Office 365 Migration Planning

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Office 365 Migration Planning

Jesus J Salazar & Ben Mead
Credera

Copyright © 2012 Credera.
All Rights Reserved.

Speaker Introduction
Jesus J Salazar, Principal
• 12 years of experience with Microsoft-based technologies
• Experience delivering IT solutions to medium and large
businesses
• Strong focus on SharePoint since 2003
• Microsoft Certified Professional
• Member of the Office 14 Developer Advisory Council where he
helped shape the features and architecture of the next
generation of Microsoft Office and SharePoint


Agenda
• Setting the stage
– Office 365 Overview
– Why Office 365?
• Recommended Office 365 Migration Approach
– Plan
– Prepare
– Migrate
• Additional Tips and Tricks
• Questions


Office 365 Overview


Access to the
most popular
Real-time client tools on the
collaboration planet
and
communication

World-class
collaboration
and information Mainstream email
sharing and messaging
platform


Security

Updateability Reliability

Accessibility Compliance


Why Office 365?


Companies using MS Online Services

How do YOU get to a point where “The Cloud” is working
for you?

Office 365 Migration Approach


Plan Prepare Migrate

• Conduct Kickoff Meeting • Configure • Migrate and synchronize
• Plan Infrastructure and AD, Exchange, and Exchange
Mailboxes
Exchange Online • Migrate SharePoint content
• Plan SharePoint Online • Configure Lync Online to SharePoint Online

• Plan Lync Online • Configure SharePoint • Update DNS to point to
Online Office 365
• Plan User-Experience
• Configure client computers • Configure mobile
• Plan Mobile and end-user experience connectivity
• Develop Training and • Validate Environment
Communications Plan


Plan

Plan Develop
Conduct Plan Plan
Infrastructure Plan Lync Training and
Kickoff SharePoint End-User Plan Mobile
and Exchange Online Commun-
Meeting Online Experience
Online ications Plan


Plan Infrastructure & Exchange Online
• Number of concurrent client machines
Conduct Bandwidth Assessment • Network segments and network connections
• Video Conferencing

• Directory Synchronization, ADFS, SSO, Exchange
Plan On-Premise Hardware Hybrid Environments
• Lync On-Premise may require Lync Edge

• Inventory SMTP relay sources
Identify current Mail Enabled • Identify which 3rd party applications are in use
Applications
• Must be compatible with Exchange Web Services

Identify Mailbox Migration • Hybrid, Simple Coexistence, or full Cutover?
Methods and Tools • Legal hold needs, and expectations
(e.g., migration
• Understand the storage management limitations
velocity, coexistence, etc.)


Planning Tools
• Office 365 Deployment Readiness Tool
• Analyzes and gathers information regarding Domain and AD
settings
• Exchange, Lync, SharePoint, and End User environment settings
• Network settings and configurations
• http://community.office365.com/en-us/f/183/t/2285.aspx

• Microsoft Assessment and Planning Toolkit
• Not specific to Office 365 but helpful in Cloud Services Planning.
• Robust inventory capabilities
• http://technet.microsoft.com/library/bb977556.aspx

Tips, Tricks, and Pitfalls
• Use the Planning Tools to speed up environment
discovery
• Coexistence is much more complex than cutover
• Video Conferencing has a significant impact on
Bandwidth Usage
• Moving to the cloud may require NEW on premise
hardware investment
• Federation is more than a few checkboxes


Plan SharePoint Online
• Global Site Collection
Plan to manage Settings, Intranet / Extranet /
SharePoint Online by using the Internet
Administration Center • User Profiles, MySites, Site Collection Admins
• InfoPath Services, BCS, Managed Metadata

• Site Collections, Site Permissions
• Site Features
Plan Sites and Manage Users • Branding and “Look and Feel”
• Avoid migrating highly customized sites

• Metadata, Content Types
• Navigation and Search
Plan Content on Sites • Social Tagging and Notes
• Up to 300 Site Collections limited to 100 gigs each


Plan SharePoint Online
• BCS is now included as of November 2011
Plan Customizations and • Not all 3rd party add-ons are created the same
Solutions • SharePoint Designer, InfoPath 2010, Office, VS 2010

• Leverage introductory videos provided my MS
• Formal presentations, informal lunch and
Train and Support Users learns, self-paced instructional videos
• Departmental or team champion “Super Users”

• Storage should be closely monitored
Plan to Monitor and Maintain Site • Event Auditing to make educated decisions
Collections and Sites • Improving Search through reporting


• Make use of Site Collections, your limit is now 100 gig
• Don’t plan on heavily customizing or branding MySites
• Release and deployment planning for new sites and
content doesn’t disappear just because its in cloud
• Utilizing Sandbox solutions is mandatory for many
features and functions to operate correctly
• You do not have access to deploy solutions that interact
with the web application, which limits deployment options


Plan Lync Online
• Connect to Lync users outside of your organization
• Your Lync On-Premise can be federated as well
Plan Domain Federation (requires different SIP domains)
• Lync Coexistence is coming!

• Windows Live is Supported
• AOL and Yahoo are not supported
Public IM Connectivity • This is an all or nothing setting, no blocking or unique
configurations for different companies or IM providers

• Lync 2010 Windows, Lync for Mac 2011
• Outlook Web Application, Lync Web Application
Client Tools • Lync Attendee for Online Meetings
• Lync Mobile (Windows Phone, iPhone, iPad, Android)


• Use of Public IM connectivity in Office 365 is not
equivalent with Public IM connectivity using Lync on-
premise
• Training and education materials for Mac users will need
to be customized, as most free materials from Microsoft
focus exclusively on the Windows client experience


Plan End-User Experience
There are two types of end user experiences, web and rich user experience

Web Experience Rich End User Experience
• Internet Explorer 8 • Microsoft Office 2010
• Firefox 3 • Microsoft Office 2007 SP2
• Chrome 6 • Microsoft Office 2008 for Mac and
• Safari 4 Microsoft Entourage® 2008 Web
• Later versions of these… Services Edition
• Microsoft Office 2011 for Mac
• Office Web Apps
• Microsoft Lync 2010
• Office 365 desktop setup


• Leverage the Productivity Hub for educating users on
how best to exploit the Office platform they will utilize
with the MS Online Service
• Rolling out a new version of MS Office will increase
support calls; be sure your service desk is ready
• If you don’t currently have a software distribution
method, consider leveraging Windows In-Tune to help
smooth the deployment effort


Prepare

Configure client
Configure AD, Configure
Configure Lync computers and
Exchange, and SharePoint
Online end-user
Mailboxes Online
experience


Configure AD, Exchange, & Mailboxes
1. Verify Your Domains
• Add domains via MOS Portal
• Capture Online Addresses, Aliases, Host Names

2. Validate Domains using TXT Records
• Add TXT or MX records to DNS Registrar as requested by MS Online
• Routes employee requests to Office 365

3. Directory Cleanup
• Cleanup your on premise AD and update Schema
• Very Important to avoid Sync issues


4. Single Sign-On
• Install and Configure Active Directory Federation Services
• Activate SSO

5. Directory Sync
• Install and Configure Directory Synchronization Tools
• Activate Directory Synchronization

6. Exchange Coexistence Services
• Install and Configure the Exchange 2010 coexistence server(s)
• Configure DNS and Certificates and Activate


7. Assign Licenses
• Assign Licenses to Users
• Enables Exchange, Lync, and SharePoint Online

8. Install Client Applications
• Install Client Applications (Office 2010 or Office 2007 SP2)
• Office 365 Desktop Setup

9. Migrate Mailboxes
• Leveraging Your Exchange Migration Strategy, Migrate Mailboxes
• Support post-migration incident resolution


• Keep your exchange migration window as small as
possible, don’t drag it out!
• Break users into migration groups if necessary to keep
things simple
• If you intend to utilize a long-term coexistence
model, plan for support with legacy platforms and
services
• Clean up your Active Directory service sooner than later
• Identify before you start the dir-sync, if there are users
you wish to exclude from federation

Configure Lync Online
1. Enable firewall ports for Lync conferencing servers

2. Disable authentication for Lync Online audio and video
traffic when an authenticating HTTP proxy is employed

3. Allow User Datagram Protocol (UDP) traffic for better
Conferencing Experience

4. Perform Network Optimization for Conferencing
Experience

5. Enable Public IM and Federation (if necessary)


• Prepare for the necessary DNS service record changes
before you start the installation process
• Use the checklists provided by Microsoft, and do not skip
any steps under the assumption they are not necessary
• Have a formal test plan for Lync usage both
onsite, remote and for anonymous users before you
initiate pilot testing, or you will be testing for a very long
time
• User driven adoption of the platform is often more
effective than a formal service announcement from IT

Configure SharePoint Online
1. Inventory On-Premise content and customizations
•Focus on migration Candidates
•Keep in mind usage patterns (remote access, distributed teams, non-standardized users)

2. Determine roadmap for all customizations
•Can a sandboxed solution be implemented?
•Does this customization leverage any features not currently available in Office 365

3. Package all customizations into WSPs

4. Migrate content
•No content migration support
•Be wary of “date modified” and “modified by” fields


BCS Now
Available!

SharePoint online


• Take full advantage of the opportunity to review
hierarchies and archiving plans prior to migration
• Test your migration process early and often
• Have a mature production migration process (using
WSPs) when deploying customizations
• SharePoint Workspace can be used to help manually
copy content into sites, but this can be time consuming
• Acquire low cost 3rd party tools and save hundreds of
hours of manual labor

Configure Client Computers and UX

1. Perform client upgrades

2. Install the Office 365 desktop
setup package

3. Office 365 desktop setup package
automatically configures Outlook and
Microsoft Lync

4. Desktops can be updated by user
or through Active Directory


• Office 2007 SP2 and later is supported
• We strongly recommend Office 2011 for Mac to achieve
the best user experience and higher feature parity
• Without a software distribution tool, you will have to
manually deploy the O365 Sign-In Assistant
• Office for Mac is not a supported license option for the
Office 365 suite, it is a separate purchase cost
• Migrating from older version of Office (XP,2003) will
introduce the ribbon…be prepared for user transition

Plan Prepare Migrate

• Conduct Kickoff Meeting • Configure • Migrate and synchronize
• Plan Infrastructure and AD, Exchange, and Exchange
Mailboxes
Exchange Online • Migrate SharePoint content
• Plan SharePoint Online • Configure Lync Online to SharePoint Online

• Plan Lync Online • Configure SharePoint • Update DNS to point to
Online Office 365
• Plan User Experience
• Configure client computers • Configure mobile
• Plan Mobile and end-user experience connectivity
• Develop Training and • Validate Environment
Communications Plan


Migrate
Migrate and synchronize • Execute the plan!
Exchange

Migrate SharePoint content to • Use tools that are best suited for your requirements
SharePoint Online • Execute the plan!

• MX, TXT, DNS all should be updated to point to the new
Update DNS to Point to Office 365 environment

• Primarily related to Exchange
Configure Mobile Connectivity • Active Sync, POP, IMAP depending on device

• Execute test plan
Validate Environment • MS Deployment Planning Guide has a good test plan


Additional Tips and Tricks
• SharePoint migrations cannot be automated, get help!
• Give yourself plenty of time to set up ADFS, SSO, and other network
configurations ahead of time
• Domain verification can take a long time, plan ahead
• Adding licenses to an existing Select or EA can take a long time,
plan ahead
• MOS support is 24-48hrs even for critical issues
• For a larger enterprise, consider a PSS agreement for the year you
plan to convert to the cloud


Management & Technology Consulting Firm Microsoft Solutions Offerings
• MS Gold Certified Partner • Custom Application Development
• Member of Microsoft’s SharePoint Development • Enterprise Portal Design & Implementation
Advisory Council (DAC) • eCommerce
• IW Competency (Microsoft’s Corporate SharePoint • SOA & Business Process Integration
Certification)
• Customer Relationship Management (CRM)
• Certified provider of SharePoint Deployment
Planning • Business Intelligence & Data Warehouse
• Established 1999
• Offices in Dallas, Houston, Austin, Denver Client Sampling

How We Serve Our Clients
• We provide expert, objective advice to help solve
complex business and technology challenges
• Our clients hire us to own their toughest problems;
they retain us because we keep our promises
• Services: Management Consulting, Technology
Solutions, Mobile Solutions, Business Intelligence


Thank you for attending!
Please complete the evaluations.
Contact Information:
Jesus J Salazar - jsalazar@credera.com
www.credera.com
Follow us on @Credera
Blog: http://blogs.credera.com
Careers: http://careers.credera.com

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