes until after the transition weekend. BPOS-S to Office 365 Transition Planning Guide for Enterprises 36
    • (T-2 Days) to TransitionGeneral Activities Your internal communication plan should include a final transition notification to end users. Your internal communication plan should include a final transition notification to help desk and administrators about administrator access interruption to the BPOS–S service during transition weekend. Final coordination with HR and help desk, and communication regarding: Inability to access any BPOS–S management options other than the Microsoft Online Admin Center main page. Inability to change/add/delete SharePoint content. Inability to manage BPOS users, contacts or groups. Reminders to users of the transitioning process over the weekend and its possible impacts (e.g. Outlook Web App, Outlook and mobile devices will stop functioning over the course of the transition weekend). Schedule change window to stop DirSync for BPOS–S services Communicate downtime of directory synchronization processes for BPOS–S to IT Operations Staff and Identity Administrators.Note: The transition start and end times in the two milestones which follow are based on the time in themost western time zone of the region your service is hosted. For services hosted in North and SouthAmerica, this is Pacific time. For Europe, this is Dublin, Ireland time. For Asia, this is New Delhi, Indiatime. You will need to convert these times to your local times in your planning and staffing.(T-0) Transition Start (Friday 3pm local time in the most western timezone for your region)General Activities To reduce the impact to your support organization and IT department during the transition weekend, consider limiting service access to only essential users until transition is complete. This is not a requirement but it may be prudent depending on your situation and post-transition plans. Incoming email flow to your organization will still be functional during the transition process, and no incoming mail will be lost. Monitor the transition status with Microsoft to obtain the transition complete notification, and begin your post-transition activities.(T-00) Transition Complete (Target: Sunday 3pm local time in the mostwestern time zone for your region)At the T-00 milestone, you will receive an email notifying you that transition is complete. This will be thelast transition communication you will receive from Microsoft regarding the transition, other than anycommunications related to transition support calls you have opened.General Activities You are notified that the Office 365 service transition is complete. By this time, all your users have already been seeing notices that they need to restart Microsoft Outlook or reconnect to Outlook Web App. BPOS-S to Office 365 Transition Planning Guide for Enterprises 37
    • Admin access to the Office 365 portal is established and access to the BPOS–S Microsoft Online Admin Center is denied. Confirm all administrators can access the Office 365 with known credentials. PowerShell Access to Office 365 enabled. Validate script functionality against the Office 365 environment. Mailboxes are migrated and ready for use. SharePoint site collections are moved and ready for use. Lync Online is available for use. Messaging transport rules and FOPE Allow/Deny lists are migrated and ready for use. Note: Administrators will be unable to manage or change user properties or perform tasks that require the Office 365 service to be authoritative for the directory. You will know that you are now authoritative for the directory when you are able to make such changes (24 – 72 hours later). Until your tenant is authoritative for the directory you will not be able to successfully run the Directory Synchronization Tool to synchronize with on-premises Active Directory. However there is other important testing and validation work to perform at this time while you wait for this authority to be claimed by the tenant. Complete the export of appropriate publicDelegate attribute information to later restore permissions to as they were in your BPOS–S operational state. This configuration data MUST be collected before you restart Directory Synchronization or it will be lost. For more information, see Preserving the Public Delegates in Section 3. Implement your testing plan; including validating the online services components, line-of- business applications and interfaces, and your points of customization as ready for “release to production” in your environment.Lync Activities Perform Lync Online service testing, including collaboration and conferencing.SharePoint Activities Perform SharePoint Online testing, including validating permissions and access to site content, and rendering of content. Validate access to all SharePoint Online URLs.Messaging Activities Validate and implement mobile device, ActiveSync, BES and Role-Based Administration policies. You may decide to defer some of these to later depending on their criticality to your operations and service requirements. Your help desk is assisting users in reconnecting their mobile devices or POP3/IMAP clients to the Office 365 service. Validate the implementation of the Blackberry Business Cloud Services for Office 365 has been configured as expected for your Office 365 tenant. Your help desk may have to be ready to help your users to reconnect their RIM devices. Validate and verify email flow to/from Exchange Online; Perform Exchange Online usage testing. Help desk should be available to answer questions about Outlook Web App URL and client connectivity questions post-transition. Update notification mechanisms for any tasks you have prepared users to do themselves. BPOS-S to Office 365 Transition Planning Guide for Enterprises 38
    • (T+8:00 Hours) Post Transition (Approximately the first business dayafter transition)The T+8:00 hour milestone is the return to normal operations after completion of the transition process.This and all further milestones in this document are not communicated or controlled by Microsoft; it isfor you to designate in your transition plan when normal service operations should resume in yourorganization.General Activities Your help desk is configured in a Day 0 mode to handle increased calls as a result of transition questions and issues. They may also be performing services which are not usual services for your help desk. By now your help desk staff have been fully trained in Office 365, and your help desk content is updated. For new support cases, you are collecting information with appropriate Office 365 content keyword tagging in your support case management solution. Essential transition testing is completed, and, if service access was restricted for certain users during transition, it is now allowed and restored for all end users. Business process testing starts. Also, you may now be confirming that dependent line of business applications are functioning normally with the Office 365 service. This process may continue for a while depending on the number of technical dependencies.(T+72:00 Hours) Post TransitionGeneral Activities Decommission of the Directory Synchronization Tool for the BPOS–S server and activation of the Directory Synchronization Tool for the Office 365 servers. o Office 365 services and records are validated and directory synchronization for Office 365 services can begin. The timeline for the completion of your Active Directory synchronization to Office 365 depends on the number of objects and your available network connection to the service. For guidance on this aspect of Office 365, see Plan for Directory Synchronization at http://www.microsoft.com/online/help/en- us/helphowto/14e35777-ebf6-4cbc-a3ea-b5d600f78b4f.htm, and Active Directory Synchronization Roadmap at http://onlinehelp.microsoft.com/en-us/office365- enterprises/ff652543.aspx. Complete the import of appropriate publicDelegate attribute information into Office 365 using configuration files collected immediately after transition. This import is conducted after the completion of the first full directory Synchronization. For more information, see Preserving the Public Delegates in Section 3. Monitor your help desk tickets and escalation(s) for trending on issues and coordinate their collection and reporting through your support infrastructure. Convert BPOS–S shared mailboxes (that require a paid license) to Office 365 shared mailboxes (that do not). For more information, see Converting Shared Mailboxes in Section 3. Shared mailboxes from BPOS–S will continue to function without this conversion: they just consume a license. This means that business process or applications depending on these shared mailboxes are not impacted by the timing of this post-transition change and you can make this change when you need to reclaim the licenses for other use. BPOS-S to Office 365 Transition Planning Guide for Enterprises 39
    • (T+84:00 Hours) Post TransitionGeneral Activities Validation that all service items are complete, Microsoft support returns from transition support to normal operations. Customer transition help desk restored to normal operations (assuming you judge this prudent based on call volumes into the help desk).(T+2 Weeks) Post TransitionGeneral Activities Schedule package deployment for removal of the Microsoft Online Services Sign In application from the existing environment. This should not be done for any user who has not yet signed into Office 365 at least once. For more information on removing the Sign In application, see Authentication in Section 3. Schedule implementation dates for removal of the BPOS–S firewall and port assignments for services which are now unnecessary after transitioning from BPOS to Office 365. Be careful not to make changes which disrupt the running Office 365 services. Start planning work for the adoption of new features of Office 365. If you started planning work for new features in advance of transition, this may be the timeframe for you to commence execution of those plans. Depending on your urgency and the state of your planning, certain new features can be executed sooner than this timeframe, such as commencing Lync Federation to business partners, or implementing single sign-on with ADFS). BPOS-S to Office 365 Transition Planning Guide for Enterprises 40
    • Section 3: Technical Considerations BPOS-S to Office 365 Transition Planning Guide for Enterprises 41
    • OverviewThe changes between BPOS–S and Office 365 fall into two broad categories as described in the followingtable: Improvements and changes to features used by end-users, email administrators and SharePoint content administrators. Differences in infrastructure and technical requirements. The rest of Section 3 provides details for these infrastructure and technical requirement issues. Category DescriptionImprovements and changes to features A full review of the many improvements and changes in this category isused by end-users, email administrators beyond the scope of this document. It is critical to fully study the Officeand SharePoint content administrators. 365 Service Descriptions and to comprehensively evaluate a trial tenant in order to understand the changes between BPOS–S and Office 365. ThereThis category also includes business and are changes that impact the users and administrators in the functions theyapplication functionality that works perform already on BPOS–S, and there are changes that are new featuresdifferently in Office 365 compared to that users and administrators can take advantage of. Some of the key userBPOS–S. or administrator impacting changes are:For example: Administrators will use the SharePoint is upgraded to SharePoint version 2010. Certain Web Parts consolidated Office 365 portal, and controls are no longer available, and there are UI changes. Pages rather than the separate should be tested to ensure they work and render successfully. Any administrative portals in BPOS–S. workflows that were in place in SharePoint 2007 need to be verified End users will see new web as working in SharePoint 2010. conferencing UI and features since LiveMeeting functionality is not offered in Office 365, and sunset of they will now be using Lync Online this offering has been announced. With the right technical planning, rather than LiveMeeting. you will still be able to use LiveMeeting for a period of time after The parameters which control the transition, as it will not sunset immediately. However, you need to maximum number of email start the adoption of Lync online as your web conferencing service. message recipients, maximum size There are many benefits of adopting Lync Online, but there are also of an email message and the impacts to end users and conference organizers that need to be maximum number of email planned for. messages that can be sent in a Tenant portals are consolidated. Your tenant administrator will not given timeframe are different have to use different online portals for different tasks, but can access between BPOS –S and Office 365. all aspects of the service from the one online portal. The role of Windows Live credentials has been deprecated from the solution for administrators. Every administrator of the Office 365 service for your organization will be required to have a valid license and password to administer the service. BPOS-S to Office 365 Transition Planning Guide for Enterprises 42
    • User sign on experience has significantly changed, and is seamlessly integrated into the function of the Microsoft client software. Client software and SharePoint sites will prompt for passwords where they did not before. To avoid help desk calls, the users will need to fully understand this in advance and this should be a key component of your communications and training plan. The impact of client software changes on end users should not be trivialized. Particularly if the users are coming from Office 2003, users will notice many changes including UI changes, a file format change, and subtle functionality changes, as well as new functionality available in all applications. Keep in mind, for many companies, the adoption of a new version of the Microsoft Office software suite is a non-trivial IT project in its own right.Differences in infrastructure and The key changes in infrastructure and technical requirements, betweentechnical requirements between BPOS–S BPOS–S and Office 365 are:and Office 365 versions. These itemstypically concern the IT department and Office 2003 is not supported. Outlook 2003 will not work with Officenot users directly. 365 at all. Office Communicator 2007 used with Office Communications OnlineFor example: will not work with Lync Online in Office 365. Outlook 2003 is not supported in Internet Explorer 6 with the Microsoft Online Administration Center, the Office 365 service. My Company Portal or Outlook Web App is not supported, and Office BPOS –S permitted the Active 365 will behave erratically if Internet Explorer 6 is used to access the service. Directory User Object to have a UPN attribute without a The remainder of Section 3 in this document is focused on planning areas matching SMTP address. Office associated with technical details, requirements or consequences in this 365 does not. category. You should also study the Service Descriptions closely to find the particular items that might apply in your environment. BPOS-S to Office 365 Transition Planning Guide for Enterprises 43
    • Software RequirementsTo be compliant with the minimum requirements for Office 365, Microsoft requires that customers meetthe following standards and versions: Office 2007 SP2, Internet Explorer 7, and Windows XP SP3. The fulllist of software requirements is included in the section below. The best experience in Office 365 isachieved by being on the latest versions of all user client software.Operating system requirements Windows XP SP3 Windows Vista SP2 Windows 7 Mac OS X 10.5 (Leopard), 10.6 (Snow Leopard)Office client requirements Office 2007 SP2 or Office 2010 Office 2008 for Mac & Entourage 2008 Web Services Edition Office 2011 for Mac and Outlook 2011 for Mac .NET 2.0 or later Lync 2010Browser requirements—Administration Center and My CompanyPortal Internet Explorer 7 or above Firefox 3 or above Safari 4 or above Chrome 3 or aboveBrowser requirements—Outlook Web App Internet Explorer 7 or above Firefox 3 or above Safari 3 or above on Macintosh OS X 10.5 Chrome 3 or above Outlook Web App also has a light version that supports a reduced set of features across almost any browserThe above requirements are subject to recurring change without notice. For the most currentinformation, see System Requirements at http://www.microsoft.com/en-us/office365/system-requirements.aspx. BPOS-S to Office 365 Transition Planning Guide for Enterprises 44
    • Sign In CredentialsAfter transition to Office 365, your users will sign in with exactly the same credentials as they did inBPOS–S before transition. For example: Sign in before transition Sign in after transition user@contoso.com user@contoso.com user@contoso.emea.microsoftonline.com user@contoso.emea.microsoftonline.com user@contoso.microsoftonline.com user@contoso.microsoftonline.comNote: If you have been working with an Office 365 trial tenant, you will have seen that login credentialsfor users that were first created in Office 365 use a different format (e.g.user@contoso.onmicrosoft.com). You do not use this format with your users coming from BPOS–Sbecause their UPN has already been set by BPOS–S and does not change in the transition to Office 365.Note that users transitioning from BPOS–S will have an Office 365 style SMTP alias added to their userprofile (user@contoso.onmicrosoft.com) as a convenience, but transition does not change the UPN,logon credentials, or the default SMTP address for the user.Required Password ChangesIn order for a user to use their BPOS–S password in Office 365 after the transition from BPOS–S to Office365, it is required for every user to change their password in BPOS–S before the transition weekend.This is needed so the password can be synchronized to Office 365 – Microsoft cannot copy it to Office365 due to the encryption in use.Any users who have not changed their password between T-60 and the transition weekend will not beable to sign in to the Office 365 service after the transition weekend without requesting password resetby one of your administrators.At a minimum, it is critical that all your tenant administrators change their passwords before thetransition date, even if your end users are not required to do so. Note that if you follow this ‘Admin only’approach, a password change request will be generated for every user consuming the serviceimmediately after transition, which will create additional burden on your help desk and serviceadministrators. This is usually not acceptable or practical. If you have not changed the password forsubstantially all of your users in the 60 days prior to transition, Microsoft may contact you to suggestpostponement of the transition. You should ensure your TAM or STM is fully aware of the approach youhave chosen.Microsoft is closely monitoring the status of password changes by users in BPOS–S as transitionapproaches and your TAM or STM will be able to provide you an update on password change statusacross your population of users and identify those users who have yet to make a change.Office 365 (and, since the third quarter of 2011, BPOS–S) requires strong passwords in order to protectusers and their information. The password complexity requirements for Office 365 are: It is 8 to 16 characters long. It cannot contain Unicode characters. BPOS-S to Office 365 Transition Planning Guide for Enterprises 45
    • It must contain characters from at least three of these four categories: o Uppercase letters: A-Z o Lowercase letters: a-z o Numerals: 0,1,2,3,4,5,6,7,8,9 o Non-alphanumeric characters: ` ~ ! @ # $ % ^ & * ( ) _ + - = { } | [ ] : " ; < > ? , . /Software Deployment and PackagingAs discussed in previous sections in this document, the software requirements for Office 365 havechanged from BPOS–S, and additional planning has to be taken into account in order to providesufficient time to update software packages, regression test applications in your environment, andensure the functionality of the enterprise well in advance of your planned transition date.Microsoft provides the Office 365 desktop setup application which installs a set of required updates toeach PC that uses Microsoft client software (such as Microsoft Office 2010) and connects to the Office365 service.Large enterprises typically use an enterprise deployment suite of tools to manage and deploy softwarepackages to the desktop. The settings for the installation of the client components should beincorporated as part of the automated deployment package. Most large enterprises will want to test theinstallation of the various components as a precursor to transition in order to ensure applicationsfunction as expected.As discussed in Section 2, when working through the timeline for transition, the following items shouldbe reviewed as part of the planned deployment of the Office 365 service. Adjustment of your desktop build images to ensure that the Office 365 Desktop Update application is part of your organizations build process and desktop methodology (T-90 timeframe or earlier, but highly dependent on the customers time needed to package and deploy). Pre-transition installation of the Office 365 Desktop Update as part of the software deployment strategy for usage of the Office 365 service (T-60 timeframe).Manual Distribution of Client UpdatesAs you work to package your client software for automated roll out in your organization, you also needto take into account specific updates and patches needed to work successfully on Office 365.Depending on your organization’s infrastructure and lock-down policies, you may need to push thesepatches to users’ computers through Microsoft Systems Management Server (SMS) or Microsoft SystemCenter Configuration Manager (SCCM), group policy, or whatever other software distribution tool is partof your official build process. It may not be practical for you to ask users to run the desktop set up tool,and in many enterprises, the users do not have the rights on the desktop to make the changes theDesktop Setup Tool makes.For the most current, and up to date requirements, see Manually install Office 365 desktop updates athttp://community.office365.com/en-us/w/administration/manually-install-office-365-desktop-updates.aspx. BPOS-S to Office 365 Transition Planning Guide for Enterprises 46
    • SharePoint Version DifferencesThe following Web Controls and Web Parts that were available in the BPOS version of SharePoint Onlineare not available in Office 365 SharePoint Online: Asp:xml XmlWebPart RSSAggregatorWebPart RegularExpressionValidator DataViewWebPart CreateUserWizard ChangePasswordThe BPOS -S server control RequiredContentPlaceholder is deprecated in Office 365 and will redirect to ablank page.Office 365 SharePoint Online blocks/permits the upload of various file types as per the specification ofSharePoint 2010, but with the following changes: .htc files are permitted .json files are blockedLync DeploymentIn addition to updating the Office and Internet Explorer software, the Office 365 transition will upgradethe instant messaging and Web-conferencing functionality from Office Communicator Online toMicrosoft Lync Online, requiring the use of the new Microsoft Lync 2010 software client.Microsoft offers a staged approach to the deployment and usage of Lync as part of the adoption ofOffice 365, so that the degree of change is greatly reduced immediately after transition.You should plan for two deployment phases for the Microsoft Lync 2010 software, covering theMicrosoft Lync 2010 Client software upgrade and transition phases of the project. Lync Client Software Upgrade. Once you have been contacted by Microsoft regarding your transition date, the new Microsoft Lync 2010 client software will work with the BPOS–S Communicator Online environment. You must plan for the deployment of the Lync client in advance of the transition date to avoid multiple changes during the transition weekend, or loss of access to the IM and presence workload. If you have any third party local customizations to your Lync client, they must be tested and integrated with your Lync client before this deployment. (E.g. CUCiMOC). This first stage is nonetheless a full production deployment of the Microsoft Lync 2010 client, so you must ensure you have updated your support guidance, help desk, and set your user expectations appropriately, according to your normal change management approaches. Typical timing for the deployment of Lync is from T-60 thru to T- 14 timeframe, however you must not attempt to install it before you are confirmed to be in Microsoft’s pipeline for transition by receipt of a T-60 (or nearer timeframe) notice. Transition Finalization: During the transition weekend, the OCO service will be transitioned from Office Communicator Online to Lync Online, and your users experience will then transition to the full featured, rich functionality of the Lync Online service described in the Service BPOS-S to Office 365 Transition Planning Guide for Enterprises 47
    • Description for Lync Online. Additional communications in advance of this transition are recommended in order to properly set user expectations. There is no customer IT activity or special user steps required for Lync Online or Lync Client in this phase, assuming it has been working in full production before transition.Live MeetingAs referenced in other sections of this document, the Live Meeting client and service will continue towork for some time after the transition to Office 365. Microsoft has indicated that the service will besunset, so you should still be planning to move users off the service in an organized approach, so thatyou do not have to do this suddenly in the future. The minimum client version supported for LiveMeeting after transition is 8.0.6362.202, and you should ensure your organization meets theseminimum requirements in advance to reduce the impact of inconsistencies with earlier versions againstthe service.There is no specific timeframe for migrating to the latest version of Live Meeting Client, and userdisruption for this update should be minimal. Most IT organizations probably already have a program inplace for keeping the Live Meeting client software up to date.Once transition is complete, in order to schedule new meetings within Office Live Meeting 2007 fromwithin Outlook, you will have to re-install/deploy the Outlook Plug-In for Live Meeting, as the desktopsetup for Office 365 will deactivate this plug-in, and it will no longer function. All previously scheduledmeetings will remain in effect in the service, and will be available after transition to Office 365.Your adoption plan for Lync Online should include re-establishing those meetings into Lync OnlineMeetings, which is a task that must be conducted by the end-user meeting organizer for each meeting.Transitioning to Lync Online includes two related efforts: (1) ramping down your Office Live Meeting2007 usage and (2) rolling out the use of Lync Online for Web Conferencing to your organization.Key actions that may require the involvement of your project team may include some or all of thefollowing. The items in italics must be performed by the end-user conference organizer or conferencecontent owner. Your help desk should plan accordingly. The other items can be performed centrally byIT assuming the appropriate remote workstation management software is in place. Deployment of Office Live Meeting Client 8.0.3.6362.202 or later, ideally before transition. Deployment of the Outlook Plug-In for Office Live Meeting 2007 after transition T-00. Validate all existing, recurring, and future Office Live Meeting 2007 meetings post-transition (T+8 and onwards) and convert to Lync Online meetings where appropriate, based on your Lync Online adoption plan. Download and save any important recordings, content or reports from the LiveMeeting Service. Delete LMS conference center URL and/or LMS Portal from your favorites. Uninstall the LMS client and add-in (when you no longer offer the Live Meeting service in your environment). Decommission any Live Meeting Service Portal that is operated on-premises (when no longer needed in your environment).Additional information on the Live Meeting 2007 client and where to download the appropriate updatescan be found at Download the Microsoft Office Live Meeting client at http://office.microsoft.com/en-us/help/download-the-microsoft-office-live-meeting-2007-client-HA010173383.aspx BPOS-S to Office 365 Transition Planning Guide for Enterprises 48
    • Microsoft has published various articles about Live Meeting-to-Lync transition-related resources, andthe references below should be considered the up-to-date source of information. However, LiveMeetingcan be subscribed to in many different ways, including directly without a BPOS–S subscription. Much ofthe content below is written to be generally applicable in various different provisioning scenarios forLiveMeeting and you should review and consider the content selectively for applicability in your BPOS–Sto Office 365 scenario. Live Meeting-to-Lync Transition Guide http://technet.microsoft.com/en-us/lync/hh182968 Transition Planning Resources http://www.microsoft.com/download/en/details.aspx?displaylang=en&id=26494 Transition Support http://www.livemeeting.com/askUpdate DNS Settings for OutlookYou will need to create or update the following CNAME record. If you have more than one domain thatyou currently use with BPOS–S, you will need to create an Autodiscover CNAME record for domain. Theautodiscover records are created in addition to existing records supporting the service, so there shouldbe no impact to the BPOS–S production environment. There is no need to change your MX records as aprerequisite for transition, as FOPE will route mail appropriately as part of the transition process. Type Name Target CNAME Autodiscover.your domain Autodiscover.outlook.comFor more information, see Use a CNAME record to Enable Outlook to Connect, seehttp://help.outlook.com/en-us/140/cc950655.aspx.AuthenticationThe Microsoft Online Services Sign In client application has been deprecated for Office 365. Howeverthis client should not be removed from end-user computing platforms sooner than two weeks after thetransition process has completed. Do not remove it in advance or immediately after transition as thiswill disrupt post transition clean up actions on the server and identity side. The tool automaticallydisables itself when it has no further post-transition actions to perform.Every user must have the Microsoft Online Sign In client application running at the time of their firstattempt to use Office 365 post-transition and they must sign in one time using this client post-transition.If you have any user who does not sign in one time with the sign in client by the time you remove fromyour environment (e.g. users on vacation), these users will be unable to access Office 365 and youradministrator will need to call Microsoft support for remediation steps. Microsoft’s recommendation isto leave the Sign In client application in your workstation build until every user is confirmed as workingin Office 365.Once transitioned and successfully authenticated for the first time, Office 365 users will subsequentlyauthenticate directly against applications within Office 365, with the same credentials they had prior tothe transition of the service (assuming the guidance on password updates in this document has been BPOS-S to Office 365 Transition Planning Guide for Enterprises 49
    • followed), and post-transition the sign in client will perform no visible function for users and can beignored (or removed).As part of the functionality improvements in the Office 365 platform, your organization has the choice toimplement sign on to the service leveraging enterprise credentials, also known as Single Sign On (SSO),via the use of Active Directory Federation Services (ADFS). Because the implementation of ADFS on yourpremises is an identity management project in its own right, and because this cannot be accomplishedprior to the transition to Office 365, detailed guidance for its implementation is outside the scope of thisdocument. For more information about post-transition implementation, see the Single Sign OnRoadmap at http://onlinehelp.microsoft.com/en-us/office365-enterprises/hh125004.aspx.Removal of the Microsoft Online Services Sign In Client ApplicationIf you are using an enterprise deployment suite of tools to manage and deploy software packages to thedesktop, these steps below for the removal of the client application should be steps conducted by theautomated package. 1. In Control Panel, open Programs and Features or Add or Remove Programs, and then uninstall the Microsoft Online Services Sign In client application. 2. Use Registry Editor to remove the Autodiscover entries in the registry. To do this, follow these steps: a. Click Start, click Run, type regedit, and then click OK. b. Do one of the following: o If you are running Microsoft Outlook 2010, locate the following registry subkey: HKEY_CURRENT_USERSoftwareMicrosoftOffice14.0OutlookAutoDiscover o If you are using Microsoft Office Outlook 2007, locate the following registry subkey: HKEY_CURRENT_USERSoftwareMicrosoftOffice12.0OutlookAutoDiscover 3. Delete the following registry entries: PreferLocalXML ExcludeHttpRedirect ExcludeHttpsAutodiscoverDomain ExcludeHttpsRootDomain ExcludeScpLookup ExcludeSrvLookup ExcludeSrvRecord Entries of verified domains, including the domain name that is issued to your company, such as contoso.microsoftonline.comService ConnectivityMany Office 365 Internet IP addresses, URL’s and fully qualified domain names, in addition to networkports, are different in Office 365 than in BPOS–S. Once you are running Office 365, these items are alsosubject to occasional changes as part of the ongoing enhancements to the Office 365 service. As part ofthe discovery process, and leading to the scheduled transition date, all network traffic load-balancing,firewall configurations, reverse proxies and NAT configurations must be investigated and tested withOffice 365 to ensure expected functionality and availability of the service both during and after thetransition. This testing should be conducted with your trial Office 365 tenant as described in Office 365Trial in Section 1. Any changes you need to implement should be carefully planned to ensure you do notimpact the accessibility of the production BPOS–S service during the pre-transition phase. BPOS-S to Office 365 Transition Planning Guide for Enterprises 50
    • You should investigate if your networking services team uses IP addresses in firewall and proxyconfigurations. Microsoft’s recommendation is to use wildcard domain names in any network accesscontrol solution because Microsoft IP addresses are subject to change without notice both as part of thistransition and ongoing in the production services.Mobile DevicesJust like BPOS–S, Microsoft Office 365 for enterprises provides mobile device-based access to theservice, including email, calendaring, and contact information. As part of the transition process, at thetime the mailbox is moved to Office 365, ActiveSync, POP3 and IMAP4 mobile devices will lose access tothe service as the server details will change. The timing of when you prefer your users to reconnectmobile devices is at your discretion, as you may want to wait until IT can apply policy, which you canonly do after transition is complete. Before transition, you will need to provide communication to yourusers with information about how they can reconfigure the devices. The soonest they can do so is aftertheir mailbox transition has completed, which happens at some point during the transition weekendbetween T-0 and T-00. The timing of when a user’s mailbox is transitioned and the actions they take toreconnect is discussed in User and Administrator Impact During the Transition Weekend in Section 2.If you have a sophisticated mobile device management (MDM) solution in place, adjustments for mobiledevices may be possible centrally, but if not, you should prepare your users to make these changes.To avoid mobile devices, and POP or IMAP clients, pulling down all pre-existing mail to the client/deviceagain, it is recommended to make IP/URL changes to existing client profiles, rather than recreate newprofiles.You should also prepare the help desk for calls on this topic because the best communications plan willmiss some users, and the most likely people to be missed are the highly mobile users who rely on theirmobile devices. Additionally this may be more technical task than many users are comfortable with.If you have or intend an MDM solution to be used with Office 365, this should be very thoroughly testedin advance in a lab environment with a trial tenant, trial devices and test accounts. The technicalrequirements for interfacing with Office 365 are described in the Service Descriptions and software thatdoesn’t meet these requirements is unlikely to work acceptably.Guidance on mobile devices and configurations for Exchange ActiveSync can be found in Use email onyour mobile phone at http://onlinehelp.microsoft.com/en-us/office365-enterprises/ff637599.aspx . Forspecific and current guidance for your specific mobile devices, see the Mobile device setup wizard athttp://help.outlook.com/en-us/140/dd936215.aspx.Mail-Enabled ApplicationsIf your organization has any line of business applications that require messaging capabilities, you shouldspend time during the pre-transition phase, typically before T-60, given the scale of possibleremediation work to your applications, to determine whether they need to be modified to work withOffice 365. In most cases, applications that are currently consuming the BPOS service will require atmost minor modifications to the mail configuration in order to properly point to the appropriate SMTPgateway to route mail through the service.Note that any applications directly accessing Microsoft Exchange Online in Office 365 need to be basedon Exchange Web Services (EWS). Applications based on legacy interfaces or API’s for Exchange Onlinewill not work. BPOS-S to Office 365 Transition Planning Guide for Enterprises 51
    • Examples of applications that should have their mail-enabled functionality checked and confirmed are: Reports that are automatically generated by a line of business application and sent via email to an email address or a distribution group. Applications that use telephony systems including fax solutions. Applications that interface with MS Exchange and monitor or interfere with mail flow (e.g. MDM applications or DLP applications)Message Routing and FOPEMost IT organizations which consume the BPOS–S service today have configured their inbound MXrecord to point directly to the BPOS–S services. In this configuration, no changes will be needed to thismail routing in preparation for transition to Office 365. New inbound mail will be preserved duringtransition. If you have your own solution for inspecting inbound messaging before routing to the BPOS–SService, you will need additional configuration work in order to ensure that the mail forwarding rules areconfigured properly, and that the Office 365 service recognizes and accepts mail from these senders.If you have not implemented a Sending Policy Framework (SPF) record for your SMTP domain, it isrecommended that you do so as part of your pre-transition strategy to avoid future disruption if your ISPshould make a change to SPF enforcement. SPF records in DNS are inconsistently implemented by ISP’sat this point in time. There is no particular point in the transition timeline where this must beconducted, and it is not a requirement for transition to succeed.FOPE settings are not changed during transition process. However it is strongly recommended that ifyour organization operates any custom DLP type solutions for outbound mail processes, then these aretested in advance of transition with a test tenant to ensure there are no issues that would prevent theflow of messages between the organizations. While the transition design-point is that all FOPE settingswill transition over to the Office 365 service, Microsoft recommends that you document all FOPEsettings before transition so that should there be any need to manually update settings due tounforeseen transition issues, you will have the appropriate configuration documentation ready,reducing the time it takes to re-apply these settings.With BPOS–S, your mail administrators had no admin access to the FOPE console. Changes were appliedvia Microsoft Support. After transition to Office 365, your administrators will have access to the FOPEconsole and will be able to make their own adjustments. This removes the dependency on MicrosoftSupport for routine mail configuration and puts more control of the end-to-end email flow solution inthe hands of your administrators. You should prepare for this by working with a Microsoft Office 365tenant trial subscription as part of your readiness work and mail administrator training.You may have to take custom manual steps with FOPE if you are using a separate instance of FOPE toprotect a mail solution other than the BPOS–S solution. Please contact your TAM for advice if you have astandalone FOPE subscription in addition to the FOPE subscription that is provided for Microsoft OnlineServices.Exchange Hosted Archive (EHA)Starting in calendar year 2012, Exchange Hosted Archive (EHA) will enter a sunset phase, and Microsoftwill offer a new service based on Exchange Online Archive (EOA). Existing EHA customers will beprovided licenses to EOA as part of the transition, and Microsoft will relocate their archive data fromEHA to EOA at a future point in time, with a transition plan that has not been announced at the time ofthis writing. BPOS-S to Office 365 Transition Planning Guide for Enterprises 52
    • This EHA transition to EOA will not occur at the same time as BPOS–S transition to Office 365. After thetransition to Office 365, journaling to EHA will not be impacted. EHA will still be consumed as it iscurrently within your organization. You will later participate in an entirely distinct transition processfrom EHA to EOA.Note that attempts to manually transition from EHA to EOA are not supported, and run the risk of dataloss, gaps within your archive, or in the worst case, the EHA archive can be summarily deleted withoutpossibility to recover. This is one of the key reasons manual transition is not supported.Blackberry (RIM) DevicesCustomers who are currently using Blackberry/RIM in their BPOS–S environment are probably alreadyaware that Microsoft will no longer offer a Microsoft hosted Blackberry Enterprise Server (BES) serviceas part of Office 365. RIM Corporation will be providing a cloud BES service that integrates directly withOffice 365, using our established guidance for third party service providers. RIM has named this service“Blackberry Business Cloud Services for Office 365”.As part of your planning for BES devices in your organization, you will need to prepare to enter into acontract with RIM to consume their service after the transition. During transition planning, you areencouraged to pre-screen this contract with RIM to check the service features and contract attributesmeet your needs. The pricing and features of the service from RIM is determined by RIM and not byMicrosoft.Until the timing of transition to the RIM BES service is confirmed by RIM and Microsoft, customers willnot be scheduled by Microsoft to transition due to their dependency on Blackberry devices. However,even if you are delayed from transition due to the timing of availability of the RIM BES service, youshould not delay your other readiness activities as described in this document.The best way to make sure you can transition smoothly and quickly once the RIM BES service is availableis to conduct your readiness activities as if transition to Office 365 is imminent. None of the work you doin advance to prepare for Office 365 will expire or lose its utility due to the wait for the availability of theBES RIM transition.The most current information for the status of the RIM service can be found at Blackberry BusinessCloud Services for Microsoft Office 365 at http://us.blackberry.com/business/software/cloudservices.jsp.SR ReviewAs stated earlier in this documentation, an IT department using BPOS–S should ensure they havedocumentation of their end-to-end service based on their BPOS-S tenant, including, among otherconfiguration items, the customizations that have been implemented by Microsoft on their behalf viaSR.One of the potential areas you should plan for during the transition of service is any unforeseen scenariowhere you need to re-apply any Service Requests (SR’s) from BPOS–S to Office 365. Most itemsimplemented through the SR mechanism transition without customer action to Office 365. Those thatdon’t transition have no impact on service availability in Office 365, or are no longer supported in Office365. Time spent in the research and documentation of your customizations is a good investment inorder to smoothly transition to Office 365 with a minimal impact to your customers if things do not goexactly to plan. BPOS-S to Office 365 Transition Planning Guide for Enterprises 53
    • You will need to check which of your BPOS–S customizations are meaningful in Office 365 and confirmthey are implemented again after transition, if they are available and necessary in Office 365. Posttransition validation in the T-00 to T+8hours is a perfect time to do this, if you are prepared in advance.After collecting the list of SRs, you need to validate them against the Office 365 Service Descriptions inorder to ensure applicability with the new service, and to determine how to configure your environmentafter the transition. The changes will most likely fall into the following categories: Feature decremented and unavailable in Office 365. If you have a critical need for a feature in this category you will need to plan for a remediation strategy to provide an equivalent capability in Office 365. Please contact your TAM or Microsoft representative if you need help with customizations falling into this category that might prevent your transition to Office 365. Capability available natively in Office 365. In most cases, service functionality that was implemented with an SR will most likely be implemented (or available) by default as part of the new service offering. You will need to configure the settings for these features as appropriate, and confirm/validate the operation of your services that depend on that functionality. Key settings such as IMAP/POP availability and ActiveSync availability are on and available by default in Office 365. Consequently, your plan may need to be to implement the inverse of the original customization. For example you may have to configure to turn off these features for users who should not have them, rather than to turn them on for people who should as you did in BPOS –S. Feature not standard in Office 365. This will be include items that while available in the platform, are not supported without a SR being filed. It’s important to work closely with Microsoft to ensure the required functionality can be implemented via the SR process. There are very few items in this category. With Office 365, Microsoft has significantly increased the extent to which the user can customize service features directly. At the same time Microsoft has increased the degree to which standardization and automation is used across the solution, making per-tenant customizations much more challenging.Office 365 makes it possible to achieve most points of configuration using the Office 365 UI, PowerShellor an on-premises Exchange Admin Console (in hybrid configurations), so there is a significantly reducedneed to make routine production changes to the operation of your tenant by creating a Service Requestto Microsoft Support.Migration of Settings and ConfigurationAs a part of the pre-transition documentation of the current BPOS environment, you should be aware ofwhat settings will and will not be transitioned into the Office 365 service. Any settings not transitionedas part of the Microsoft process will be the customer’s responsibility to apply or configure in the Office365 service during the post-transition (T-00 to T+8) period to achieve equivalent service functionality. Not Configuration Item Transitioned Transitioned Administration Service requests (Most are no longer relevant, or available) X Verified domain X Unverified domains X Security groups X Licensing and Subscriptions BPOS-S to Office 365 Transition Planning Guide for Enterprises 54
    • Licensing Information X Subscription Information XUsers Outlook client customizations (e.g. Views) X User mailboxes X Primary and alternate email addresses X Email (Inbox, Sent, Deleted, Draft, Conversational, Junk, X Retention) Outlook Calendar/Meetings X Outlook Contacts X Outlook Notes X Delegate permissions X Forwarding X Mailbox permissions (Full Control, Send As, Receive As) X Outlook server-side rules If per user rule quota was increased above 64k, all rules will be migrated; however, you will not be able to manage or change X the rules until you delete rules to fall below the Office 365 space allowance. At the time this document was written, per user rule quota increase is not included in Office 365. POP3 access settings (Enabled/Disabled) (On for all by default) X IMAP access settings (Enabled/Disabled) (On for all by default) X Outlook Web App access setting (Enabled/Disabled) (On for all X by default) ActiveSync access setting (Enabled/Disabled) XExchange Online Safe senders X Blocked senders X Distribution groups X Organization contacts X Conference rooms XOffice Communications Online (OCO) OCO contacts XLive Meeting Scheduled meetings* X Recordings and other content (not migrated to Lync – remains X in LiveMeeting)Special requests Security groups X Retention policies X Disclaimer transport rules X BPOS-S to Office 365 Transition Planning Guide for Enterprises 55
    • ActiveSync policies (on by default for all users) X Journaling rules X Password Never Expires setting X Forefront Online Protection for Exchange (FOPE) settings FOPE company settings X FOPE domain settings X FOPE policy rules X FOPE footer rules X FOPE users X* As noted within this document, Live Meeting will continue to work after transition, but will only be available for a limitedtime. Customers should plan to switch to Lync Online for web conferencing.As can be seen from the table, most customizations that have an impact on the user experience ortenant functionality are transitioned automatically. Regardless, it is still good IT practice to have yourcustom configuration fully documented.Network Bandwidth ReassessmentThe Office 365 service offerings may increase your organization’s Internet traffic, potentially increasingbandwidth needs if you introduce new features such as peer-to-peer voice and video via Lync Online. Itis helpful to evaluate and assess the network impact of the services as part of an ongoing process toensure your organization is optimally configured for the usage of the service.There are many variables to consider when estimating network traffic. Some of these variables are: The Office 365 service offerings that your company has subscribed to. The number of client computers in use at one time. The type of task each client computer is performing. The capacity of the network connections and network segments associated with each client computer. Your company’s network topology and the capacity of the various pieces of network hardware.For helpful information to estimate the network bandwidth your organization will require when usingExchange Online and SharePoint Online, see the TechNet article Company Network Requirements athttp://technet.microsoft.com/library/cc745931.aspx. For information about bandwidth requirementsfor Lync Server 2010 conferencing, review the TechNet article Defining Your Requirements forConferencing at http://technet.microsoft.com/library/gg398341.aspx.The pre-transition phase provides your organization with an opportunity to analyze network portutilization and network bandwidth at peak usage. If you determine you are at risk of port exhaustion orbandwidth saturation you should acquire additional IP’s for your internet access solution or acquireadditional bandwidth. Additionally the adjustments to Outlook applied by and described in KB2544404(Outlook 2007) and KB2544027 (Outlook 2010) can improve the efficiency of the way Outlook usesconnection ports. If you have kept Microsoft Outlook fully up to date in your environment, you willalready have these updates in place. BPOS-S to Office 365 Transition Planning Guide for Enterprises 56
    • Determination of Administrator RolesIn BPOS –S, administrative user accounts were broadly empowered in the service. In Office 365 thefollowing administrator roles are available to provide granular control over which administrativeresponsibilities can be performed by which user account: Billing administrator: Makes purchases, manages subscriptions, manages support tickets, and monitors service health. Global administrator: The top-level administrator in your company. When you sign up to purchase Office 365, you become a global administrator. Global administrators have access to all features in the administration center and only global administrators can assign other administrator roles. There can be more than one global administrator at your company. Password administrator: Resets passwords, manages service requests, and monitors service health. Password administrators can reset passwords only for users and other password administrators. Service administrator: Manages service requests and monitors service health. User management administrator: Resets passwords, monitors service health, and manages user accounts, user groups, and service requests. Some limitations apply to the permissions of a user management administrator. For example, the user management administrator can’t delete a global administrator, create other administrators, or reset passwords for billing, global, and service administrators.During the pre-transition phase you should consider which administrative roles should be held by whichuser accounts. You cannot apply the settings prior to transition completion, but by designing theparadigm in advance, you will be able to apply it quickly post transition, and can train the administratorson their new and changed responsibilities in advance. This is not required for transition, but because it isa new feature that many enterprise Office 365 customers will want to implement if using Office 365 infull production, the requirements need to be thought through so you can configure Office 365immediately after transition.For general information about administering your account, see the help topic About administering youraccount at http://onlinehelp.microsoft.com/en-us/office365-enterprises/ff637579.aspx. For informationabout Exchange administrator roles, see Understanding Role Based Access Controls athttp://g.microsoftonline.com/0BD00en-US/250.Deploy Directory Synchronization for Office 365 PostTransitionOnce the transition process has been completed, and all services have been validated as part of thesolution, one of the final remaining tasks is to complete the upgrade to the Directory SynchronizationTool for Office 365. The BPOS–S version of the Directory Synchronization Tool (DirSync) will becomenon-functional during the transition weekend, and will need to be re-established once the post-transition validations have been completed and after you have captured the ‘public delegates’configuration described below.The new version of the Directory Synchronization Tool now supports the x86 and x64 platforms, whichgives customers additional flexibility in regards to their deployment. The configuration of the Office 365directory synchronization service is broken down into the following tasks: Removal/uninstallation of the existing BPOS DirSync Service. BPOS-S to Office 365 Transition Planning Guide for Enterprises 57
    • Download of the updated Office 365 Directory Synchronization Tool code (32-bit or 64-bit). Installation of any new hardware that may be intended for the DirSync Service. Installation and upgrade of Office 365 Directory Synchronization Tool. Validation that the Directory Synchronization service is working and synchronizing correctly.The installation of the Directory Synchronization Tool post-transition will require a full synchronizationof the directory and this cannot be performed until between 24 and 72 hours after transition iscomplete, as described earlier in Post Transition in Section 2.A full list of upgraded features of the Office 365 Directory Synchronization Tool can be found in thedocumentation that is downloaded with the tool. The most up-to-date version of this guidance can befound in the help topic Install and Upgrade the Microsoft Online Services Directory Synchronization Toolat http://onlinehelp.microsoft.com/en-us/office365-enterprises/ff652545.aspx.If you are going to be using directory synchronization between your on-premises Active Directory andOffice 365, it is crucial your directory meets the directory requirements for Office 365. Theserequirements are documented in the Office 365 Identity Service Description, which can be downloadedfrom http://www.microsoft.com/download/en/details.aspx?id=13602. Review the “Active DirectoryConsiderations” section in this Service Description, and include project activity during your pre-transition phase to confirm your Active Directory content is compliant with Office 365.Note that unlike BPOS–S, Office 365 requires the User Principal Name (UPN) configured in your directoryto precisely match at least one SMTP address configured for that user. If this is not the case, yourtransition may be delayed until your directory meets this and the other above requirements. The SMTPaddress selected to match the UPN does not need to be the primary SMTP address for that user.However it is critically important that a user’s UPN is not the SMTP address of a different user in BPOS –S. This could delay your transition or result in the loss of mail for one or the other user during transitionunless corrected.Preserving Public DelegatesCustomers who have used Public Delegates settings in BPOS have additional activities to perform oncethe transition to Office 365 has been completed and before Directory Synchronization can beestablished. This is specifically targeted at those transitioning users who are migrating from BPOS–S toOffice 365 and have both of the following scenarios in your environment: You have users who have been setting the SendOnBehalfof property on their BPOS–S Mailboxes. (This can be set within Outlook when a user grants permission to someone else.) You plan to use the Directory Synchronization Tool for Office 365 in order to sync from an on- premises Active Directory environment to the Office 365 tenant. This may be required because you were using DirSync in BPOS–S or because you want to start using Directory Synchronization for the first time once you are native in Office 365.If you meet the above criteria, then the following steps in this section must be completed before startingthe initial on-premises Active Directory to Office 365 directory synchronization (which is possiblebetween 24 hours and 72 hours after T-00). A failure to complete these steps in advance will result inthe loss of these current configuration settings that will have transitioned successfully from BPOS -S butwill be overwritten by Office 365 directory synchronization with null values from the on-premises ActiveDirectory.In Office 365 and the associated Exchange Online Service, the mailbox users’ SendOnBehalfof attributeconfiguration is an attribute copied by the DirSync process from the on-premises Active Directory to BPOS-S to Office 365 Transition Planning Guide for Enterprises 58
    • Office 365. In the BPOS–S version of DirSync this was not the case. When the on-premises to Office 365directory synchronization process is first initiated, the on-premises user objects value for publicDelegatewill be null and will overwrite the values that have been populated in Office 365 by the Microsoft BPOS–S to Office 365 transition. Therefore, it is necessary to capture and save this configuration informationbefore the initial directory synchronization.This task should be done after the tenant has completed their migration from BPOS to Office 365 andbefore executing the initial run of Office 365 Directory Synchronization Tool.If you need to perform this task, the required Exchange PowerShell scripts can be requested fromMicrosoft Online support, and they will also guide you through the process. Support can also describeother less common attributes that require the same procedure.Converting Shared MailboxesOffice 365 offers an additional benefit in the ability to configure shared mailboxes that are not userspecific and do not consume a license. The only requirement is that any user who accesses thesemailboxes has a license. BPOS–S did not have this class of mailbox and Shared Mailboxes did consumewhat was effectively a user license. After transition to Office 365, your shared mailboxes will beconfigured as user mailboxes in Office 365.The only way to create an Office 365 shared mailbox that does not need a license is via remotePowerShell. For information about how to create a new shared mailbox in Office 365, see Set Up aShared Mailbox at http://help.outlook.com/en-us/140/ee441202.aspx.You will also use the same Set-Mailbox cmdlet scripting to reset the type of a user mailbox to a sharedtype, after which you will be able to reclaim the user license for a real user.You can perform this conversion as soon as you are able to run PowerShell on the new Office 365tenants. This is only urgent if you need to reclaim the licenses for other use. BPOS-S to Office 365 Transition Planning Guide for Enterprises 59
    • Section 4: Appendices BPOS-S to Office 365 Transition Planning Guide for Enterprises 60
    • Appendix A: Post-Transition ResourcesThis appendix contains details on post-migration testing and other post-transition activities.Post Migration Service Testing ActivitiesThis section provides details for tests that must be done post-migration: Validating the URLs for Office 365 Office 365 SMTP relay changes Testing collaboration servicesValidate URLs for Office 365In the BPOS environment, there were multiple sites for both users and administrators. In Office 365,there is only one portal, the Office 365 portal at https://portal.microsoftonline.com. After you logon tothe Office 365 portal, you can navigate to the different services and administration pages by clicking thelinks that are presented at the top of the web page.Microsoft recommends that you bookmark the URLs, and publish them to the appropriate communitiesfor easy access using the table below. This table also maps the old BPOS site names to the equivalentpages in Office 365. BPOS Title Office 365 Title Direct URL My Company Portal Office 365 portal https://portal.microsoftonline.com Outlook Web App http://mail.office365.com Office 365 portal At the top of the page, click Outlook. SharePoint Online The URL for SharePoint Online is unique for Office 365 portal each organization e.g. contoso.sharepoint.com At the top of the page, click Team Site. Microsoft Online https://portal.microsoftonline.com/admin Office 365 portal Services Administration Center At the top of the page, click Admin. Admin features are only exposed to users with admin permissions. Microsoft Online Office 365 portal https://portal.microsoftonline.com/admin Services Customer At the top of the page, click Admin. Portal In the left pane, click a link under Subscriptions. Microsoft Online N/A https://ps.outlok.com/powershell Services PowerShell URL BPOS-S to Office 365 Transition Planning Guide for Enterprises 61
    • Office 365 SMTP Relay ChangesChanges to any SMTP enabled applications currently routing mail via BPOS are required because theOffice 365 environment requires authenticated access to the SMTP relay and because the access URLwill be different. Failure to properly identity and modify those SMTP-enabled web applications mayresult in loss of functionality as a result of the transition.Identify SMTP-enabled web applications configured to use the BPOS. These servers will need to beupdated to use the Office 365.Web applications or devices must be configured by using the following steps, as settings previouslyconfigured for the BPOS Standard environment will no longer work.Once transitioned into the Office 365 service, these settings would need to be applied in order torestore functionality. To restore the settings in Office 365, perform the following actions: Login to Office 365 Outlook Web App. Click Options > See all options. Click the Settings for POP, IMAP and SMTP access… link on the main page. Use the information displayed for SMTP setting. This shows you the SMTP settings for the mailbox associated with the credentials you logged in with.Testing Collaboration Services – Client WorkstationsAfter you have completed the transition from BPOS to Office 365, it’s important to have a valid testingplan to ensure all end-user accounts and their computers and devices properly function within Office365: Workstation updates o Desktop setup o Manual patch/fix updates Login and authentication Accessibility and usability o Rich applications (Outlook, Lync, SharePoint Workspaces (Groove) o Outlook Web App o Audio/Video o Web conferencing o Mobile devices  Windows phones  iDevices (iPhones/iPad)  Tablets (Windows, Android, etc.)Testing Collaboration Services – Exchange OnlineAfter you have completed the transition from BPOS to Office 365, it’s important to have a valid testingplan to ensure all content has transitioned and functioning as expected. Mail routing SMTP Relay (If used) Messaging Routing and Hygiene Operations BPOS-S to Office 365 Transition Planning Guide for Enterprises 62
    • Testing Collaboration Services – SharePoint OnlineAfter you have completed the transition from BPOS to Office 365, it’s important to have a valid testingplan to ensure all content has transitioned and is functioning as expected. It may be necessary to testyour SharePoint content to ensure that SharePoint Online pages, web parts and components load, andbehave as expected after the transition. While the transition will not upgrade the visual style elementsof the existing BPOS environment for SharePoint in Office365, the underlying components andinfrastructure will be on the Office 365 architecture, which is significantly enhanced from the previousversion. Testing your uses of SharePoint before the transition and associated remediation will help toensure a smooth transition to SharePoint 2010 in Office 365.As part of the validation process, the following items should be reviewed in order to ensure servicefunctionality after the transition: 1. Name resolution and accessibility to the SharePoint Online Team Site. 2. URL Redirection and site links function as expected. 3. Pages render and display data as expected, with all controls and web parts functional. 4. Permissions and site privileges remain intact post-transition. 5. My Company Portal functionality is validated.For information about differences between the BPOS and Office 365 versions of SharePoint online, seeSharePoint Version Differences in Section 3.Finalization of SharePoint Content HierarchyThe structure of the team site in Office 365 SharePoint Online replaces the My Company Portal structurein BPOS–S SharePoint Online. As part of ongoing post-transition actions, SharePoint contentadministrators should review and rationalize their site hierarchies and access control lists. In the interimtime until this can be done, no content is lost and users will be presented with a page showing them allthe sites they have access to.Testing Collaboration Services – Lync OnlineIn order to test the functionality of Lync Online features and devices, you can reference the followingtask checklist to ensure the Lync Online features are working as expected. This should be done andvalidated before adding additional functionality within Office 365 for your Lync users. Remember thatLync is deployed in full production use between 60 and 14 days before transition, so this test plan (orparts of it) may need to be conducted twice; once at Lync deployment and once after transition.Basic Lync Functionality Sign in and sign out of Lync. Sign in with a specified presence statusContacts and Presence Start an instant messaging (IM) session. Send an instant message to multiple contacts in the Contacts list. Invite someone to join an existing conversation. Manually set presence status. Validate the Do Not Disturb presence status. Search for a contact using either first or last name. Add a contact using the Search Results box. View a person’s contact card. BPOS-S to Office 365 Transition Planning Guide for Enterprises 63
    • Person-to-Person calls Call someone from your contacts list. State an IM session and then add a Lync call. Add desktop sharing to your IM and Lync conversations.Lync Conferencing Schedule an online meeting that uses dial-in audio conferencing. Join an online meeting. Mute and unmute meeting participants. Share your desktop. Share an application. Share a PowerPoint presentation. Upload an attachment to the meeting (if allowed).Post-Transition ActivitiesThe activities outlined in this section must be conducted after the automated transition is declared to becomplete and successful. Activity/Task Objectives Required before Users Access Tenant? Confirm EHA journal is intact and Before production records are created, you Yes, if you need to document journaling is running. should send test emails and confirm they confirmation that journal are archived according to compliance rules. mail is flowing and capture This will help you to demonstrate and evidence the journal is intact. document the integrity of the archive and well as conduct a technical test. Confirm mail routing through FOPE is not changed during transition. Yes, if you need confirmation DLP and message hygiene However it would be prudent to test the that your DLP is working and solutions are not impacted. DLP solution is still fully functional. that mail is flowing through it. Configure Exchange Active Sync Apply the pre-determined policy settings Yes, if you want to enforce a as defined. policy, e.g. encryption or selective availability. Configure POP and IMAP access Apply preconfigured user deny decisions Yes, if access control is for POP and IMAP access (these are on by required by your company default for all users) and guide users policy. though getting access to servers. Configure administration groups Apply the pre-determined administration No. This is only required if groups as determined in the pre-transition you wish to limit the work stream. capabilities of administrators in ways you could not in BPOS. BPOS-S to Office 365 Transition Planning Guide for Enterprises 64
    • Appendix B: Transition URLs, Ports and IP Addresses forOffice 365Depending on your firewall approach and configuration you may need to open ports in your on-premises firewall so network traffic originating from the Microsoft data center IP addresses is allowed toenter your on-premises organization. Contact the Microsoft Office 365 support team for IP addressranges requirements, or refer to the help topic IP addresses and URLs used by Office 365, athttp://onlinehelp.microsoft.com/en-us/Office365-enterprises/hh373144.aspx.Office 365 Portal IP Addresses URLs/FQDN 111.221.111.196 portal.microsoftonline.com 65.52.196.64 94.245.108.85 65.52.208.73 passwordreset.microsoftonline.com 157.55.194.46 65.55.239.168 g.msn.com 207.46.216.54 207.46.73.250 g.msn.co.jp 94.245.117.53 g.msn.co.ukMicrosoft Online Services Sign In IP Addresses URLs/FQDN 207.46.150.128/25 *.outlook.com 157.55.59.128/25 *.microsoftonline.com 207.46.198.0/25 *.microsoftonline-p.com 157.56.58.0/25 *.microsoftonline-p.net *.microsoftonlineimages.com *.microsoftonlinesupport.net (Only outbound ports 80 and 443)For up to date information about other IP addresses and URLs associated with Office 365 services, seethe following sites: Microsoft Exchange Online BPOS-S to Office 365 Transition Planning Guide for Enterprises 65
    • Exchange Online URLs and IP Address Ranges (http://help.outlook.com/en- us/140/gg263350.aspx ) Microsoft SharePoint Online SharePoint Online URLs and IP Address Ranges (http://office.microsoft.com/en-us/sharepoint- online-enterprise-help/sharepoint-online-urls-and-ip-addresses-HA102727826.aspx) Forefront Online Protection for Exchange Forefront Online Protection for Exchange Online URLs and IP Address Ranges (http://technet.microsoft.com/en-us/library/hh510075.aspx) Microsoft Lync Online Lync Online URLs and IP Address Ranges (http://technet.microsoft.com/en- us/library/hh372948.aspx)Required Ports Protocol /Port Applications Active Directory Federation Services (federation server role) Active Directory Federation Services (proxy server role) Microsoft Online Services Portal My Company Portal Microsoft Outlook 2010 and Outlook 2007 Microsoft Entourage 2008 EWS/Outlook 2011 for Mac Outlook Web App SharePoint Online Lync 2010 client (communication to Lync Online from on-premises TCP 443 Lync Server) TCP 25 Mail routing TCP 587* SMTP relay TCP 143/993 Simple IMAP4 migration tool TCP 995** POP3 TCP 80 and 443* Microsoft Online Services Directory Synchronization Tool Simple Exchange Migration Tool Simple IMAP Migration Tool Staged Exchange Migration Tool Exchange Management Console Exchange Management Shell PSOM/TLS 443 Lync Online (outbound data sharing sessions) STUN/TCP 443 Lync Online (outbound audio, video, application sharing sessions) STUN/UDP 3478 Lync Online (outbound audio and video sessions) RTC/UDP 50000-59999 Lync Online (outbound audio and video sessions) BPOS-S to Office 365 Transition Planning Guide for Enterprises 66
    • *SMTP Relay with Exchange Online requires port 587(TCP) and requires TLS. For details on how to configurethis, see the help topic DNS Troubleshooting for Exchange Online athttp://help.outlook.com/140/dd875725.aspx.SMTP Relay with Exchange Online. Note: you will need to provide the SMTP server which is specific to themailbox used for relay. See the TechNet article Set Up Outlook 2007 for IMAP or POP Access to Your E-MailAccount at http://technet.microsoft.com/en-us/exchangelabshelp/cc835669.** POP3 access with Exchange Online requires port 995 TCP) and requires SSL. For details on how to configurePOP3 with Exchange Online, see the TechNet article Configure POP for Exchange Online athttp://technet.microsoft.com/en-us/library/ff535990.aspx. BPOS-S to Office 365 Transition Planning Guide for Enterprises 67
    • Appendix C: External Document ReferencesTitle LinkOffice 365 for Enterprise Service http://www.microsoft.com/download/en/details.aspx?id=13602DescriptionsOffice 365 Frequently Asked http://www.microsoft.com/en-us/office365/faqs.aspxQuestionsOffice 365 release notes http://community.office365.com/en-us/w/release-notes/default.aspxOffice 365 Transition Checklist http://download.microsoft.com/download/A/6/4/A6479925-C7D2-4C4C-A21B- 48BCCF8887A9/Checklist_EN_191010.docxBPOS–S Service Descriptions http://www.microsoft.com/download/en/details.aspx?displaylang=en&id=18459Active Directory Synchronization http://onlinehelp.microsoft.com/en-us/office365-enterprises/ff652543.aspxRoadmapTo Sign Up for an Office 365 Trial http://www.office365.comSubscriptionUsing email on your Mobile http://onlinehelp.microsoft.com/en-us/office365-enterprises/ff637599.aspxPhone/Device ConfigurationAdministration and http://onlinehelp.microsoft.com/en-us/Office365-enterprisesTroubleshooting: EnterpriseOnline help:Training Search Query http://www.bing.com/search?q=%22office+365%22+training&qs=n&sk=&sc=8- 12&form=QBREUsing a CNAME record to Enable http://help.outlook.com/en-us/140/cc950655.aspxOutlook to connect to Office 365Add your domain to Office 365 http://onlinehelp.microsoft.com/en-us/office365- enterprises/ff637620.aspx#bkmk_configurePlanning for Directory http://www.microsoft.com/online/help/en-us/helphowto/14e35777-ebf6-4cbc-a3ea-Synchronization b5d600f78b4f.htmTransition BPOS to Office 365:Checklist for Administrators. Notethat this is the definitive authoritativesource for the technical steps that are http://www.microsoft.com/online/help/en-us/helphowto/8939e90a-59dc-4f0f-aec0-absolutely required to successfully 19a899c0af75.htmtransition. This list may change fromtime to time and should be reviewedthroughout your pre-transition phase.To Configure Outlook Anywhere http://technet.microsoft.com/en-us/library/cc179036.aspxfor Exchange 2010To Configure Outlook Anywhere http://technet.microsoft.com/en-us/library/cc179036(office.12).aspxfor Exchange 2007 BPOS-S to Office 365 Transition Planning Guide for Enterprises 68
    • Title LinkFor information on Office 2007 http://office.microsoft.com/en-us/training-FX101782702.aspx?CTT=97and Office 2010 TrainingSharePoint Online for Office 365: http://www.microsoft.com/download/en/details.aspx?id=17069Developers Guide.Mobile Phone Setup Wizard http://help.outlook.com/en-us/140/dd936215.aspxLive Meeting-to-Lync Transition http://technet.microsoft.com/en-us/lync/hh182968GuideTransition Planning Resources http://www.microsoft.com/download/en/details.aspx?displaylang=en&id=26494Live Meeting Transition Support http://www.livemeeting.com/askSingle sign on: roadmap http://onlinehelp.microsoft.com/en-us/office365-enterprises/hh125004.aspxDNS Troubleshooting for http://help.outlook.com/beta/dd875725.aspxExchange OnlineSetup Outlook 2007 for IMAP or http://technet.microsoft.com/en-us/exchangelabshelp/cc835669POP access to your email accountConfigure POP for Exchange http://technet.microsoft.com/en-us/library/ff535990.aspxOnlineCompany Network Requirements http://technet.microsoft.com/library/cc745931.aspxDefining Your Requirements for http://technet.microsoft.com/library/gg398341.aspxConferencingAbout administering your account http://onlinehelp.microsoft.com/en-us/office365-enterprises/ff637579.aspxUnderstanding Role Based http://g.microsoftonline.com/0BD00en-US/250Access ControlPlan Visual Upgrade (SharePoint http://technet.microsoft.com/en-us/library/ff191199.aspxServer 2010)Plan for directory synchronization http://onlinehelp.microsoft.com/en-us/Office365-enterprises/16ca22da-e9e4-4f14- 90aa-24e480479073#BKMK_EnableDirectorySynchronizationSynchronize your directories http://onlinehelp.microsoft.com/en-us/Office365- enterprises/ff652557.aspxIP addresses and URLs used by http://onlinehelp.microsoft.com/en-us/Office365-enterprises/hh373144.aspxOffice 365Exchange Online URLs and IP http://help.outlook.com/en-us/140/gg263350.aspxAddress RangesSharePoint Online URLs and IP http://office.microsoft.com/en-us/sharepoint-online-enterprise-help/sharepoint-Address Ranges online-urls-and-ip-addresses-HA102727826.aspxForefront Online Protection for http://technet.microsoft.com/en-us/library/hh510075.aspxExchange Online URLs and IP BPOS-S to Office 365 Transition Planning Guide for Enterprises 69
    • Title LinkAddress RangesLync Online URLs and IP Address http://technet.microsoft.com/en-us/library/hh372948.aspxRangesDownload the Office Live Meeting http://office.microsoft.com/en-us/help/download-the-microsoft-office-live-meeting-2007 Client 2007-client-HA010173383.aspx BPOS-S to Office 365 Transition Planning Guide for Enterprises 70
    • Appendix D: Glossary of TermsActive Directory Federation Services (AD FS): AD FS provides the various end-points that the MicrosoftFederation Gateway uses to redirect clients to the AD FS server for different types of authentication. ADFS must be installed on a separate physical server that is a part of your on-premises networkorganization.Autodiscover: The Exchange Autodiscover service automatically finds the correct Microsoft ExchangeServer host and configures Microsoft Office Outlook for your users. It also includes an offline addressbook and the Free-Busy availability service that provides availability information for your users.BPOS (Business Productivity Online Standard Suite): This is the acronym for the first version of thecloud-based, multi-tenant productivity suite from Microsoft Online Services. The BPOS service offering isbeing replaced by Office 365 service offerings.Comma separated value (CSV) file: A text file in which each value is separated by a comma. It is typicallyused as an input file for a software program or script.CNAME record: A Canonical Name (CNAME) record is a type of resource record in the Domain NameSystem (DNS) that is an alias for the Address (A) record that maps an IP address to the target server. Thetarget server does not have to exist in the same domain as the CNAME record itself. You can define analias in one domain to point to a target server in a completely different domain. Many organizations useCNAME records with web servers. An organization might point the alias www to a Web server that ishosted by a dedicated Web hosting company. For example, requests for www.contoso.com can beredirected to webserver1.fabrikam.comDirectory synchronization: Active Directory synchronization replicates an organization’s on-premisesActive Directory information for mail-enabled objects to the Office 365 environment. Using theMicrosoft Online Services Directory Synchronization Tool, your company’s administrators can keep yourlocal Active Directory continuously synchronized with Office 365.Domain registrar: A domain name registrar is an organization or commercial entity, accredited by theInternet Corporation for Assigned Names and Numbers (ICANN) or by a national country code top-leveldomain (ccTLD) authority, to manage the reservation of Internet domain names in accordance with theguidelines of the designated domain name registries and offer such services to the public.Exchange Management Shell: The command-line interface for Exchange 2010.Exchange Control Panel (ECP): This Web-based console is used to manage the Exchange Onlineenvironment. The ECP can be accessed through the Admin area of the Microsoft Online Services Portal.Exchange Hosted Archive: Part of the Exchange Hosted Services (EHS) network, EHA provides arepository that stores email. Using EHA, organizations can manage increasingly complex retention,compliance, and regulatory requirements. The EHA systems receive a message and after being filteredthe clean message is delivered to the corporate mail server. A copy is made and stored in a security-enhanced online message repository.Exchange Online: A hosted email and messaging service built on Microsoft Exchange Server and offeredby Office 365. For organizations using on-premises Exchange Server and Exchange Online, ExchangeOnline is sometimes referred to as the “cloud-based Exchange organization.” BPOS-S to Office 365 Transition Planning Guide for Enterprises 71
    • External relay: A configuration option in Microsoft Online Services Portal when mailboxes for a domainare hosted outside of Exchange Online and the MX record points to an email server outside of ExchangeOnline. Selecting this option requires disabling of inbound messaging.FOPE Administration Center: The service management site for Microsoft ForeFront Online Protectionfor Exchange.Identity federation: Identity federation provides a true single sign-on (SSO) experience for users toaccess both the on-premises and Office 365 service offerings with a single user name and password.Additionally, identity federation allows administrators to easily control account policies for Office 365mailboxes by using on-premises Active Directory management tools and control access to Office 365from various network locations (e.g. corporate network vs. outside internet).Internet Message Access Protocol (IMAP): This is an application-layer Internet standard protocol usedby on-premises email clients to retrieve email from a remote server over a TCP/IP connection. MicrosoftOnline supports email data migration from IMAP4 environments, and access to Exchange Onlinemailboxes via IMAP protocol.Journaling: A feature of Office 365 that enables Exchange to record all email communications in anorganization. The feature can be enabled by opening a service request with the support team.Lync Online: The Office 365 solution for instant messaging, audio and video calling, and online meetings.The Lync Online service is built on Microsoft Lync 2010 Server.Microsoft Forefront Online Protection for Exchange (FOPE): FOPE consists of layered technologies toactively help protect your organization’s inbound and outbound email from spam, viruses, phishingscams, and email policy violations.Microsoft Online Services Module for Windows PowerShell: This tool installs a set of cmdlets toWindows PowerShell that you use to set up single sign-on for Office 365.Microsoft Online Services ID: When you first sign up for Microsoft Office 365, you create a new emailaddress and password, known as a Microsoft Online Services ID, as part of the sign-up process. You usethis email address and password every time you sign in to use Microsoft Office 365 service offerings.With your Microsoft Online Services ID, you sign in to perform administrative tasks, view billing andaccount information, and use any of the services, including Microsoft Exchange Online, MicrosoftSharePoint Online, and Microsoft Lync Online.Microsoft Online Services Portal: Web portal that the designated service administrator for a customersubscribing to Microsoft Online Services uses to manage settings for the organization. You can alsomanage your active subscriptions: for example, you can increase the number of user licenses, changebilling details, or select a Microsoft Authorized Partner to help with your subscriptionMX record: A mail exchanger record (MX record) is a type of resource record in the Domain NameSystem that specifies a mail server responsible for accepting email messages on behalf of a recipientsdomain and a preference value used to prioritize mail delivery if multiple mail servers are available.Office 365 desktop setup package: This application is installed on workstations that use rich clients(such as Microsoft Office 2010) and connect to Office 365 service offerings. It automatically configuresrich clients for use with Office 365 and manages and installs client updates.Office Professional Plus: Microsoft Office applications that connect to Office 365 service offerings andprovide access to documents, email, and calendars from a variety of clients. Office Professional Plus BPOS-S to Office 365 Transition Planning Guide for Enterprises 72
    • includes Office Web Apps, online companions to Word, Excel, PowerPoint, and OneNote, which let youreview and make light edits to documents directly from a browser.Office Web Apps. Online companions to Word, Excel, PowerPoint, and OneNote, which let you reviewand make light edits to documents directly from a browser.Outlook Web App: This is the browser-based email client used to access Exchange Online. It wasformerly known as Outlook Web Access.Remote PowerShell: A Windows PowerShell feature that allows scripting of routine tasks and access toraw data for reports.Service continuity: The process and procedures required to maintain or recover critical services during abusiness interruption.Service interruption: Any event, whether anticipated (for example, a public service strike) orunanticipated (for example, a power outage), which disrupts the normal course of business operationsat the organization’s location. Similar terms: outage, service interruption.SharePoint Online: The Office 365 solution for collaboration. The SharePoint Online service is built onMicrosoft SharePoint Server 2010.Single-label domain (SLD): SLDs are DNS names that do not contain a suffix, such as .com, .corp, .net, or.org. SLDs are not supported in Office 365 and Exchange Online deployments. For example, “contoso” isan SLD, and therefore is not supported. However, “contoso.com” is not an SLD, and therefore issupported.Single sign-on: See Identity Federation.SMTP relay: Allows organizations to use Exchange Online as an SMTP service for mail originating outsideof the Exchange Online environment, for example SMTP-enabled applications such as fax servers.SPF record: The Sender Policy Framework (SPF) record specifies which computers are authorized totransmit email from a domain. This helps to prevent others from using your domain to send SPAM orother malicious email. If your ISP has implemented SPF, you must create an SPF record to allowMicrosoft Exchange Online to send email from your domain.User Principal Name (UPN): A user account name (sometimes referred to as the user logon name) and adomain name identifying the domain in which the user account is located. This is the standard usage forlogging on to a Microsoft Windows domain. The format is user@microsoft.com (similar to an e-mailaddress). Office 365 requires the UPN and at least one SMTP address for the associated user toprecisely match.User Principal Name (UPN) suffix: The part of the UPN to the right of the @ character. The default UPNsuffix for a user account is the Domain Name System (DNS) domain name of the domain that containsthe user account. Alternative UPN suffixes may be added to simplify administration and user logonprocesses by providing a single UPN suffix for all users. The UPN suffix is used only within the ActiveDirectory forest, and it does not have to be a valid DNS domain name. BPOS-S to Office 365 Transition Planning Guide for Enterprises 73