This document discusses the process of migrating from Microsoft Exchange to Zarafa, including conducting a proof of concept, scaling up for production, and performing the migration. It recommends: 1) Starting with a proof of concept setup on a virtual machine to evaluate functionality and impact. 2) Migrating the IT department first for testing before rolling out to the full organization. 3) Developing a clear migration and deployment plan, testing it, and training helpdesk and administrators to ensure a smooth transition.

1. Project approach when migrating
Exchange to Zarafa
Milo Oostergo (milo@zarafa.com)

2. Phases
Deployment Migration
PoC
IT department organisation

3. Question at Proof of Concept
What's the impact?
Who are involved in the Poc?
How do we evaluate?
Can i still use existing functionality?
What is different?
How can we migrate the data back from the PoC?

4. Zarafa in an easy Proof of Concept setup
Zarafa on a virtual machine
Zarafa coupled to local ADS to have Global Addressbook with all
existing users/groups
All outgoing emails from Zarafa are relayed to the existing
Exchange server
Incoming emails are forwarded from existing environment to
dummy address <username>@zarafa.example.com

5. Possibilities Zarafa in Proof of Concept
Emails between Exchange and Zarafa
Meeting requests between Exchange and Zarafa
WebAccess, WebApp and mobile synchronisation
With new Freebusy synchronisation tool, calendar availablity data can
be used between the two systems

6. Impossibilities Zarafa in Proof of Concept
Shared folders and public folders can be accessed between the 2
systems
Synchronous replication between Exchange and Zarafa for it's mailbox
data

7. From Proof of Concept to production
Scaling of PoC virtual machine to production
Further deployment of infrastructure (firewall, antispam, SMTP, 3rd party
apps)
Setup of migration and deployment plan
Testing of plan for IT department
Production usage for IT department
Finetuning of environment after feedback of IT department

8. From Proof of Concept to production (2)
Communication to end users via intranet or email about changes in
new environment. Training of power users.
Migration of all data
Migration of most recent data and deployment of Zarafa client +
including new OL profiles
Recoupling of mobile devices
Support and help of users after migration

9. Usage of Zarafa migration tool
Migrationtool is migrating folders,
emails, contacts, tasks, calendars
en notes
Migrationtool converts Exchange
addresses to Zarafa adresses
Permissions, rules and settings are not
migrated
Migrationtool can run on several
machines for higher throughput

10. Zarafa ADS integration
The following objects can be managed from ADS
Users & contacts
Security & distribution groups
Adresslists
Group policies
Quotas
E-Mailadresses & Aliases
Send-As permissions
Administrator users
Resources

11. Conclusion
Training of end users is under estimated during migrations, but is key
factor for a successful migration
Clear communication about changes in the solution
Make very clear migration and deployment guide and test it upfront!
Train helpdesk and administrators upfront, to solve questions and
issues faster