A large international customer decided to move into Microsoft Office 365. Their challenge is to migrate 3000+ users, 1100 applications and 100 Tb of file share data located in 50 locations and datacenters across Europe. With this migration all datacenters must be replaced by a central datacenter in The Netherlands using Office 365 and Azure within months. And we did it! A challenging project and a perfect showcase to demonstrate the do’s and don’ts when migrating to the several components of Office 365, i.e. Exchange Online, SharePoint Online and OneDrive for Business at the speed of light. In this session we will demonstrate how we: - Analyzed the on-premises installations - Cleaned up the obsolete users and data - Prepared the Office 365-tenant to host 3000 users and over 30 domains - Set-up the AD FS-infrastructure in Windows Azure - Migrated 3000 users, their mail domains and aliases - Migrated the file shares to OneDrive for Business and SharePoint Online - Migrated the applications to SharePoint Online and Azure - The PowerShell workarounds we used to fix several incompatibility issues between Office 365 and the on-premises installations…and what not to do.

1. Migrating 3000 users and 1100+
applications to O365
Arno Flapper, Technology lead

2. Arno Flapper
• Technology Leader at Axians
• Microsoft Enthousiast and Enterprise Architect
• Focus on Office 365, Azure and other Clouds
• Active speaker at events
• Architect of:
• Migration Planning Process
• Cloud on-boarding process
• Twitter: @FlapperA
• E-mail: arno.flapper@axians.com

3. About this session
• The case used is a Lotus Notes migration to Office 365
• However, information given here applies to all migrations to Office
365, both Notes-2-O365 as Exchange-2-O365
• Information given here is based on our experiences and best practices

4. The case

5. The case
• Company has used Lotus Notes for over 14 years and wants to
migrate to Office 365
3700 Notes users
1100+ applications
(700 unique applications)
7.5+ Tb of mail data
30+ domains
50+ servers
20+ datacenters
Migrate - 1 central domain
- < 3000 users
- < 300 applications
5 Notes domains

6. The case (2)
• MessageLabs was used for mail filtering and needed to be included in
the mail routing of the co-existence phase
• AD was not yet centralized.
• All (regional) domains needed to be consolidated to one domain:
<domain>.com
• Extra complexity: Notes is not linked to AD! Notes users needed to be
matched with an AD-account

7. Session build up

8. Why this session?
• Migrating to O365 is all about preparation and planning
• Some preparations have long lead times. They mess up any planning
• The next part of this session will be about the right order and steps of
migrating to O365

9. Preparations

10. Preparations : 1. Add local internet break-outs
Internet
Local internet break-out
Central DC
Local DC’s
Implement:
- Traffic shaping (preferably level 7)
- Firewall
- Intrusion detection
Warning: Local
internet break-out
can take up to 6
months to realize

11. Preparation: 2. Check and prepare tenant

12. Preparations : 3. All users to one central AD
<domain>.de
<domain>.nl
<domain>.fr
<domain>.it
<domain>.de
<domain>.nl
<domain>.fr
<domain>.it

13. Preparations : 4. Install Exchange 2013 Hybrid
server on-premises to implement AD schema
On-premises
Lotus Notes
Office 365
Exchange 2013
Hybrid
Exchange 2013 schema
added to central AD
Central AD

14. On-premises
(Primary farm)
AD DirSync ADFS Proxy ADFS
DirSync ADFS Proxy
AD ADFS
Site-2-Site VPN
Preparations : 5. Build ADFS-farm

15. Preparations : 6. Build e-mail migration farm
Staging server
CMT Controller
(EMM)
CMT Worker CMT Worker CMT Worker CMT Worker CMT Worker
Replication
Domino servers
Exchange Online (O365)
Mailbox migrations
will run at max. 0.5
Gb p/h.
Add more workers
to increase overall
migration speed Use staging server to centralize
data to DC with best
connectivity.
NOTE: Staging server and
migration farm should be in the
SAME DC

16. Preparation: 7. Clean-up source environment
• By very thorough cleaning we could remove / archive:
• 704 Notes users
• 400+ duplicate applications
• 300 obsolete applications
• 7 Notes servers
• Or… have over around 25% less to migrate
• By limiting the mail migration to items from 1-1-2013 and up, we
saved around another 15%.

17. Migrating users
to Exchange Online

18. Step 1: Enable all users in local Exchange
Mail-enabled user
<domain>.com &
<domain>.nl
In Exchange Online GAL
(no license assigned)
Enable as “mail
enabled user”
<domain>.com
DirSync
Match Notes-user with
AD-account and add
new external address
<domain>.com

19. Internet
Exchange Online
On-premises mail
Symantec Cloud (MessageLabs)
*.*
*.*
<domain>.com
<domain>.eu
<domain>.com
<tenant>.onmicrosoft.com

20. Internet
Exchange Online
On-premises mail
Symantec Cloud (MessageLabs)
*.*
*.*
<domain>.eu
<domain>.com
<tenant>.onmicrosoft.com
<tenant>.onmicrosoft.com

21. Notes (MX: <domain>.nl)
Step 2: Select user batch to migrate
Office 365 (MX: <domain>.com,
Hosted by Symantec)
User1
Primary : user1@<domain>.nl
Secondary : user1@<domain>.com, user1@<domain>.eu
User1
(mail-enabled user object)
Address : user1@<domain>.nl
Forward: user1@<domain>.eu
User2
Primary : user2@<domain>.nl
Secondary: user2@<domain>.com, user2@<domain>.eu
User2
(mail-enabled user object)
Address: user2@<domain>.nl
Forward: user2@<domain>.eu

22. Notes (MX: <domain>.nl)
User2
Primary : user2@<domain>.nl
Secondary: user2@<domain>.com, user2@<domain>.eu
Forward : user2@<tenant>.onmicrosoft.com
Step 2: Select user batch to migrate
Office 365 (MX: <domain>.com,
Hosted by Symantec)
User1
Primary : user1@<domain>.nl
Secondary : user1@<domain>.com, user1@<domain>.eu
User1
(mail-enabled user object)
Address : user1@<domain>.nl
Forward: user1@<domain>.eu
User2
Primary : user2@<domain>.nl
Secondary: user2@<domain>.com, user2@<domain>.eu
User2
Primary : user2@<domain>.com
Secondary : user2@<domain>.nl
Forward: user2@<domain>.eu
From: user1@<domain>.nl
To: user2@<domain>.com
Subject: …
Body: …
Assign O365- license to
user
Pre-migrationFinal incremental update
Set mailbox to read-only
Place migration message in mailbox
Primary domain changed via
on-premises AD prior to
assigning license

23. Migrating
applications

24. Migrate
• We had 4 categories for applications:
• To be deleted:
• All applications that contained (almost) no content
• To be centralized:
• All applications for the content needed to be preserved for archive purposes
• To be migrated:
• All applications for which an owner is known and he / she indicated that the applications
needs to be migrated
• To be archived:
• All applications that have not been accessed for the last 6 months. Will be deleted after
1 year
• Also: The “Lost & Found”-section. If owner is not found and the application is not
accessed in the next three months, it will be a “to be archived”-application.

25. Migrate

26. Step 1: User matching
• Users need to be present in O365 before migrating
• We matched based on the following hierarchy:
• But still dozens of users needed matched by hand….
Domino Person field value Local AD user object attribute
1. internetaddress mail
2. DisplayName DisplayName
3. Firstname.Lastname CommonName
4. Shortname SamAccountName
5. DisplayName CommonName

28. Step 2: Determine app-type
Publish news procedures,
“who is who”, etc
Collaborate on products
and projects with an end
date
Contract management,
quality management
and project sites
Business
Applications
Intranet
Store personal documents,
share documents, access to
group documents and
SharePoint sites
Knowledge sharing across
departments
Communities
Central
workplace
Video portal.
Central storage
for video files
Combining trending
documents from other
office 365 systems like
OneDrive and SharePoint,
Word, PDF and e-mail
attachments
Replacement for
department sites and short
term projects
Documents, e-mail, Skype,
Messaging and calendar
Collaborate
Smart
aggregation
Media

29. Migration Farm
Step 3: Migrate using migration farm
Step 1: Match Notes user
with AD user and keep
static conversion list
Step 2: Analyze applications and
determine destination templates

30. Lotus Notes teamroom to SP Online teamsite
Source: http://www.codeproject.com/Articles/31685/Migrating-Lotus-Notes-Domino-data-to-Microsoft-Off

31. Step 4: Manual migration
• All apps that cannot be migrated by migration software are candidate
for manual migration.
• For this we use 4 scenarios
1. Convert to COTS platform (Dynamic CRM, SAP, etc.)
2. Functional rebuild with content migration
3. Functional migration, no content migration
4. Complete rebuild

32. Lessons learned

33. Lessons learned
• Always use a Exchange Server in Hybrid configuration in your setup
• Start early with preparations:
• Local Internet-breakout & Site-2-Site VPN with Azure
• Getting the tenant right (location, licenses, name)
• Use layer 7 traffic shaping to control the download of Outlook offline cache
• Do a very thorough clean-up of data before you start
• Filter between “Need to migrate” and “Better to rebuild” (i.e. Rooms / Resources
/ Groups / Apps)

34. Questions?

35. Thank you
Arno Flapper, Technology lead