Business Productivity Online Standard Suite

Deployment Guide
• Exchange Online Standard
• SharePoint Online Standard
• Office Communications Online Standard
• Office Live Meeting Service

Published: February 2010

For the latest information, please visit Microsoft Online Services.
The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of
the date of publication and is subject to change at any time without notice to you. This document and its contents are provided
AS IS without warranty of any kind, and should not be interpreted as an offer or commitment on the part of Microsoft, and
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The descriptions of other companies’ products in this document, if any, are provided only as a convenience to you. Any such
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©2010 Microsoft Corporation. All rights reserved.

Microsoft, Active Directory, Excel, Forefront, Internet Explorer, MSN, Outlook, PowerPoint, SharePoint, SQL Server, Visio,
Windows, Windows Mobile, Windows NT, Windows PowerShell, and Windows Server are either registered trademarks or
trademarks of Microsoft Corporation in the United States and/or other countries.
The names of actual companies and products mentioned herein may be the trademarks of their respective owners.

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Contents
INTRODUCTION ......................................................................................................................................7
About Microsoft Online Services .............................................................................................................. 7
Audience and Assumed Knowledge .......................................................................................................... 7
Document Limits ....................................................................................................................................... 8
Feedback ................................................................................................................................................... 8
SUPPORT SERVICES .................................................................................................................................9
Create a Service Request .......................................................................................................................... 9
Track or Modify a Service Request ......................................................................................................... 10
Customer Service Trial Support .............................................................................................................. 10
Partner Service Trial Support .................................................................................................................. 11
Diagnostics and Logging Support Toolkit ................................................................................................ 11
RSS Feeds ................................................................................................................................................ 12
DEPLOY EXCHANGE ONLINE .................................................................................................................... 13
Directory Synchronization Overview ...................................................................................................... 13
E-mail Coexistence Overview .................................................................................................................. 14
E-mail Migration Overview ..................................................................................................................... 14
Deployment Overview ............................................................................................................................ 15
Plan Phase ............................................................................................................................................... 16
Customer and Partner Kickoff Meeting............................................................................................... 17
Customer Service Trial ......................................................................................................................... 17
Master Project Plan ............................................................................................................................. 18
Long Pole Items ............................................................................................................................... 19
Planning Considerations...................................................................................................................... 19
Type of E-Mail Environment ........................................................................................................... 20
Blackberry Requirements................................................................................................................ 20
Mailbox Information ....................................................................................................................... 21
E-Mail Client Software .................................................................................................................... 22
E-Mail–Enabled Applications .......................................................................................................... 22
Number of Objects to Synchronize ................................................................................................. 22
Network Configuration ................................................................................................................... 23
Internet Bandwidth and Speed Testing .......................................................................................... 24
Required Permissions...................................................................................................................... 25
Microsoft Mailbox Migration Tools ................................................................................................ 25

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 Third Party Mailbox Migration Tools .............................................................................................. 25
Prepare Phase ......................................................................................................................................... 25
Validate Client Hardware and Software ............................................................................................. 26
Active Directory Clean Up ................................................................................................................... 27
Active Directory Passwords ................................................................................................................. 28
Strong Passwords ............................................................................................................................ 28
Password Reset Policy..................................................................................................................... 28
Lockout Policy ................................................................................................................................. 29
Mailbox Size Reduction ....................................................................................................................... 29
Synchronization of Directories ............................................................................................................ 29
Computer Requirements ................................................................................................................ 30
Enable Directory Synchronization ................................................................................................... 30
Install and Configure Directory Synchronization Tool .................................................................... 30
Verify Directory Synchronization .................................................................................................... 32
Maintain Authentication to Local Resources .................................................................................. 34
Establish E-Mail Coexistence ............................................................................................................... 34
Step : Add a Domain to Microsoft Online Services ......................................................................... 35
Step 2: Verify Domain Ownership ................................................................................................... 36
Step 3: Add Autodiscover and Sender Policy Framework Records (Optional) ............................... 37
Step 4: Enable External Relay.......................................................................................................... 39
Step 5: Secure Your E-Mail Traffic (Recommended) ....................................................................... 39
Step 6: Verify E-Mail Traffic Flow .................................................................................................... 39
Support for Outlook 2003 Using Exchange Online Connector ............................................................ 40
Client Computer Requirements ...................................................................................................... 40
Install the Microsoft Exchange Online Connector for Office Outlook 2003 ................................... 40
Uninstall or Repair the Microsoft Exchange Online Connector for Office Outlook 2003 ............... 41
Known Issues with the Exchange Online Connector for Office Outlook 2003 ................................ 41
Prepare End User Communications ..................................................................................................... 41
Creating Logical Migration Groups ..................................................................................................... 42
Sign In Application Deployment .......................................................................................................... 42
Migrate Phase ......................................................................................................................................... 44
Migration Tools Requirements ............................................................................................................ 44
Using Migration Cmdlets................................................................................................................. 45
Install Migration Tools ........................................................................................................................ 45
Activate and Migrate Local Exchange Server Mailboxes (Administration Center) ............................. 45

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 Step 1: Activate Selected Users ...................................................................................................... 45
Step 2: Run Move Exchange Mailboxes to Microsoft Online Services Wizard ............................... 46
Activate and Migrate Local Exchange Server Mailboxes (PowerShell) ............................................... 47
Resetting an Activated User Password ........................................................................................... 49
Migrate Internet POP3 and IMAP4 Mailboxes .................................................................................... 50
Step 1: Create User Accounts ......................................................................................................... 50
Step 2: Determine Your Internet Server Access Method ................................................................ 50
Step 3: Create a Comma Separated Values File .............................................................................. 52
Step 4: Import the Mailbox List....................................................................................................... 53
Step 5: Run the Internet Mailbox Migration Wizard ...................................................................... 53
Migrating Conference Rooms ............................................................................................................. 55
Finish Mailbox Migration .................................................................................................................... 56
Post Migration Service Testing........................................................................................................ 56
Delete Local Mailboxes ................................................................................................................... 56
Reroute Incoming Mail.................................................................................................................... 57
Decommission Local Exchange Server Environment ...................................................................... 58
Enable Exchange Hosted Archiving (EHA) ........................................................................................... 58
Purchasing EHA ............................................................................................................................... 59
Enable EHA Services for Existing Customers ................................................................................... 59
More Information ........................................................................................................................... 60
Advanced Topics ..................................................................................................................................... 60
How E-Mail Coexistence and E-Mail Migration Work......................................................................... 60
Add and Validate SMTP Domains to Exchange Online ................................................................... 60
Install and Configure Directory Synchronization ............................................................................ 60
Activate Directory Synchronized Users ........................................................................................... 61
Migrate Mailbox Content ................................................................................................................ 61
Delete Local Exchange Server Mailboxes ........................................................................................ 62
How Directory Synchronization Works................................................................................................ 62
How Directory Synchronization Uses the Microsoft Online Services Credentials .......................... 62
How Directory Synchronization Uses Active Directory Credentials ..................................................... 63
How the Active Directory Credentials Are Used ............................................................................. 63
How the Service Account Is Used ................................................................................................... 63
How to Force Directory Synchronization ........................................................................................ 63
E-Mail Migration ................................................................................................................................. 63
Migration From Internet-Hosted POP3 and IMAP4 Mailboxes ...................................................... 64

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 Migrations From Local Exchange Server Mailboxes ....................................................................... 65
CONFIGURE SHAREPOINT ONLINE ............................................................................................................ 66
Deployment Assistance ........................................................................................................................... 66
Customization Capabilities...................................................................................................................... 67
Acceptable Performance Guidelines....................................................................................................... 67
User response times ............................................................................................................................ 71
ENABLE OFFICE COMMUNICATIONS ONLINE ............................................................................................... 72
Manually Enabling Services..................................................................................................................... 72
User Client Requirements and Limitations ............................................................................................. 73
Network Port Configuration.................................................................................................................... 73
ADMINISTER OFFICE LIVE MEETING .......................................................................................................... 74
Partner Activity ....................................................................................................................................... 75
Plan for and Configure Service ............................................................................................................ 75
Configure Services........................................................................................................................... 75
Prepare Network ................................................................................................................................. 76
Complete Technical Deployment......................................................................................................... 77
Live Meeting 2007 Client ................................................................................................................ 77
Conferencing Add-in for Outlook .................................................................................................... 77
Support Readiness .......................................................................................................................... 78
Develop End User Training .................................................................................................................. 78
Announce Live Meeting Availability .................................................................................................... 79
Other Resources .................................................................................................................................. 79
APPENDIX A: SOLUTION ALIGNMENT WORKSHOP QUESTIONNAIRE .................................................................. 81
APPENDIX B: SAMPLE E-MAIL MIGRATION END USER COMMUNICATIONS ......................................................... 87
APPENDIX C: POST MIGRATION SERVICES TEST PLAN.................................................................................... 92
APPENDIX D: STANDARD OPERATING PROCEDURES ...................................................................................... 95
APPENDIX E: KEY DEPLOYMENT RESOURCES ............................................................................................... 97
APPENDIX F: LIVE MEETING NEEDS ASSESSMENT WORKSHEET ........................................................................ 98

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Introduction
The Business Productivity Online Standard Suite Deployment Guide provides Microsoft partners with the
detailed information and guidance they need to help customers deploy enterprise-class hosted services
offered by Microsoft Online Services. The primary focus of the deployment guide is on planning and
preparation tasks required to migrate mailboxes from a customer’s on-premise mail system to the
Exchange Online.

About Microsoft Online Services

Online Services from Microsoft are hosted solutions for organizations that deliver core business
functionality while reducing the demands on IT personnel. They provide the rich interactivity of on-
premises client and server applications with the flexibility and scalability of Web-based services.
The Online family of services offers a suite of messaging and collaboration solutions—collectively called
the Business Productivity Online Standard Suite (BPOS Standard)—that include the following:
 Exchange Online
 SharePoint Online
 Office Communications Online
 Office Live Meeting
Detailed information about BPOS Standard services—including service descriptions and data sheets for
specific service offerings—is at the Microsoft Online Services site.

Audience and Assumed Knowledge

This deployment guide is intended to help Microsoft partners understand the processes and workflows
required to onboard their customers to BPOS Standard services.
A BPOS Standard deployment is a multi-phased process that requires close communication and
coordination of activities between several groups. Although the deployment project personnel will have
varied technical backgrounds, all should have project management, technical consulting, or technical
support backgrounds.
For the technical areas of a BPOS Standard deployment, this guide assumes that partners and customers
have Microsoft Certified Systems Engineer (MCSE) level or equivalent skills with particular experience in
deploying Microsoft Exchange Server, the Windows Server operating system, and Active Directory
service. A detailed list of assumed technical knowledge is provided below.
 Knowledge and proficiency in the following Microsoft server technologies:
o Active Directory services
o Microsoft Exchange Server 5.5, 2000, 2003, or 2007
o Microsoft Office Communication Server 2007
o Microsoft Office SharePoint Server 2007
o DNS and related technologies
o Windows PowerShell 1.0
 Knowledge and proficiency of the following Microsoft client technologies:
o Microsoft Office (versions 2003 and 2007)

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 o Microsoft Internet Explorer 7.0, 8.0 and other Internet browser technologies
o Windows Phone and mobility
 Knowledge of the customer network topology:
o Active Directory sites, trusts, and topology
o Wide Area Connectivity – On premise networks and equipment
o Wide Area Connectivity – Internet bandwidth and latency
o Firewall technologies
 Knowledge of the legacy messaging systems including, but not limited to:
o Microsoft Exchange Server-based systems
o Lotus Notes Domino
o Novell GroupWise
o POP3/IMAP4/SMTP-based mail systems
o Archival systems

Document Limits
This deployment guide does not address the customer and partner activities that occur before
deployment (Sales) or activities that occur after deployment (Operations)—with the exception of
Standard Operating Procedures (see Appendix D). There is also no discussion of Microsoft Forefront
Online Protection for Exchange (FOPE).

Feedback
Please submit any and all feedback about this deployment guide using this to
[email protected]. Your feedback is important to the continued improvement of this
document. We look forward to hearing from you and appreciate the time you might take to help us
make this a better deployment guide.

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Support Services
Partners should be aware of the BPOS Standard support options made available to BPOS Standard
service administrators. Service administrators access these support options from the Support tab of the
Microsoft Online Services Administration Center. From this tab service administrators can do the
following:
 Search the Microsoft Online Services Knowledge Base articles
 Find answers to common support issues
 Submit and manage service requests
 Connect to the Microsoft Online Services Tech Center, community forums, and the Microsoft
Online Services team blog
The Support and Troubleshooting section of Microsoft Online Services Help describes the steps required
to do these tasks.
Microsoft Online Services telephone support is also available. For more information, see Contact
Technical Support.

Create a Service Request

If a service administrator does not find an answer for an issue by referring to the topics in the
Knowledge Base and by reviewing the Microsoft Online Services Help topics, the service administrator
can create a service request. Service requests will be addressed by the Microsoft Online Services support
staff.
Service requests are opened from the Support tab in the Microsoft Online Administration Center (Figure
1). In the Actions pane, click Open a new service request. The Service Request Wizard launches and
guides you through creating a request.

Figure 1

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Track or Modify a Service Request
After you create service requests, you have various ways to track them in the Administration Center
(Figure 2) by selecting view options in the Views pane. You also have the option to edit and close service
requests.

Figure 2

Customer Service Trial Support

For help with BPOS Standard service trial, click the Support link at the bottom of any Microsoft Online
Services Customer Portal (MOCP) page shown in Figure 3. This will open the Support page. The Help and
Technical Support pane of the Support page contains links that may answer questions or solve issues.
In the How Can We Assist You pane, you can look for the area where you need help, and click the links in
that section to submit a service request or get more information. The help areas include Microsoft
Online Services Customer Portal, the Partner Program, and the Microsoft Business Productivity Online
Standard Suite.
To read more about conducting service trials, see the topic Customer Service Trials.

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Figure 3

Partner Service Trial Support

Partners often conduct their own service trials in order to create customer demos and test
environments. However, Online Services trials are limited to 30 days by default.
To help support partners, Microsoft can extend service trials period to one year. Using your test
environment, submit a service request to Microsoft Online Services support with your Live ID and
Subscription Number in the request description. The Subscription Number can be located at the
Customer Portal.

Diagnostics and Logging Support Toolkit

The Microsoft Online Services Diagnostics and Logging (MOSDAL) Support Toolkit collects system
configuration, network configuration, service-based application configuration and logging data along
with performing network diagnostics. MOSDAL Support Toolkit can be used by anyone having issues
with the Microsoft Online Services hosted solutions.
The tool is available from the Microsoft Download Center. A Knowledge Base article about the tool can
be found at http://support.microsoft.com/kb/960625.

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RSS Feeds
Microsoft Online Service Notifications are currently delivered through an RSS feed. Prior to calling
Support, this feed should be reviewed to determine if a known issue has already been reported. The
feed URL is https://rss.microsoftonline.com/feeds.aspx?center=default&chan=notifications&lang=en-
US. You can also add this feed directly to your Outlook client by following these steps:
1. On the Tools menu, click Account Settings.
2. On the RSS Feeds tab, click New.
3. In the New RSS Feed dialog box, type or copy and paste the URL of the RSS Feed from above.
4. Click Add.
5. On the RSS Feed Options page, select your options and click OK.
6. Click Close.

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Deploy Exchange Online
The Exchange Online Standard service is a remotely hosted enterprise messaging solution managed by
Microsoft. It provides a reliable, security-enhanced messaging environment with the flexibility to meet
changing business needs.
IMPORTANT: Partners should review the Microsoft Exchange Online Standard Service Description for
complete details about features and limitations of the Exchange Online Standard service. The service
description is available at the Microsoft Download Center.
This section of the BPOS Standard Deployment Guide describes the tasks and processes associated with
moving a customer from their existing messaging system to Exchange Online. It assumes that the
customer has implemented the Active Directory service on-premise and in which mail-enabled user
accounts are created and maintained.
The timeframe required to deploy Exchange Online will depend on the complexity of the customer
environment. For larger customers, deployment projects can typically be completed in 8 to 12 weeks.
This timeframe may be extended based on escalations or “long pole” items requested by the customer
and average mailbox size to be migrated. Customer network bandwidth can also impact the timeframe.
While partners are involved in a number of planning and preparation tasks in moving a customer to
Exchange Online, the primary Exchange Online deployment tasks are focused on three principle
activities:
 Directory synchronization
 E-mail coexistence
 E-mail migration
Each is described briefly in the sections that follow.

Note: Much of the material contained in the Deploy Exchange Online section is from the “Migration
to Microsoft Online Services” white paper available from the Microsoft Download Center. Partners may
want to review this white paper for additional information related to Exchange Online migration.

Directory Synchronization Overview

Directory synchronization is the one-way synchronization from the customer’s local Active Directory to
the Microsoft Online Services Active Directory environment. When using the Directory Synchronization
tool to synchronize the customer’s local directory with Microsoft Online Services, you must edit all
synchronized objects (user accounts and e-mail enabled contacts and groups) in your customer’s local
Active Directory using the Active Directory Users and Computers Microsoft Management Console snap-
in. It is possible to edit synchronized contacts and groups in Microsoft Online Services, but any changes
that you make in Microsoft Online Services will be overwritten the next time directory synchronization
runs.
The Microsoft Online Services Directory Synchronization Tool is required if the customer wants to
establish e-mail coexistence. If the customer company uses the Active Directory, you can use this tool to
provide regular one-way synchronization of user accounts, e-mail–enabled contacts, and e-mail–enabled
groups from the local Active Directory to Microsoft Online Services.

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When you first run the Microsoft Online Services Directory Synchronization Tool, it writes a copy of each
user account and all e-mail–enabled contacts and groups to the organization’s Microsoft Online Services
directory. Directory synchronization can also provide Global Address List synchronization between the
local Exchange Server environment and Exchange Online.
When user accounts are first synchronized with the Microsoft Online Services directory they are marked
as disabled. They cannot send or receive e-mail and they do not consume licenses. When you are ready
to assign Exchange Online mailboxes to specific users, you must select and activate these users.

E-mail Coexistence Overview

E-mail coexistence allows a customer with an Exchange Server environment to begin using Microsoft
Exchange Online with no impact on its existing e-mail system. Some users can use Exchange Online,
while others continue to use their local Exchange Server environment. When moving local Exchange
Server mailboxes to Exchange Online, establishing e-mail coexistence between the customer’s local
Exchange Server environment and Exchange Online is usually recommended. However, the customer
can choose to move the contents of its organization’s mailboxes to Exchange Online without
establishing e-mail coexistence. This is usually done by small organizations with simple e-mail
environments or by organizations without an existing local Exchange Server e-mail environment.

Note: Coexistence limitations include Mailbox delegation and Free/Busy detail. For Mailbox
delegation users in one e-mail environment cannot assign mailbox management permissions to
users in the other e-mail environment. In the case of Free/Busy, when scheduling meetings, users in
one e-mail environment cannot see the Free/Busy information for users in the other e-mail
environment.

E-mail Migration Overview

E-mail migration is the process of moving existing mailbox content to Exchange Online. Migration can
occur as quickly or as slowly as a customer wants. Small organizations may be able to migrate to
Microsoft Online Services overnight or over a weekend. Larger or more complex organizations typically
prefer to establish e-mail and directory coexistence for a longer period of time and perform a controlled
migration in logical stages. The ultimate goal of the migration process is to have a unified migration
experience for end users with minimal impact to their daily routines.
There are five basic types of mailbox migration:
 Exchange Server mailbox migrations
 Hosted Exchange mailbox migrations
 POP3 or IMAP4 mailbox migrations
 Notes mailbox migrations
 GroupWise mailbox migrations
The customer chooses which type of migration to proceed with based on the e-mail system currently in
place in their organization. For Lotus Notes and Novell GroupWise migrations please refer to the topic
Third Party Mailbox Migration Tools.

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Deployment Overview
When migrating to Exchange Online it is best to proceed in three distinct phases to expedite the project.
These phases – Plan, Prepare, and Migrate – provide high-level timeframes that control the pace of the
migration project while keeping individual tasks serialized. It is not uncommon to overlap tasks outlined
in the Plan phase and Prepare phase simultaneously and the Prepare phase and Migrate phase
simultaneously.
Figure 4 shows the key customer and partner tasks associated with each phase.

Figure 4

Table 2 describes in more detail the tasks involved in each of the three phases.
Table 2: Deployment Activity Overview

Phase Key Activities and Events

 Hold customer and partner kick-off event

 Prepare solution alignment and functionality gap analysis including the following:
o Confirm licensing direction and subscription requirements
o Review potential service scope escalations
o Evaluate and purchase third-party migration toolset (if needed)
Plan o Build issue-tracking list for status reporting
o Discover and plan for e-mail enabled applications and support within Online
Services
o Develop Pilot Project Plan
 Begin trial subscription
 Validate trial subscription

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Phase Key Activities and Events

 Finalize Master Project Plan and key milestones

 Learn about types of mailbox migration
 Learn about available mailbox migration tools
 Learn about Internet bandwidth testing tools
 Validate migration velocity numbers based on available bandwidth and mailbox data
 Prepare the customer Active Directory for directory synchronization
 Create customer user accounts in Online Services by running the Directory
Synchronization Tool (DirSync), or a bulk import via the Microsoft Online Services
Administration Center
OR
Manually create users using the Administration Center or PowerShell
 Ensure client minimum requirements are met in the customer environment (operating
system, .NET Framework, etc.)
 Validate that client desktop meets Online Services requirements
 Configure Exchange Online in the Administration Center
 Configure e-mail coexistence in the Administration Center
Prepare  Enable SharePoint Online, Office Communications Online, and/or Office Live Meeting
 Submit service requests (SR) for available standard operating procedures (SOP) required
by the customer
 Deploy Single Sign-In client and other clients that are required (Outlook, Communicator,
and Live Meeting)
 Provide end user communication regarding the timeline for impending e-mail migration
 Perform mailbox size reduction
 Establish the schedule of communications that go to end users regarding the change to
Microsoft Online Services
 Provide end user training
 Prepare customer helpdesk to support Online Services solutions
 Set migration plan (groups and dates)
 Create Microsoft Online Support awareness/integration

 Activate users in Administration Center or using PowerShell

o Submit service requests (SR) for available Standard Operating Procedures (SOP)
required by the customer
 Execute Migration Plan
Migrate o Issue final end-user communication
 Execute migration plan and go live
o Change MX records
o Post-Migration Service Testing
o Support Readiness

Plan Phase
The Plan phase of the Exchange Online deployment covers all partner and customer activities required
to produce the Master Project Plan.
Partners should coordinate the following sequence of activities:

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 1. Conduct customer and partner kickoff meeting including Solution Alignment Workshop
2. Develop Pilot Project Plan
3. Facilitate customer service trial and trial validation
4. Convert Pilot Project Plan to Master Project Plan
5. Work with customer to evaluate migration tools, bandwidth considerations, mobility policies
and Exchange Hosted Archive requirements
6. Finalize Master Project Plan

Customer and Partner Kickoff Meeting

The partner launches the Exchange Online deployment project by scheduling a multi-day kickoff meeting
at the customer location. One purpose of this meeting is for the partner team to meet with the
appointed customer team that they will work with over the course of the project. All team members are
expected to be familiar with the business perspective of the project and associated priorities.
Another purpose of the meeting is for the partner to conduct a Solution Alignment Workshop. This
workshop is designed to ensure that the Exchange Online solution aligns with customer expectations
and determine a high-level mailbox migration scope of work.
As the workshop, the partner uses the Solution Alignment Workshop questionnaire (see Appendix A) to
guide the customer through the questions that need to be answered before advancing the project
beyond the Plan phase. By completing this document the partner is able to assess customer
requirements and if they exceed the Exchange Online service offering. It is possible that a customer has
implemented on-premise messaging and collaboration in a manner that is not offered by the Exchange
Online service. These limitations are the result of running in a multi-tenant environment where some
features available on-premise may not be immediately available in an online service.
A key objective of the Solution Alignment Workshop is to help the partner and customer begin to
identify “long pole” items—tasks or milestones that have traditionally required a significant lead-time to
complete. See the topic Long Pole Items for more details.

Customer Service Trial

Partners should guide the customer through a service trial during or after the Plan phase. Using the
Microsoft Online Services Customer Portal (Figure 5), customers can sign-up for trial provisioning of
BPOS Standard services which includes Exchange Online. Step-by-step instructions for setting up and
using a trial account for the Business Productivity Online Standard Suite are found in the Microsoft
Online Services Trial Guide available at the Microsoft Download Center.
To create a trial, you need a Microsoft Windows Live ID with an active e-mail account attached that you
can access. If you do not have a Windows Live ID, the “create one here” link on the Customer Portal
home page and sign for a free Windows Live ID. After your Windows Live ID has been created, you
automatically return to the Customer Portal. It is important that this Live ID and associated mailbox be
checked for new mail on a daily basis to receive announcements and service notifications from
Microsoft Online Services. The ID you sign up with should also be unique to Microsoft Online Services
and should not be used with other Microsoft properties.

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Figure 5

The service trial enables the customer to conduct their own in-house pilot testing and assess any issues
with the service prior to moving a significant number of individuals onto the service. The intent is to
eliminate any issues that would cause the customer’s business to be negatively impacted by the move. A
pilot deployment should create confidence with the project stakeholders that confirm all systems are a
“go” for preparing for full production deployments. Developing a Pilot Project Plan is recommended
during the trial to assist in keeping the pilot on track.
Trials typically start with about 10 users, and then users are added as confidence in overall system
performance is demonstrated. To represent a cross-section of the customer’s user population, the trial
may eventually grow to involve as many as 200 users—depending upon agreed scope required to
demonstrate that the services are performing at a satisfactory level across the customer’s environment.
It is recommended that geographical diversity be included in the pilot to reflect varying network and
other real-world infrastructure variables.
Pilots are also designed to test migration processes against the various types of mailboxes that are
found within the customer environment. Pilots should begin with a few simple mailboxes and grow in
size and complexity such that customer service testing is based on a realistic migration experience.

Note: If the customer’s current messaging system includes Lotus Notes, the trial should also test
access to Notes applications that may be left behind in the migration process.

Pilot migrations should be a shared effort executed by the partner and customer migration teams. Roles
and responsibilities will vary and must be determined during this phase. The shared effort should also
produce a documented scope and approach for the deployment. This may consist of a detailed
migration plan, a well-defined Master Project Plan, or both.

Master Project Plan

After the customer completes their service trial and determines they want to move forward with the
deployment, the partner will continuing working with the customer to develop the production Master
Project Plan (MMP). The MPP defines all of the key milestones and tasks required to deploy BPOS. The

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partner works directly with the customer deployment team that has been assigned to the project and
may be responsible for any one of the following project planning tasks:
 Organize and lead MMP development meetings
 Ensure that all team members agree to the key tasks, milestones and dates included in the MMP
to establish the baseline scope and schedule for the project.
 Communicate the MPP to all project stakeholders to ensure buy-in and agreement to the
deployment plan and its approach
 Include the migration project plan within the deployment MPP
MMP work is facilitated with the standard MPP template developed for BPOS deployments and
incorporates customer-specific tasks to create an initial draft of the customer-specific MPP. The partner
also works with the customer team to include any partner-specific or customer-specific tasks and
milestones into the MPP. The goal is to create a complete end-to-end plan for all deployment and
support integration activities.

Note: The Master Project Plan can be found at

https://www.quickstartonlineservices.com/Pages/Default.aspx

Long Pole Items

The MMP helps to identify and address “long pole” items—tasks or milestones that have traditionally
required a significant lead-time to complete. These tasks are typically at a higher risk of delaying the
completion of the project if not addressed early in the implementation.
The following list recognizes activities known to require significant evaluation and planning time:
 Tools for mailbox migration
 Internet and customer network capacity
 Policies related to mobility solutions
 Exchange Hosted Archive integration and uploading historical data
 Tools for provisioning and de-provisioning objects in the customer’s Active Directory
 Preparation of the customer Active Directory for the initial directory synchronization with
Microsoft Online Services.
 Determination if on-premise user provisioning processes are authoritative and how they are
applied to the on-premise user account to avoid Directory Synchronization Tool errors and
conflicts
 Set up the primary Simple Mail Transfer Protocol (SMTP) namespaces to be used for Online
Services and coexistence
Many of these items are discussed in more detail in the Planning Consideration sections that follow.

Planning Considerations
The following sections discuss some of the critical items partners and customers need to evaluate when
developing the Master Project Plan. Also, partners can download the Microsoft Online Migration Toolkit
from the Microsoft Download Center. The toolkit contains a number of planning documents that may be
useful to partners and customers.

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Type of E-Mail Environment
Partners need to understand what type of e-mail environment the customer organization is currently
using. Microsoft Online Services supports mailbox content migration from local Exchange Server
environments and from POP3 and IMAP4 servers as well as some third party platforms. If the customer
has a local Exchange Server environment running Exchange Server 2000, Exchange Server 2003, or
Exchange Server 2007 you can establish e-mail coexistence and directory synchronization and then
migrate the organization’s mailbox contents over time.
Third party platform migrations will require the use of non-Microsoft tools and processes. Each
customer environment will have different requirements and the migration toolsets should be evaluated
to determine if they meet the customer requirements. For more information, see the topic Third Party
Mailbox Migration Tools.

Blackberry Requirements
As with other Microsoft Online Services, Hosted BlackBerry is a standardized service and is not
customized per customer. All service policies and settings are as listed in the Policy Reference Guide at
http://na.blackberry.com/eng/deliverables/3801/Policy_Reference_Guide.pdf with the exception of the
choice of password and no-password policies. Settings for these policies are detailed here:
No password required policy
Default policy that is applied unless a customer specifically requests the password protected
policy.
o Device-Only Items: Password Required = False
o Global Items: Allow Browser = False
o PIM Sync Policy Group: Disable PIN Messages Wireless Sync = True
o PIM Sync Policy Group: Disable SMS Messages Wireless Sync = True
o PIM Sync Policy Group: Disable Phone Call Log Wireless Sync = True
o MDS Integration Service Policy Group: Disable MDS Runtime = True
o MDS Integration Service Policy Group: Disable Activation with Public BlackBerry MDS
Integration Service = True
o MDS Integration Service Policy Group: Disable User-Initiated Activation with the
BlackBerry MDS Integration Service = True
Password required policy
o Device-Only Items: Password Required = True
o Device-Only Items: User Can Disable Password = False
o Global Items: Allow Browser = False
o Password Policy Group: Set Password Timeout = 15
o Password Policy Group: Set Maximum Password Attempts = 5
o PIM Sync Policy Group: Disable PIN Messages Wireless Sync = True
o PIM Sync Policy Group: Disable SMS Messages Wireless Sync = True
o PIM Sync Policy Group: Disable Phone Call Log Wireless Sync = True
o MDS Integration Service Policy Group: Disable MDS Runtime = True
o MDS Integration Service Policy Group: Disable Activation with Public BlackBerry MDS
Integration Service = True
o MDS Integration Service Policy Group: Disable User-Initiated Activation with the
BlackBerry MDS Integration Service = True

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A custom BlackBerry policy may be possible on a case by case basis and must be approved by Microsoft
Online Engineering before communicating a commitment to the customer. The approval process
workflow is shown in Figure 6. Under no circumstances is application provisioning permitted.

Figure 6

For more information about the Microsoft Online Services BlackBerry solutions, see the following
documents available at the Microsoft Download Center:
 Microsoft Online Services Mobility Solutions Description
 Hosted BlackBerry Service Onboarding Guide

Mailbox Information
Partner should work with customers to assess the number of mailboxes, mailbox size, and the rate of
mailbox size growth in the customer environment. This information will help to evaluate the impact of
migration traffic on the customer network, which must be considered when scheduling migrations.
Partners should also understand if the customer organization enforces maximum mailbox size limits.
This information is very important when you define Exchange Online storage capacities. At a minimum,
the new Exchange Online environment should let all users store the same amount of data or more in
their Exchange Online mailboxes. It may be necessary for users with extra-large mailboxes to move
some of that content from their mailboxes to some form of offline storage, such as a Microsoft Office

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Outlook .PST file to facilitate in timely mailbox migrations. See the topic Mailbox Size Reduction for
more information.
A company receives 5 GB of mailbox space for each Exchange Online user license purchased. This means
that if a company purchases 100 user licenses, it is allocated a total of 500 GB of mailbox space.
When a service administrator creates a mailbox for a user, the administrator can apply the default
mailbox size or configure the mailbox with more or less storage. A service administrator can assign
mailbox storage to each user in the following increments: 256 MB, 512 MB, 1 GB, 2 GB, 3 GB, 4 GB, 5 GB,
6 GB, 7 GB, 8 GB, 9 GB, 10 GB, 15 GB, 20 GB, and 25 GB.
Additional mailbox space is available for purchase if the customer company needs more.

Note: With the March 2010 Service Release for Exchange Online, the default mailbox size will
default to 25 GB. You will still be able to change the mailbox size to the values listed above from
within the Microsoft Online Administration Center.

E-Mail Client Software

Partners should also understand what e-mail client applications the customer is currently using.
Exchange Online requires Microsoft Office Outlook 2007, Office Outlook 2003 SP3 and higher, Outlook
Web Access (OWA), and Office Entourage 2008. If end-users are not familiar with these applications
training may be required.

E-Mail–Enabled Applications
Partners should also understand if the customer uses any e-mail–enabled applications. Some examples
of e-mail–enabled applications are:
 An auto-reply to incoming e-mail addressed to a specific e-mail address.
 A report automatically generated by a line-of-business application that is e-mailed to an e-mail
address or a distribution group.
If the customer has any e-mail–enabled applications, partners must determine whether they can be
modified to work with Microsoft Online Services. In some cases, it may be necessary for the customer to
keep its existing e-mail environment in order to support e-mail–enabled applications until they can
make the necessary modifications.

Number of Objects to Synchronize

If you are planning to establish one-way directory synchronization between your customer’s on-
premises Active Directory service and Microsoft Online Services, you need to determine how many
objects will be included. The Microsoft Online Services Directory Synchronization Tool synchronizes all
user accounts with valid SMTP address, as well as e-mail–enabled contacts and groups. Should a
customer Active Directory contain more than 20,000 of these objects, please contact Microsoft Online
Services Support and open a service request for an exception indicating the number of objects to be
synchronized.
The initial synchronization copies all user accounts and e-mail–enabled contacts and groups from the
local Active Directory to Microsoft Online Services. Depending on the number of objects and the
available network bandwidth, you may want to schedule this first synchronization for an off-peak time.
Subsequent synchronizations copy only the deltas to the individual objects which have a minimal impact
on network utilization.

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For companies with greater than 50,000 objects we recommend using a full version of SQL Server 2005
vs. the SQL Server 2005 Express Edition included with the Directory Synchronization Tool. The Express
Edition of SQL Server 2005 has a maximum file size limitation of 4 GB or about 50,000 objects based on
the data populated for on-premise AD attributes. Detailed steps for installing the Directory
Synchronization Tool with full SQL can be found in the “To install the Directory Synchronization Tool
with SQL Server 2005 Full Edition” procedure.

Network Configuration
Exchange Online and other Microsoft Online Services hosted solutions are available to companies over
their Internet connection and may replace applications that previously operated within the company
network. The traffic that previously was confined to the company network will now travel between the
company and the Internet. Partners should help customers ensure that their company’s connection to
the Internet is configured correctly and that it has enough capacity to handle the network traffic.

Ports Used by Microsoft Online Services

If a company protects its connection to the Internet with a firewall or proxy server, partners should
understand which ports are used by Microsoft Online Services. These are shown in Table 3.
Table 3: Ports Used by Microsoft Online Services

Ports Applications

TCP 443 Microsoft Online Services Administration Center (Web portal)

My Company Portal (Web portal)
Microsoft SharePoint Online
Microsoft Online Services Sign In application
Microsoft Office Outlook 2007 and Office Outlook Web Access (OWA)
Office Communicator Online
TCP 25 Mail Routing
TCP 587* SMTP Relay
TCP 80 and 443 Microsoft Online Services Directory Synchronization tool
Microsoft Online Services Migration Tools
TCP 80 and 443 minimum; Microsoft Office Live Meeting
UDP ports and ports 8057
and 3478 recommended for
audio and video
*SMTP Relay with Exchange Online requires TCP port 587 and requires TLS. See TechNet for details on how to configure SMTP
Relay with Exchange Online.

TCP/IP Ranges for Data Centers

Computers on the customer network must be able to perform standard Internet DNS lookups. If these
computers can reach standard Internet sites, the network meets this requirement.

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Depending on the location of their Microsoft Online Service data center, customers must also configure
the TCP/IP ranges as shown in Table 4.
Table 4: TCP/IP Ranges for Microsoft Online Services Data Centers

Datacenter IP Address Ranges

Primary NOAM VA3 (RED001) 65.55.171.0/24

Secondary NOAM WA4 (RED001) 65.55.63.0/24
Primary EMEA IE2 (RED002) 213.199.187.0/24
Secondary EMEA NL1 (RED002) 213.199.182.0/24
Primary APAC SG1 (RED003) 207.46.62.0/24
Secondary APAC HK1 (RED003) 111.221.68.0/24
Office Communicator Online (Not DC Specific) 65.55.50.32/27

The following are IP address ranges for Microsoft Forefront Online Security for Exchange data centers.
 12.129.20.0/24
 12.129.199.61
 12.129.219.155
 63.241.222.0/24
 65.55.88.0/24
 206.16.57.70
 207.46.51.64/26
 207.46.163.0/24
 213.199.154.0/24
 213.244.175.0/24
 216.32.180.0/24
 216.32.181.0/24

Internet Bandwidth and Speed Testing

Using Microsoft Online Services can increase a company’s Internet traffic so it is important to evaluate
and assess the network impact. E-mail coexistence and directory synchronization will have the most
impact, but customers will notice a general increase in Internet traffic after migrating their users to
Microsoft Online Services.
For mailbox migration purposes, testing and validating the customer’s Internet bandwidth is vital to
achieve migration velocity. Slow or latent connectivity will reduce the number of migrations that can be
completed during the migration window. Partners should assist the customer with the following:
 Test and confirm if customer Internet bandwidth can handle network impact of Online Services
 Assess internal network bandwidth availability for Online Service levels and migration events
 Make use of available network tools such as ping (-l with data buffer), Tracert, and Microsoft
Network Monitor
 Make use of available speed test tools from Microsoft Online Services for these regions:

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 o Americas
o EMEA
o APAC

Required Permissions
Migrating to Microsoft Online Services requires high-level permissions to access the customer’s existing
Exchange Server and Active Directory environment. See Install and Configure Directory Synchronization
Tool and Install Migration Tools for the permissions and prerequisites required. Installing the Directory
Synchronization Tool does require Enterprise Administrator rights during the initial installation. Most
other tasks will require Domain Admin rights.

Microsoft Mailbox Migration Tools

Partners should be aware of the Microsoft Online Services Migration Tools, which are designed to help
migrate mailbox content from a local Exchange Server environment or POP3 and IMAP4 servers to
Exchange Online. They are also used during e-mail coexistence to establish e-mail forwarding from the
local Exchange Server mailboxes to Exchange Online.
 Microsoft Online Services Migration Tools (32 Bit)
 Microsoft Online Services Migration Tools (64 Bit)
The migration tools include the Microsoft Online Services Migration Console, which should handle most
of the migration tasks. The tools also include several Windows PowerShell cmdlets that you can use to
script the migration.

Third Party Mailbox Migration Tools

Partners should know that customers can also use third-party migration tools for customer Exchange
Online deployments. The following third-party tools are supported:
 Binary Tree: Migration tools and processes to migrate from Lotus Notes to Exchange Online.
http://www.binarytree.com/solutions/expertsmtm.aspx
 BitTitan: Cloud based migration tools and processes to migrate from any IMAP, POP, or
Exchange environment to Exchange Online.
http://www.migrationwiz.com/Public/Products.aspx
 Cemaphore: Cloud based migration tools and processes to migrate from any IMAP, POP, or
Exchange environment to Exchange Online.
http://www.cemaphore.com/mailshadow_online.php
 Quest: Migration tools and processes to migrate from Lotus Notes and Novell GroupWise to
Exchange Online.
http://www.quest.com/bpos

Prepare Phase
Entering the Prepare phase, the partner and customer should have the Master Project Plan finalized and
it should include the following information:
 Documentation of the existing customer environment
 Required client computer changes

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  Required client software changes
 User training plan associated with client computer changes
 Plan to establish e-mail coexistence (if desired)
 Plan for moving forward with or decommissioning legacy e-mail applications
 Plan to migrate the customer’s mailbox contents
 Size of the Exchange Online mailboxes for end users
 Number of mailboxes to migrate for each migration session
 Number of migration workstations or servers required
 Number of sessions required per migration workstation or server
 User groupings for each migration session
 Length of time required to complete the entire migration
 Plan for supporting users during the migration
 Administrative and troubleshooting responsibilities
Equipped with this information, the deployment team can proceed with preparing for the Exchange
Online deployment and mailbox migration.

Validate Client Hardware and Software

Hardware requirements for client computers used to connect to Microsoft Online Services are shown in
Table 5.
Table 5. Hardware Requirements for Client Computers

Operating System Hardware Requirements

Windows XP 500 megahertz (MHz) Pentium processor or faster (recommended 1 GHz)

and 256 megabytes (MB) or more of system RAM
Windows Vista 1 gigahertz (GHz) Pentium processor or faster and 1 gigabyte (GB) or more
of system RAM
Windows 7 1 gigahertz (GHz) or faster 32-bit (x86) or 64-bit (x64) processor and 1
gigabyte (GB) RAM (32-bit) or 2 GB RAM (64-bit)

Note: Macintosh hardware requirements are determined by the requirements for Macintosh OS X.

In Table 6 are shown the supported system and application software for clients.
Table 6. Software Requirements for Client Computers

Software Supported Versions

Operating Systems Windows Vista Business (SP1)

Windows Vista Enterprise (SP1)
Windows Vista Ultimate (SP1)
Windows XP Professional (SP2)
Windows XP Tablet (SP2)
Macintosh OS X 10.4

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 Software Supported Versions

System Software Microsoft .NET Framework 3.0

Java client 1.4.2 (on Macintosh OS X for Live Meeting only)
Browser Software Microsoft Internet Explorer 6
Microsoft Internet Explorer 7*
FireFox 2
FireFox 3
Safari (on Macintosh OS X)
*Microsoft Internet Explorer 7 is recommended for the Microsoft Online
Services Administration Center

E-mail Client Software Microsoft Office Outlook 2007 (recommended)

Microsoft Office Outlook 2003*
Entourage 2008 (on Macintosh OS X)
Mail for Exchange (on Nokia)
*Requires Microsoft Exchange Online Connector for Office Outlook 2003 to use
Free/Busy and Offline Address Book (OAB)

Mobile Device Software Windows Mobile 6

Nokia E and N Series
iPhone with firmware 2.0

Active Directory Clean Up

Customers will need to prepare their Active Directory environment for the initial directory
synchronization. The partner can provide guidance to the customer on how to clean up its Active
Directory environment.
The following describes the important Active Directory preparation tasks:
 Ensure each uses requiring Online Services has a valid and unique e-mail address
 Populate the following Online Services required attributes:
o User Name
o First Name
o Last Name
o Display Name
 Populate these non-required attributes for maximum use of the Global Address List (GAL):
o Job Title
o Department
o Office
o Office Phone
o Mobile Phone
o Fax Number

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 o Street Address
o City
o State or Province
o Zip or Postal Code
o Country or Region
Partners should know that the following characters are not supported and will be converted to
underscores (_) in the Online Services Active Directory:
 (Space char)
 (
 )
 @
 ' (single quote)
 |
 =
 ?
 /
 %
 ~
If cleanup is not done before the deployment process, there can be a significant negative impact to the
on-boarding process as it could take days or even weeks to iterate through the cycle of syncing,
identifying errors, and re-syncing.

Active Directory Passwords

Partners should understand the parameters of a strong password and provide information about
password management. Service administrators can manage all user passwords in the Microsoft Online
Services Administration Center, including password resets. End users manage their own passwords in
the Microsoft Online Services Sign In application.

Strong Passwords
Access to Microsoft Online Services requires strong passwords in order to help keep users and their
information protected. These are the requirements of a strong password:
 Seven (7) or more characters long
 Contains 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: ` ~ ! @ # $ % ^ & * ( ) _ + - = { } | [ ] \ : " ; ' < > ? , . /

Password Reset Policy

To help maintain security, users must periodically change their password. When changing a password,
keep in mind the following:
 Users cannot repeat their previous 24 passwords.
 Users must change their password at least once every 90 days.
 Users cannot change their own password more than once in 24 hours.
 My Company Portal warns users 14 days before their password expires.

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  The Sign In application warns end users 14 days before their password expires.
 If a password expires, the user is prompted to change it when you sign in to the Administration
Center, My Company Portal, or the Sign In application.

Lockout Policy
Microsoft Online Services uses an account lockout policy to help protect the accounts of service
administrators and end users. The user can try to sign in to the Administration Center or the Sign In
application five (5) times. After five (5) failed attempts with an invalid user name or an incorrect
password, users are locked out for 15 minutes. This condition cannot be manually reset.
The lockout policy helps guard against malicious attacks by unauthorized users. After 15 minutes, the
user can attempt to sign in again with the correct user name and password. If the user cannot
remember the password, a service administrator can reset the user's password in the Administration
Center.

Mailbox Size Reduction

The size of a mailbox, along with available bandwidth to the Internet, is a limiting factor in achieving a
high migration velocity. A common practice to reduce the size of the mailbox is to move mail items out
of the mailbox to an archive (for example, a. PST file) either manually or with auto archive functionality.
One caveat to this practice occurs when the mail is moved back to the user’s Exchange Online mailbox
post migration. Moving the mail to the Exchange Online mailbox will not allow the user to reply to the
mail, and every effort should be made to disallow this practice.
The following should be considered when attempting to reduce mailbox size:
 Delete or archive Sent items
 Delete or archive all Calendar attachments
 Delete or archive Calendar items over 30 days old
 Delete or archive Inbox items over 90 days old
 Search for an Delete attachments over 5 MB
 Disable Journaling
 Empty Deleted items
 Enable Auto-Archiving via Group Policy
 Run Mailbox Cleanup Wizard from the Tools menu (Outlook only)

Note: The number of days and size values are recommendations and may not be suitable for every
client.

Other steps to be taken on the server side include:

 Compacting/defragmenting of mail stores
 Defragmentation of operating system, mail data drives, and log drives

Synchronization of Directories
After the customer has completed Active Directory clean up and, if necessary, reduced use mailbox
sizes, partners and customers can move forward with synchronizing information from the customer’s
local Active Directory to the Microsoft Online Services directory service. Synchronization is performed
using the Microsoft Online Services Directory Synchronization Tool.

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Computer Requirements
Before installing the Directory Synchronization Tool, verify that the computer on which you install it
meets the system requirements and that you have the required permissions.

Directory Synchronization Computer Requirements

The computer on which you install the tool must meet the following requirements:
 Have Windows Server 2003 or Windows Server 2008 installed with the latest service pack
installed.
 Be joined to the local Active Directory forest that you plan to synchronize.
 Is not a domain controller.

Note: If the other servers in the Active Directory forest are running earlier versions of
Windows Server, you can still join a server running Windows 2003 Server to the forest.

Required Permissions
Using the Directory Synchronization Tool requires the following permissions:
 The person installing the Directory Synchronization Tool must have local Administrator
permissions on the computer on which the tool is being installed.
 When configuring directory synchronization, you must provide the user name and password of
an account with Administrator permissions on the customer’s Microsoft Online Services
company.
 You must provide the user name and password of an account with Enterprise Admin
permissions on the customer’s local Active Directory service.

Enable Directory Synchronization

Enabling directory synchronization must be done before installing the Microsoft Online Services
Directory Synchronization Tool (DirSync).
►To enable directory synchronization
1. Sign in to the Microsoft Online Services Administration Center, click the Migration tab, and
then click Directory Synchronization.
2. Complete the first step on the Directory Synchronization page.
3. A the step “Enable one-way synchronization from your local Active Directory to Microsoft
Online Services,” click Enable.

Install and Configure Directory Synchronization Tool

Before beginning the installation process, refer to the migration plan and verify that you have met the
computer requirements and that you have the necessary permissions.
►To install the Directory Synchronization Tool with SQL Server 2005 Express Edition
1. Sign in to the Microsoft Online Services Administration Center, click Migration, and then click
Directory Synchronization.
2. On the Directory Synchronization page, complete steps 1 and 2, click Download, and then
follow the instructions to save the installation file on your computer.

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 3. If necessary, copy the installation file to the computer on which it will be installed, and then
run the installation program.

Note : You must successfully complete the Microsoft Online Services Directory
Synchronization Tool Configuration Wizard before synchronization will begin. You can run
the configuration wizard immediately after installation by selecting Start Configuration
Wizard now on the Finish page of the Microsoft Online Services Directory Synchronization
Tool Installation Wizard.

After the Directory Synchronization Tool is installed, run the Directory Synchronization Configuration
Wizard.
►To install the Directory Synchronization Tool with SQL Server 2005 Full Edition
The administrative credentials used to perform the installation must have rights within SQL Server 2005
to create the Directory Synchronization Tool database. If you are installing the Directory
Synchronization Tool using a remote installation of SQL Server 2005, you will need to create a domain
account which will be used as a service account to run the Microsoft Identity Integration Server service
and the Microsoft Online Directory Services Synchronization Service on the computer on which the
Directory Synchronization Tools will be installed.

1. Open a Command Prompt as an Administrator and navigate to the folder in which you saved the
installation program.
2. At the Command Prompt, type dirsync /fullsql.
If prompted with a User Account Control prompt, click Continue.
-OR-
Enter the username and password of an administrator account, click OK.
3. On the Welcome page, click Next.
4. On the Microsoft Software License Terms page, read the license terms, select I accept the
Microsoft Software License Terms, click Next.
5. On the Select Installation Folder page, choose an installation folder location, click Next.
6. On the Installation page, wait for the installation to complete, click Next.
7. On the Finished page, click Finish.
8. On the computer on which the Directory Synchronization Tool was installed, open Windows
PowerShell.
9. At the Windows PowerShell prompt, type Add-PSSnapin Coexistence-Install.
10. To install the Directory Synchronization Tool onto the same system as SQL Server 2005, type
Install-OnlineCoexistenceTool –UseSQLServer –Verbose
-OR-
To install the Directory Synchronization Tool using a remote installation of SQL Server 2005, type
Install-OnlineCoexistenceTool –UseSQLServer –SqlServer <SQLServerName> -
ServiceCredential (Get-Credential) –Verbose
11. At the Windows PowerShell Credential Request prompt, type the username and password of the
domain account that will be used to run the Microsoft Identity Integration Server service and
the Microsoft Online Directory Services Synchronization Service.
12. Run the Microsoft Online Services Directory Synchronization Configuration Wizard to complete
the installation.

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You must successfully complete the Microsoft Online Services Directory Synchronization Tool
Configuration Wizard before synchronization will occur.

►To configure the Directory Synchronization Tool

1. If you are working through the Microsoft Online Services Directory Synchronization Tool
Installation Wizard, on the Finish page, select Start Configuration Wizard now, and then click
Finish.
OR
Click Start, All Programs, Microsoft Directory Sync, and then click Directory Sync
Configuration.
2. On the Microsoft Online Services Credentials page of the Microsoft Online Services Directory
Synchronization Configuration Wizard, provide the user name and password for a user
account with Administrator permissions in the customer’s organization.
3. On the Active Directory Credentials page of the Microsoft Online Services Directory
Synchronization Configuration Wizard, provide the user name and password for an account
with Enterprise Admin permissions on the local Active Directory service.
4. On the Finish page, select Synchronize directories now, and then click Finish.

Important
The Microsoft Online Services credentials that were provided are used to synchronize
information from the local Active Directory to the Microsoft Online Services directory
service. If you change the password associated with this account, you must rerun the
configuration wizard and provide the updated credentials.
The Enterprise Admin credentials that were provided are not saved. They are used to create
the MSOL_AD_Sync directory synchronization service account. This service account is used
to read the changes from the local Active Directory.

Verify Directory Synchronization

Verifying one-way directory synchronization from the customer’s local Active Directory to Microsoft
Online Services requires testing both forced (manual) synchronization and automatic synchronization.
Because the Directory Synchronization Tool performs an automatic one-way synchronization between
the local Active Directory and the Microsoft Online Services directory once every three hours,
completion of this procedure may take up to three hours. You can also force directory synchronization
at any time.
The Directory Synchronization Tool writes entries to an event log. These entries indicate the start and
end of a synchronization session. When you review the event log, look for entries whose source is
"Directory Synchronization." An entry that is designated Event 4 and that has the description "The
export has completed" indicates that the directory synchronization is complete. Directory
synchronization errors are also sent via e-mail to a customer designated technical contact.
After the directory synchronization tool is installed and configured, the customer local Active Directory
is the master for all changes to the synchronized e-mail–enabled objects in Microsoft Online Services.

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As part of both forced and automatic verification procedures, you will make changes to mail-enabled
objects in the local Active Directory and verify that those changes are synchronized with Microsoft
Online Services.

Forced Directory Synchronization

The following procedure describes how to force immediate directory synchronization.
►To verify forced directory synchronization
1. Sign in to Microsoft Online Services with Administrator credentials.
2. Ensure that the customer’s Technical Contact information contains a valid e-mail address that
is monitored by the technical contact.
3. Verify the address properties of a user account that is being synchronized from the local
Active Directory to the Microsoft Online Services Administration Center.
4. Verify that you cannot edit the address properties of that user account in the Microsoft Online
Services Administration Center.
5. Open Active Directory Users and Computers and target the local Active Directory with
permissions to edit user accounts, contacts, and distribution groups.
6. Make a simple but obvious change to one of the address properties of the user account that
you verified in step 2.
7. Open the Microsoft Online Services Directory Synchronization Configuration Wizard, provide
the information requested on the wizard pages, and on the Finish page, select Synchronize
directories now, and then click Finish.
8. When the synchronization is complete, view the address properties of the user in the
Microsoft Online Services Administration Center and verify that the changes you made in the
local Active Directory have been synchronized to Microsoft Online Services.
For more information about forcing directory synchronization, see Force Directory Synchronization later
in this paper

Automatic Directory Synchronization

The Directory Synchronization Tool synchronizes changes to user accounts and mail-enabled contacts
and groups from the local Active Directory to the customer’s Microsoft Online Services directory service
every three hours, beginning at the time of the initial synchronization.
►To verify automatic directory synchronization
1. Sign in to Microsoft Online Services with Administrator credentials. Ensure the customer’s
Technical Contact information contains a valid e-mail address that is monitored by the
technical contact on a daily basis.
2. In the Microsoft Online Services Administration Center, verify the address properties of a
specific user account, contact, and distribution group that are being synchronized from your
local Active Directory to Microsoft Online Services.
3. In Microsoft Online Services, modify the properties of the contact and distribution group that
you verified in step 3 of the forced directory synchronization procedure.
4. On the customer’s domain controller, open Active Directory Users and Computers and target
your local Active Directory with permissions to edit user accounts, contacts, and distribution
groups.

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 5. In the local Active Directory, make a simple but obvious change to one of the address
properties of the user account that you verified in step 3 of the forced directory
synchronization procedure.
6. In the local Active Directory, make simple but obvious changes to the contact and the
distribution group that you modified in step 4.
7. Check the directory synchronization event log to determine when directory synchronization is
complete. This may take up to three hours.
8. When synchronization is complete, view the properties of the user, contact, and distribution
list in the Microsoft Online Services Administration Center and verify that the changes you
made in the local Active Directory now appear in Microsoft Online Services.

Note: In this procedure, the changes you made to the contact and distribution group in
Microsoft Online Services have been overwritten by the changes you made to the same
contact and distribution group in the local Active Directory.

Maintain Authentication to Local Resources

After the customer organization has established e-mail coexistence between its local Exchange Server
environment and Exchange Online, and established directory synchronization of user accounts and e-
mail enabled contacts and groups from the local Active Directory to Microsoft Online Services, the
customer may still want to continue using Active Directory authentication to control access to local
printers, file shares, and other network resources.
In this situation, leave directory synchronization running and continue to synchronize user accounts and
e-mail enabled contacts and groups from the local Active Directory to Microsoft Online Services.
Continue to edit the properties of these objects in the local Active Directory.

Establish E-Mail Coexistence

If the customer organization is running Exchange Server 2000, Exchange Server 2003, or Exchange Server
2007, you can establish e-mail coexistence between the local Exchange Server environment and
Microsoft Exchange Online.
E-mail coexistence provides a unified e-mail experience during migration to Microsoft Online Services —
and is sometimes used during service trials. E-mail coexistence enables users with mailboxes in the
customer’s local Exchange Server environment and users with Exchange Online mailboxes to find each
other in the Global Address List (GAL), and to send, receive, and reply to e-mail regardless of which
system is hosting their mailbox.

Note: Implementation of e-mail coexistence requires directory synchronization. For more

information, see the topic Install and Configure Directory Synchronization.

Establishing e-mail coexistence between a local Exchange Server environment and Exchange Online
requires the following steps:
1. Add the customer’s domain to Microsoft Online Services
2. Verify the e-mail traffic flow
3. Add Autodiscover and sender policy framework records (optional)
4. Enable directory synchronization
5. Install and configure the Microsoft Online Directory Synchronization Tool

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 6. Verify directory synchronization
Many of the steps required to enable e-mail coexistence are performed by selecting the E-Mail
Coexistence page (Figure 7) from the Migration tab in the Microsoft Online Services Administration
Center.

Figure 7

The following steps take you through process of establishing e-mail coexistence between the customer’s
on-premises Exchange Server environment and Exchange Online. When you complete this procedure, all
e-mail addressed to the company’s domain will be delivered to the on-premises Exchange Server
mailboxes. All users with Exchange Online mailboxes will be able to send e-mail using the company
domain.

Step : Add a Domain to Microsoft Online Services

If the customer organization has a registered Internet domain and wants to send and receive e-mail
addressed to that domain in Exchange Online, you must register this domain with Microsoft Online
Services. If you want to establish e-mail coexistence between the local Exchange Server environment
and Microsoft Online Services, and the local Exchange Server environment is already sending and
receiving e-mail addressed to this domain, adding the domain to Microsoft Online Services will enable
Exchange Online to send e-mail from the domain.
►To add a domain to Microsoft Online Services
1. Sign in to the Microsoft Online Services Administration Center using your administrator user
name and password.
2. If you have not created a new domain entry for the company in Microsoft Online Services,
click Setup primary domain to enable e-mail in the Tasks I Need To Do pane of the
Administration Center home page.
OR
Select the Users tab, click Domains, and then click New..
3. In the Domain Name field of the New Domain Wizard, type the name of the company's
domain (for example, contoso.com).

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 4. In the Type area, select External Relay if you have an existing e-mail environment that uses
this domain name.
OR
Select Authoritative if the Microsoft Online Services e-mail service is the only e-mail
environment that uses this domain name.
5. Click Create, and then on the Confirmation page, verify the domain name and type that you
provided.

Ownership of the company’s domain must be verified before users are added or send and receive e-
mail.

Step 2: Verify Domain Ownership

Microsoft Online Services offers domain verification procedures that are specific to some of the most
popular domain registrars. You can go to the Microsoft Online Services Forum or contact Microsoft
Online Services Support to see if there is a procedure for your domain registrar. However, the procedure
in this section can be used with any domain registrar.
You only need to add and verify a domain once. If someone else in the company has already added and
verified the same domain, you will receive a message noting this.

Note In the following proceedure, the verification process requires you to access the domain
account with your domain registrar. Contact the domain registrar if you need help accessing your
domain account.

►To verify ownership of a domain

1. If you are not already signed in to the Microsoft Online Services Administration Center, sign in
using your administrator user name and password.
2. Navigate to the Users tab, click Domains, and then, in the Status column next to the appropriate
domain in the Domains pane, click Verify now.
3. In the Verify Domain Wizard, create a new alias:
4. On the Verification details page, carefully read and follow the instructions.
5. Open a new Web browser window or tab, navigate to your domain registrar's Web portal, and
sign in to your domain account. (Contact your domain registrar if you need help accessing your
domain account.)
6. Copy the part of your Microsoft Online Services CNAME information before the first dot (similar
to C9D882D-8A55-4700-9B0B-4C9C0F10AB12), and then enter this information into the
appropriate alias (CNAME) location in your domain account.
7. Copy your Microsoft Online Services fully qualified domain name (FQDN) information (similar to
mail.contoso.com), and then enter this information into the appropriate FQDN or “points-to”
location in your domain account.
8. Save your changes in your domain account, and then sign out of your domain registrar’s Web
portal.
9. Close the Verify Domain Wizard and sign out of the Microsoft Online Services Administration
Center. Wait at least 15 minutes. It takes between 15 minutes and 72 hours for the new alias
you created on your domain account to propagate through the Internet. The domain verification
process will fail until the propagation is complete.
10. After at least 15 minutes, sign in to the Microsoft Online Services Administration Center again,
using your Administrator user name and password.

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 11. On the Users tab, click Domains, and then in the Status column next to the appropriate domain
in the Domains pane, click Verify now.
12. In the Verify Domain Wizard, on the Verification details page, click Verify.
13. In the Confirmation page of the Verify Domain Wizard, make a test connection to your domain,
and confirm that the verification was successful.

Note: If your verification fails, it is likely due to the fact that the changes you made to your
domain account require more time to propagate throughout the Internet. Cancel the Verify
Domain Wizard and come back to verify the domain later. If it has been more than 72 hours
since you made the changes to your domain account, log on to your domain account, and verify
that you entered the CNAME information correctly. If the information was entered incorrectly,
you must remove the incorrect alias and create a new one with the correct information, by
repeating the steps above.

14. After successfully verifying your domain ownership, click Close to exit the Verify Domain Wizard.
Your domain should now be listed as Verified in the Domains pane of the Exchange Online page.

Important: If the domain you are adding was previously owned by another Microsoft Online
Services customer, you must wait 24 hours after verifying the domain before adding users,
contacts, or distribution lists to your new domain. This prevents possible access to this
information by the previous domain owners.

Step 3: Add Autodiscover and Sender Policy Framework Records (Optional)

After you have added and validated a customer domain in the Microsoft Online Services Administration
Center, you can modify the domain records at the domain registrar by adding a domain alias (CNAME)
record to enable the Microsoft Office Outlook 2007 Autodiscover to help configure Outlook 2007 for
users. You already added an alias when you verified the domain, so this procedure should be familiar.
You may also want to include a Sender Policy Framework (SPF) record to make sure that the customer’s
Internet service provider (ISP) recognizes Microsoft Online Services as a valid source for e-mail from the
company.
 Autodiscover: Automatically finds the correct Microsoft Exchange Server host and configures
Office Outlook 2007 for the users. It also includes an offline address book and the Free-Busy
availability service that provides availability information for the users.
 SPF: Lets you specify which computers are authorized to transmit e-mail from your domain. This
helps to prevent others from using your domain to send SPAM or other malicious e-mail. If your
ISP has implemented SPF, you must create an SPF to allow Microsoft Exchange Online to send e-
mail from your domain.
If you plan to use a domain that you created in a customer’s Microsoft Online Services account to send
e-mail, you should modify the domain settings at the current domain registrar to include an SPF. This
procedure is recommended, and it is required if the ISP has implemented SPF.
Use the following procedures to modify the domain settings to allow Exchange Online to send e-mail
from the company's domain and to use Autodiscover with Office Outlook 2007
►To add a CNAME record for Autodiscover
1. Navigate to the customer’s domain registrar's Web portal, and then sign in to the account.

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 2. Copy the following line, where domain.name is the company domain name (for example,
contoso.com):
Autodiscover.domain.name
Paste or type this information into the appropriate alias (CNAME) location in your domain
account.
3. Copy the following line:
AutoDiscoverRedirect-Forest1.MicrosoftOnline.com
Paste or type this information into the appropriate fully qualified domain name (FQDN) or
points-to text box in the domain account.
4. Save the changes to your domain records, and then log off your domain registrar account.
5. (Optional) Set up mail forwarding on your existing Exchange Server e-mail system to forward e-
mail messages to your Microsoft Online Services mailboxes. For information about how to set
up mail forwarding, see the documentation for the existing Exchange Server e-mail system.

Note: Outlook can use either a domain alias (CNAME) or an SRV record to locate Exchange
Autodiscover service. You should not add both types of record to the domain. For more
information about how to use SRV records for Autodiscover, visit the Microsoft Help and
Support page and search for article 940881.

►To add a SPF record

1. Navigate to your domain registrar's Web portal, and then sign in to your domain account.
2. Add the following SPF (txt) record to your domain records:
“v=spf1 include:spf.frontbridge.com ~all"
3. Save the changes to your domain records, and then log off your domain registrar account.

Note: SPF is a relatively new feature and may not be implemented by your ISP. Even if your
ISP has not implemented SPF, we recommend that you create an SPF to make sure your domain
is compatible with future enhancements at your ISP.

Autodiscover Issues
If the company’s e-mail environment meets all of the following conditions, you may encounter
Autodiscover issues:
 The company is using Microsoft Exchange Server 2007.
 Users are using Office Outlook 2007.
 Users with Exchange Online mailboxes also have mailboxes on your on-premises Exchange
Server.
 Exchange Online accounts have identical primary Simple Mail Transfer Protocol (SMTP) e-mail
addresses in both systems.

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Recommendations
 Do not allow users to maintain mailboxes on both systems. Delete the on-premises Exchange
Server mailbox as quickly as possible after migrating mailbox content to Exchange Online.
 Do not use the same primary SMTP address for Microsoft Online Services user accounts and on-
premises Exchange Server mailboxes.
If your company must have users who maintain mailboxes in both systems at the same time, and if you
must use the same primary SMTP address for both mailboxes, use the following workaround on each
computer that uses Office Outlook 2007 to access an Exchange Online mailbox.
 Install Office Outlook 2007 Service Pack 1.
 Install the Office Outlook 2007 hotfix package that is described in KB948761.
 Set the following registry entries. Microsoft Online Services Support can provide a .reg file to
simplify this operation. For Support contact information, see Contact Support.
o PreferLocalXML"=dword:1
o ExcludeHttpRedirect"=dword:0
o ExcludeHttpsAutodiscoverDomain"=dword:1
o ExcludeHttpsRootDomain"=dword:1
o ExcludeScpLookup"=dword:1
o ExcludeSrvLookup"=dword:1
o ExcludeSrvRecord"=dword:1

Step 4: Enable External Relay

In this step, you set the customer domain as External Relay in Microsoft Online Services. When Exchange
Online receives a message that is addressed to the company’s domain, it looks for the mailbox in
Exchange Online. If it finds the mailbox, it delivers the message to that mailbox. If it is not able to find
the mailbox in Exchange Online, it sends the message to a relay server on the Internet, which sends the
e-mail to the customer’s on-premises Exchange Server environment.
►To enable external relay
1. In the Microsoft Online Services Administration Center, click the Users tab and then click
Domains.
2. Click the name of the domain you want to enable for external relay.
3. In the Type area, click External Relay, and then click Save.

Step 5: Secure Your E-Mail Traffic (Recommended)

When the customer’s company is operating in e-mail coexistence, e-mail that would normally have been
sent between mailboxes in your on-premises Exchange Servers is now sent over the Internet. Microsoft
Online Services recommends that you implement Transport Layer Security (TLS) send and receive
capability in your local Exchange Server environment.
For step-by-step instructions, see Secure Your E-Mail Traffic in BPOS Standard Help.

Step 6: Verify E-Mail Traffic Flow

After establishing e-mail coexistence between the customer’s local Exchange Server environment and
Exchange Online, you should verify the flow of e-mail traffic to make sure that everything is configured
correctly. To verify the flow of e-mail traffic during e-mail coexistence, you must have at least one local
Exchange Server mailbox and one Exchange Online mailbox.

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For the purpose of this procedure, assume the following:
 The customer organization has registered and is currently using the e-mail domain name of
contoso.com.
 When the customer registered with Microsoft Online Services, the organization received the
Microsoft Online Services domain name of contoso.microsoftonline.com.
 You have created an Exchange Online test user whose e-mail address is
[email protected].
 You have created a test user in the local environment whose e-mail address is
[email protected].
► To verify e-mail traffic flow
1. In the Microsoft Online Services Administration Center, verify that you have a valid e-mail
address for the customer’s technical contact.
2. Use Microsoft Outlook Web Access to log on to Microsoft Online Services as
[email protected].
3. Send an e-mail message to [email protected].
4. Use Microsoft Outlook Web Access to open the user2 mailbox, and then verify that the
message arrived correctly.
5. From the user2 mailbox, send a reply to the original message.
6. From the user1 Exchange Online mailbox, verify that the message arrived correctly.

Support for Outlook 2003 Using Exchange Online Connector

Microsoft Office Outlook 2003 can be used with Microsoft Online Services. However, you must install
the Microsoft Exchange Online Connector for Office Outlook 2003 to use the free/busy information and
offline address book (OAB) features of Office Outlook 2003. Failure to install this software will
negatively impact the end-user experience.

Client Computer Requirements

The Microsoft Exchange Online Connector for Office Outlook 2003 can be installed on any of the
following operating systems:

 Windows Vista Business; Windows Vista Enterprise; Windows Vista Home; Windows Vista
Ultimate
 Windows XP Professional with Service Pack (SP) 2
 Windows XP Tablet Edition with SP 2
In addition, ensure that the client computer is also running the following applications:
 Office Outlook 2003 with SP 3; Office Outlook 2003 with SP 4
 Microsoft Online Services Sign In application
 Microsoft .NET Framework 3.0 SP 1 when running Windows XP; or Microsoft .NET Framework
3.5

Install the Microsoft Exchange Online Connector for Office Outlook 2003
To install the Microsoft Exchange Online Connector for Office Outlook 2003, download and run the
installation file. This update must be installed on all Outlook 2003 client computers that will connect
and use Microsoft Online.

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After the application is installed, Office Outlook 2003 can be launched and will be able to look up
free/busy information and download the offline address book (OAB).

Uninstall or Repair the Microsoft Exchange Online Connector for Office Outlook 2003
If you have installed a previous version of the Microsoft Exchange Online Connector for Office Outlook
2003 and need to install a newer version, you will first need to uninstall the previous version. You can
uninstall the Microsoft Exchange Online Connector for Office Outlook 2003 from Programs and Features
in the Control Panel.
If you want to repair your installation of the Microsoft Exchange Online Connector for Office Outlook
2003, you must uninstall the application and then reinstall it.

Known Issues with the Exchange Online Connector for Office Outlook 2003
 Microsoft Exchange Online Connector for Office Outlook 2003 is not supported on Windows 7,
or on any 64-bit version of the Windows operating system.
 Office Outlook 2003 displays an error message during a manual send/receive process.

Office Outlook 2003 displays an error message during the OAB synchronization process that
occurs when you click Send/Receive on the Tools menu or press F9. This error is the result of a
known issue that prevents Office Outlook 2003 from disabling the OAB synchronization process
that is not required after a user installs Microsoft Exchange Online Connector for Office Outlook
2003. To work around this issue, you need to disable the OAB download settings in Office
Outlook 2003. Disabling this process will stop the error message from displaying; however, it will
not prevent you from successfully downloading your OAB from Microsoft Online Services.

Note: Before you begin the following procedure, ensure that you have installed all of the
required updates for Office Outlook 2003 and have correctly configured the client computer
by using the Sign In application. To download and install the required updates for Office
Outlook 2003, see Update for Outlook 2003 (KB943649).

►To disable the OAB download settings in Office Outlook 2003

1. Open Office Outlook 2003.
2. On the Tools menu, point to Send/Receive, point to Send/Receive Settings, and then click
Edit.
3. The Send/Receive Settings dialog box appears.
4. In the Send/Receive Settings dialog box, in the Account Options section, clear the Download
offline address book check box.
5. Click OK.

Prepare End User Communications

A project communication plan is a written strategy for getting important e-mail migration information to
the correct project stakeholders and users at the appropriate time. Each stakeholder will have different
requirements for information as they participate in the project in different ways.
For communications to generate the desired response, they must be delivered to target users in a timely
fashion. As a partner project manager, you need to decide while developing your communication plan
how often to contact each stakeholder and with what information. Communications that arrive too
early could be forgotten. Communications that arrive too late may not leave enough time for the end-

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user to fully understand what is being asked of them. Consider the use of reminders in your e-mail
communications to end-users as a way to notify them of upcoming events.
Be sure to learn from any communication sent to t users participating in service trial pilots. Use these
findings to improve the communications that will be sent during the production deployment. Consider
building a feedback channel for trial users to communicate problems with the communications. A
simple way to create this channel is by using a mailto: tag with a subject field in each communications
sent to end-users. Here is an example: mailto:[email protected]?subject=BPOS
Communications Feedback.
The use of color or a larger font is recommended to grab a user’s attention.
See Appendix B: Sample E-mail Migration End User Communications for a sample set and schedule of e-
mail communications.

Creating Logical Migration Groups

Migration groups are groups of users who will have their mailboxes migrated at the same time. The
guiding rule is to create migration groups in a way that is the least impacting to end-users. Be careful to
consider more than just mailbox size when defining migration groups.
Bandwidth considerations
All of the mailbox content must travel from the on-premises mail environment over the Internet to
Microsoft Online Services. You can use the migration tools to determine how much data should be
migrated once mailbox reduction has been performed. Based on this information, you should scope the
size of your migration groups and schedule migration times to work with your existing network and
Internet bandwidth.
User groupings
When migrating groups of users, it is a best practice to migrate users who communicate with each other
frequently. For example, if an executive team uses e-mail to communicate vital information, you should
migrate the members of the executive team at the same time. Schedule your migration groups to
ensure that the owners of the mailboxes that are migrated will be available immediately after the
migration to validate the success of the migration. This is especially imperative for companies who have
end of month financial, inventory, or other reporting mechanisms that cannot be disrupted. Keep in
mind the relationship and mailbox requirements of shared/delegate mailboxes for executives and other
key customer personnel and their assistants. It is important that assistants are able to access the
calendars of executives and key staff without delay.
In addition, be sure to migrate users in accordance with the physical buildings they occupy. It makes
sense to migrate 4th floor Conference Rooms with users on the 4th floor. For smaller buildings with
limited meeting space it may become necessary to survey the rooms that are used on other floors as
well to ensure these resources are available as soon as possible.

Sign In Application Deployment

The Microsoft Online Services Sign In application (Figure 8) is installed on each end user’s computer to
provide a single sign-in point for Exchange Online and other Microsoft Online Services. The Sign In
application makes it possible to sign in once and then access services any number of times during the
sign-in session. Without the Sign In application, end users must provide a name and password each time
they attempt to access a service. Use of Online Services without the Sign In application is unsupported.

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Figure 8

A service administrator typically either deploys the Sign In application to each computer in the company
through software distribution or instructs end users to install it themselves by going to the Downloads
tab on My Company Portal.
The Sign In application can be supported by Group Policy using the required administrative template.
The ADM (mocha.adm) can be found on TechNet and details about the policy settings are located here.
Detailed logging can be configured to record different levels of information in error logs. These levels
are set in the LogLevel key in the user’s Windows registry. By default, the Sign In application sets the
LogLevel to 4. Service administrators can manually set log levels for Sign In application users. The most
common issues and solutions observed using the Sign In Application are discussed in the Sign In
Application Issues page of Microsoft Online Services Help.
The LogLevel key for the Sign In application is located in the Windows registry at:
HKEY_CURRENT_USER\Software\Microsoft \MOCHA\Preferences
To set the LogLevel key, use the following information in Table 7.
Table 7. LogLevel Values

Log Level Value

None 0
Critical 1
Error 2
Exception 3
General (default) 4
Verbose 5

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 Note: End-users must always launch Online applications, including Office Outlook and OWA, from the
Sign In Application and not from the Start menu or desktop icons.

Migrate Phase
In the Migrate phase, users are activated and the customer’s mailbox content is moved from their
existing e-mail system to Exchange Online. This section addresses the migration of two types of mailbox
content:
 Exchange Server mailboxes: You can migrate mailbox content from a local Exchange Server
2000, Exchange Server 2003, or Exchange Server 2007 environment to Exchange Online. As
discussed in the previous sections, it is recommended that you establish e-mail coexistence
when doing so. You can also migrate mailboxes directly from a local Exchange Server
environment and skip coexistence, but this type of migration is usually done only by
organizations with very few user accounts.
 POP3/IMAP4 mailboxes: It is also possible to migrate content directly from POP3 or IMAP4
mailboxes. If those mailboxes are hosted by an Internet e-mail hosting company, you can select
individual mailboxes to migrate and then migrate their mailbox content to Exchange Online. If
you have POP3 or IMAP mailboxes hosted on local Exchange Server 2000, Exchange Server 2003,
or Exchange Server 2007, you may be able to establish e-mail coexistence and then migrate the
contents of those mailboxes to Exchange Online.
The Microsoft Online Services Migration Tools are used to migrate POP3/IMAP4 mailboxes.

Migration Tools Requirements

Microsoft Online Services Migration Tools are used to forward copies of the local Exchange Server mail
to your Exchange Online mailboxes. You can also use the Migration Tools to copy content from your
Exchange Server, POP3, or IMAP4 e-mail server mailboxes to your Exchange Online mailboxes.
Before installing the Microsoft Online Services Migration Tools, verify that you have met the operating
system requirements and other software prerequisites, and that you have the required permissions. This
section lists these requirements and walks you through the installation process.
Operating System Requirements
The computer on which you plan to run the Migration Tools must run one of the following operating
systems:
 Windows XP, 32-bit or 64-bit, updated with the latest service pack
 Windows Server 2003, 32 or 64-bit, updated with the latest service pack
 Windows Vista
Software Prerequisites
The following prerequisites are required on the computer in which you will install the Migration Tools:
 Microsoft .NET Framework 2.0
 Microsoft Management Console (MMC) 3.0
 Windows PowerShell 1.0

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Required Permissions
The Migration Tools require the following permissions:
 The person installing the Microsoft Online Services Migration Tools must use a user account
with local Administrator permissions on the computer on which the tools are being installed.
 When migrating from a local Exchange Server environment to your Exchange Online service, the
user account used to perform the migration must have Exchange Administrator permissions in
the local Exchange Server environment.
 When migrating from POP3 or IMAP4 mailboxes, you may need Administrator permissions for
each mailbox.

Using Migration Cmdlets

The Migration Tools user interface installs the Windows PowerShell Cmdlets. The Migration Tool user
interface calls these cmdlets when migrating mailbox contents.
The user interface will perform most migration tasks, but if you want to script your migration or perform
more advanced migration tasks, you can use the Windows PowerShell cmdlets.
See the Migration Cmdlet Reference in Microsoft Online Services Help for a list of PowerShell cmdlets
available to use.

Install Migration Tools

Before beginning the installation process, refer to your migration plan to verify that you have met the
computer requirements and prerequisites, and that you have the necessary permissions.
►To install the Microsoft Online Services Migration Tools
1. Sign in to the Microsoft Online Services Administration Center, select the Migration tab, and
then select the E-Mail Migration page.
2. On the E-Mail Migration page, complete step 1, click the Download button for the type of
computer on which you will install the migration tools, and then follow the instructions to
save the installation file on your computer.
3. If necessary, copy the installation file to the computer on which it will be installed, and then
run the installation program.

Activate and Migrate Local Exchange Server Mailboxes (Administration Center)

If the customer is running a local Exchange Server 2000, Exchange Server 2003, or Exchange Server 2007
environment, Microsoft recommends that you establish e-mail coexistence between your local
environment and Exchange Online.
If you have already established e-mail coexistence, the steps involved in migrating your local Exchange
Server mailboxes to Exchange Online are:
 Activate selected users
 Run the Move Exchange Mailboxes to Microsoft Online Wizard
If you are migrating groups of user mailboxes over time, repeat these steps for each group until you
have migrated all of your local Exchange Server mailboxes.

Step 1: Activate Selected Users

You must activate the user accounts that you want to migrate before you can migrate the e-mail
contents of the users’ local Exchange Server mailboxes.

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►To activate selected users
1. Sign in to the Microsoft Online Services Administration Center, select the Users tab, and then
select the User List page.
2. In the Views pane, click Disabled User Accounts.
3. In the All Users pane, select one or more users.
4. In the Actions pane, click Activate user.
5. On the Assign Services page, select the services to assign to the selected users. You must
select at least one service to activate the selected users.
6. On the Password Options page, you can select to send a list of the passwords for the newly
activated user accounts to someone in an e-mail message. If you decide not to send the
passwords in e-mail, you can copy and paste them on the Confirmation page.
7. After making your selection, click Activate.
8. Verify the list of activated users on the Confirmation page. You can copy the temporary
passwords from this page and paste them into a document or an e-mail message for
distribution.

Step 2: Run Move Exchange Mailboxes to Microsoft Online Services Wizard

To help prevent user confusion between the available mailboxes, you should run the Move Exchange
Mailboxes to Microsoft Online Services wizard as soon as possible after activating the users. The Move
Exchange Mailboxes to Microsoft Online Services Wizard helps you migrate the current contents of local
Exchange Server mailboxes to Exchange Online. It also establishes e-mail forwarding of future messages
from the local Exchange Server mailboxes to your Exchange Online mailboxes.
►To run the Move Exchange Mailboxes to Microsoft Online Services Wizard
1. Click Start, click All Programs, click Microsoft Online Services Migration Tools, and then click
Microsoft Online Services Migration Console.
2. In the navigation pane under Microsoft Exchange, click Mailboxes ready to migrate. The user
list populates with the first 1000 activated users who have mailboxes that are ready to be
migrated.
3. Select the users whose mailboxes you want to migrate, and then click Move selected mailboxes
to Exchange Online to start the Move Exchange Mailboxes to Microsoft Online Services Wizard.
4. On the Migrate Mailbox Options page of the Move Exchange Mailboxes to Microsoft Online
Services Wizard, select whether to copy the local mailbox content to Exchange Online.

Note: If you select to copy the local mailbox content, you can also delete the local
mailboxes.

5. If you chose to copy the local mailbox content, on the Select Mailbox Content page, select the
types of mailbox content to copy and the date range of the content to copy.
6. After reviewing the list of selected mailboxes on the Review Mailboxes page, click Migrate to
perform the actions that you selected in steps 4 and 5.
7. Complete the Move Exchange Mailboxes to Microsoft Online Services Wizard.

Note: The Move Exchange Mailboxes to Microsoft Online Services Wizard copies the
most recent mailbox content first, for a given user account. If the size of the original
Exchange Server mailbox is larger than the size allowed in Exchange Online, the migration
process stops when the Exchange Online mailbox is full. The user cannot use the Exchange

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 Online mailbox until enough mailbox content is deleted to reduce the mailbox size below
the Exchange Online mailbox size limit.

After the Move Exchange Mailboxes to Microsoft Online Services Wizard is run:
 Copies of all e-mail messages that are addressed to the local Exchange Server mailboxes of the
selected users are forwarded to their Exchange Online mailboxes.
 E-mail sent from Exchange Online is delivered to the Exchange Online mailboxes of the selected
users. It does not appear in their local Exchange Server mailboxes.
For more information about migrating local Exchange Server mailboxes to Microsoft Online Services, see
Migrations From Local Exchange Server Mailboxes.

Activate and Migrate Local Exchange Server Mailboxes (PowerShell)

You can also use the Enable-MSOnlineUser Windows PowerShell cmdlet in the Microsoft Online Services
Directory Synchronization tool to activate user accounts. Only activate the group of users to be
migrated as defined in your project plan and migration schedule.
Running more than two PowerShell activations in parallel is not recommended. You are not limited to
the number of users you can activate with Enable-MSOnlineUser but you should consider activating no
more than 250 users at a time to ensure successful activations. Running bulk activations one right after
the other in batches of 250 is the recommended approach to activating users.
This section shows an example PowerShell script that will activate a list of BPOS Standard user accounts.
Values for SubscriptionIDs, UserLocation, and MailboxQuota have not been defined and will vary by
deployment. You will need to obtain the available subscription IDs associated with a specific Microsoft
Online Services company. The subscription ID is required when activating Online Services accounts and
represents the type of license assigned to the account.
Use the following command to obtain all available subscription IDs. Specify a service administrator
account when prompted for credentials or assign your credentials to a variable with the Get-Credential
PowerShell command.
►To obtain all available subscription IDs
1. Click on Start, All Programs, Microsoft Online Services, Migration, and click Migration
Command Shell.
2. At the PowerShell prompt, type the following command:

Get-MSOnlineSubscription -DisplayAll | Select-Object

@{name='SubscriptionID';Expression={$_.subscriptionid}},@{name='SubscriptionSer
viceTypes';Expression={$_.subscriptionservicetypes}},@{name='PackageName';Expre
ssion={$_.packagename}},@{name='ExchangeStorage';Expression={$_.exchangestorage
}},@{name='Status';Expression={$_.status}},@{name='TotalSeats';Expression={$_.t
otalseats}},@{name='UsedSeats';Expression={$_.usedseats}}

You can now proceed with the steps for activating and migrating user accounts.

►To activate a list of users with PowerShell

1. Create a CSV file called "users.csv". The CSV must have column headers titled as Identity,
SubscriptionIds, UserLocation, and MailboxQuotaSize.

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 o The identity column should contain the BPOS Standard user logon name or e-mail
address
o The subscription ID column should contain the appropriate subscription id for the type
of license to be assigned to the corresponding user specified in the identity column
o The user location is the two letter country code of the user specified in the identity
column.
o The mailbox quota size is the size of the mailbox to assign to the user specified in the
identity column, and is specified as an Int64 data type (for example, 1GB =
1073741824). To determine the appropriate number, type the quota value at a
PowerShell prompt and press enter (e.g. type 256MB, 1GB, 2GB, 5GB, 25GB, etc.)
2. Open Notepad, copy and paste the PowerShell script code below into Notepad. The PowerShell
script will iterate through a list of users to create a log file, enable mail forwarding, and migrate
mailbox data.
#------------------------------------------------------------------------------
-
#
# Copyright (c) Microsoft Corporation. All rights reserved.
#
# PLEASE NOTE:
# Microsoft Corporation (or based on where you live, one of its affiliates)
# licenses this supplement to you. You may use it with each validly licensed
# copy of Microsoft Online Services Migration Tools software (the “software”).
# You may not use the supplement if you do not have a license for the software.
# The license terms for the software apply to your use of this supplement.
# Microsoft may provide support services for the supplement as described at
# http://www.support.microsoft.com/common/international.aspx.
#
#------------------------------------------------------------------------------
-

$users = Import-Csv -Path "users.csv"

If (!$tcred) {$tcred = Get-Credential "Microsoft Online Admin Credential"}

$Password = "tempPa55w0rd"
$_.SubscriptionIDs =
$_.UserLocation =
$_.MailboxQuotaSize =

$users | ForEach-Object {
Enable-MSOnlineUser -Identity $_.Identity -Password $Password -SubscriptionIds
$_.SubscriptionIDs -UserLocation $_.UserLocation -MailboxQuotaSize
$_.MailboxQuotaSize -Verbose -Credential $tcred
}

3. Save the file as EnableMSOnlineUser.ps1.

4. Click on Start, All Programs, Microsoft Online Services, Migration, and click on Migration
Command Shell.
5. At the PowerShell prompt, navigate to the folder containing the script, type
.\EnableMSOnlineUser.ps1, and press Enter.

Note: The Migration Tools for Microsoft Online must be installed in addition to
PowerShell 1.0. 64-bit and 32-bit versions are available from the Microsoft Download
Center.

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Resetting an Activated User Password
During the course of the migration it may necessary to reset a user’s password either individually or for
a list of users. This can be done through the Administration Center or with Set-MSOnlineUserPassword.
This example sets the password for Jane Dow to P@55word and requires her to reset her password the
next time she logs on.
Set-MSOnlineUserPassword –Identity [email protected] –Password P@55word –
ChangePasswordOnNextLogon $true –Credential $tcred

You can also reset the passwords for a list of users with PowerShell.

►To reset the password with a PowerShell script

1. Create a CSV file called "users.csv". The CSV must have one column header titled as
"Identity". The CSV could have multiple columns of data with various column headers,
however, one column header must be titled as "Identity".
2. Open Notepad, copy and paste the PowerShell script code below into Notepad.

#
# Copyright (c) Microsoft Corporation. All rights reserved.
#
# PLEASE NOTE:
# Microsoft Corporation (or based on where you live, one of its affiliates)
# licenses this supplement to you. You may use it with each validly licensed
# copy of Microsoft Online Services Migration Tools software (the “software”).
# You may not use the supplement if you do not have a license for the
software.
# The license terms for the software apply to your use of this supplement.
# Microsoft may provide support services for the supplement as described at
# http://www.support.microsoft.com/common/international.aspx.
#
#------------------------------------------------------------------------------
-

$users = Import-Csv -Path "users.csv"

$Password = "P@ssw0rd1"
If (!$tcred) {$tcred = Get-Credential "MSOL Admin Cred"}
$users | ForEach-Object {
$Identity = $_.Identity
Set-MSOnlineUserPassword -Identity $Identity -ChangePasswordOnNextLogon
$true -Password $Password -Credential $tcred
}
#------------------------------------------------------------------------------
-

3. Save the file as ResetPassword.ps1.

4. Click on Start, All Programs, Microsoft Online Services, Migration, and click on Migration
Command Shell.
5. At the PowerShell prompt, navigate to the folder containing the script, type
.\ResetPassword.ps1, and press Enter.

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Migrate Internet POP3 and IMAP4 Mailboxes
If a customer organization is using Internet-hosted POP3 or IMAP4 mailboxes, you can use the Microsoft
Online Services Migration Tools to migrate the contents of those mailboxes to Exchange Online. It is not
possible to establish e-mail coexistence with Internet-hosted POP3 or IMAP4 mailboxes.
The steps involved in migrating Internet-hosted POP3 and IMAP4 mailboxes to Exchange Online are:
o Create user accounts
o Determine your Internet server access method
o Create a comma separated values (CSV) file
o Import the list of mailboxes
o Run the Internet Mailbox Migration Wizard
If you are migrating groups of user mailboxes over time, repeat these steps for each group until you
have migrated all of your POP3 and IMAP4 mailboxes to Exchange Online.

Step 1: Create User Accounts

Before migrating Internet-hosted POP3 or IMAP4 mailboxes, you must create the Microsoft Online
Services user accounts to which you will migrate the mailbox contents.
►To create user accounts
1. Sign in to the Microsoft Online Services Administration Center, select the Users tab, and then,
under Actions, click New user.
2. On the User Properties page, enter the user’s personal information, employee information,
and contact information, and then click Next.
3. On the Security Settings page, copy the temporary password and paste it into a document or
an e-mail message to distribute to the new user, and then click Next.
4. Select whether to grant this user Administrator permissions on your Microsoft Online Services
company.
5. Select whether to enable this user account, and then click Next. If you do not enable the user
account, the user will not be able to sign in to Microsoft Online Services.
6. On the Services page, assign at least one service to the new user, and then click Create.
7. On the Confirmation page, you can select to send an e-mail message containing the temporary
password of the new user account. If you want to send the message, type the e-mail
addresses you want, and then click Send.

Step 2: Determine Your Internet Server Access Method

To migrate POP3 or IMAP4 mailbox content, you must be able to access the mailboxes that you plan to
migrate. These are referred to as the source mailboxes. The Internet Message Access Protocol (IMAP)
does not specify a standard mechanism for administrative access. As a result, Internet e-mail providers
have developed a wide variety of administrative access methods. The Microsoft Online Services
Migration Tools support several authentication methods to access the source mailboxes.
The administrative access method you choose will depend on the implementation used by your Internet
e-mail server. Each of the methods offered by the Microsoft Online Services Migration Tools requires
you to construct a comma separated values (CSV) file that contains the necessary authorization
credentials. The structure of the CSV file will be determined by the type of administrative access
provided by your Internet mail server.
Each CSV file will contain some of the following fields:

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  SourceIdentity (required)
 SourceServer (required)
 SourceLoginID (required)
 SourcePassword (optional)
 TargetIdentity (optional)
 SourceRootFolder (optional)
The following sections give examples of the CSV structures for each of the supported IMAP mail server
administrative access methods:
 Combined Administrator/User ID Login
 Manually combined UserID and Administrator ID login
 Source root folder
 Individual mailbox credentials
Consult your Internet e-mail provider’s documentation to determine which option to select.

Combined Administrator/User ID Login

This is the default option of the Microsoft Online Services Migration Tools. When you run the migration
tools, they construct the login name for the source e-mail server based on the SourceLoginId value that
you provide in the CSV file and the source Administrator user name that that you provide in the
migration tools. This login name takes the form AdminUserName/SourceLoginID.
The following example shows a header row and two entries in a CSV file for the combined
Administrator/User ID Login type of IMAP mailbox access. The fields required in this method are:
SourceIdentity, SourceServer, and SourceLoginID. You provide the Administrator credentials in the
Microsoft Online Services Migration Tools user interface.
SourceIdentity,SourceServer,SourceLoginID
[email protected],CS050,SourceUser01
[email protected],CS050,SourceUser02

Source Root Folder

Some IMAP systems allow administrative access when you log on as Administrator and then access
mailboxes relative to the root folder.
To use this SourceRoot Folder option in the Microsoft Online Services Migration Tools, specify the
AdminUserName in the SourceLoginID field of your CSV file, and indicate the source root folder that you
need to migrate in the SourceRootFolder field of the CSV file. You provide the Administrator credentials
in the Microsoft Online Services Migration Tools user interface.
The following example shows a header row and two entries in a CSV file for the Source Root Folder type
of mailbox access. The required fields are: SourceIdentity, SourceServer, SourceLoginID, and
SourceRootFolder.
SourceIdentity,SourceServer,SourceLoginID,SourceRootFolder
[email protected],mail01,AdminUserName,~/mail/SourceUser01
[email protected],mail01, AdminUserName,~/mail/SourceUser02

Individual Mailbox Credentials

If Administrator logon is not supported by your Internet e-mail server, you must specify the credentials
for each entry in the CSV file.

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The following example shows a header row and two entries in a CSV file for the Individual Mailbox
Credentials type of mailbox access. The required fields are: SourceIdentity, SourceServer, SourceLoginID,
and SourcePassword. The SourceRootFolder field may be required in some cases.
SourceIdentity,SourceServer,SourceLoginID,SourcePassword,SourceRootFolder
[email protected],mail01,AdminUserName,AdminPassword,
~/mail/SourceUser01
[email protected],mail01,
AdminUserName,AdminPassword,~/mail/SourceUser02
In this case, select Use individual account credentials in the Microsoft Online Services Migration Tools,
because both the admin user name (SourceLoginID) and the password (SourcePassword) are contained
in the CSV file.

Manually Combined User ID and Administrator ID Login

Some servers support the combination of SourceUser*AdminUserName in the CSV file. This entire string
must be included in the SourceLoginID entries. You must also provide the Administrator password in the
CSV file instead of providing this information in the Microsoft Online Services Migration Tools user
interface as is done in the Combined Administrator/User ID Login method.
The following example shows a header row and two entries in a CSV file for this type of IMAP mailbox
access. The required fields are SourceIdentity, SourceServer, SourceLoginID, and SourcePassword.
SourceIdentity,SourceServer,SourceLoginID,SourcePassword
[email protected],mail01,SourceUser01*AdminUserName,AdminPassword
[email protected],mail01,SourceUser02*AdminUserName,AdminPassword
In this case, when you run the Microsoft Online Services Migration Tools you must select Use individual
account credentials because both the admin user name (SourceLoginID) and the password
(SourcePassword) are contained in the CSV file.

Step 3: Create a Comma Separated Values File

After determining the Internet server access method for your Internet mailboxes, you must create a CSV
file with a header row containing appropriate columns and a row for each mailbox to be migrated. You
can use Microsoft Office Excel to create the CSV file.
►To create a CSV file
1. Open a blank Excel worksheet. In the worksheet, create a header row with the following
values:
 SourceIdentity (required)
 SourceServer (required)
 SourceLoginID (required)
 SourcePassword (optional)
 TargetIdentity (optional)
 SourceRootFolder (optional)
2. Add a row with the appropriate account information in each column for each mailbox to be
migrated.

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 The following table shows you a sample section of a mailbox list.
SourceIdentity SourceServer SourceLoginID SourcePassword TargetIdentity

[email protected] e045 testuser001 Password!1 [email protected]

[email protected] e045 testuser002 Password!2 [email protected]

3. After you have entered the account information for each mailbox to be migrated, on the File
menu, click Save As, provide a file name, select CSV (Comma delimited) from the Save as type
drop-down list, and then click Save.
4. After you save the worksheet as a CSV file, each value in the mailbox list will be separated by a
comma, as shown in the following example:
SourceIdentity,SourceServer,SourceLoginID,SourcePassword,TargetIdentity
[email protected],e045,testuser001,Password!1,[email protected]
[email protected],e045,testuser002,Password!2,[email protected]

Step 4: Import the Mailbox List

After you have created the CSV mailbox list file to be migrated, you import the mailbox list to the
Microsoft Online Services Migration Tools.
►To import the mailbox list
1. Click Start, click All Programs, click Microsoft Online Services Migration Tools, and then click
Microsoft Online Services Migration Console.
2. In the navigation pane, click Internet Mail, and then, in the Actions pane, click Add Mailboxes.
3. In the Add Mailboxes dialog box, click Browse, select your CSV file, and then click Import.
4. In the Actions menu, click Remove Selected Mailboxes to remove mailboxes from the list of
mailboxes to migrate.

Note: Mailboxes that do not yet have corresponding accounts in Exchange Online will be
marked as not ready to migrate.

Step 5: Run the Internet Mailbox Migration Wizard

When you have verified that the mailbox list displays the correct mailboxes, run the Internet Mailbox
Migration Wizard to copy the mailbox content from the selected mailboxes to Exchange Online.
►To copy mailbox content from selected mailboxes to Exchange Online
1. Click Start, click All Programs, click Microsoft Online Services Migration Tools, and then click
Microsoft Online Services Migration Console.
2. In the navigation pane, click Internet Mail, and then, in the Actions pane, click Migrate selected
Mailboxes.
3. On the Select Mailbox Type page of the Internet Mailbox Migration Wizard, select the type of
mailbox that you want to migrate. You can select one of the following types:
o POP
o IMAP
The Internet Mailbox Migration Wizard provides the following options:

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  Select folder mapping
 Select date range to migrate
 Migrate the contents of selected mailboxes

Select Folder Mapping

When selecting IMAP mailboxes, you can specify how folders in your Internet mailboxes are mapped to
folders in your Exchange Online mailboxes. There are two types of folder mapping:
 Default Folder Mapping: This option uses a predetermined folder mapping.
 Custom Folder Mapping: This option uses a custom map file that you create. With this file, map
the folder structure of your Internet mailboxes to the default folder structure in Exchange
Online or to a custom folder structure. To create this file, you can modify the default folder
mapping table that is installed with the Microsoft Online Services Migration Tools. By default,
the folder mapping table is installed in the Program Files\Microsoft Transporter Tools\Config
folder. For more information about creating a custom folder mapping, see Map to Custom
Folders.
►To select folder mapping
 On the IMAP Folder Mapping page of the Internet Mailbox Migration Wizard, select Use the
default folder mapping.
OR
 Select Use a custom folder mapping, and then click Browse to select your custom folder
mapping file.

Select Date Range to Migrate

When migrating Internet mailbox content, you can select the date range of mailbox content to migrate.
►To select the date range
 On the Select Date Range page of the Internet Mailbox Migration Wizard, select Date range and
then click the calendar buttons to specify a start date and an end date.
OR
 Select All e-mail to migrate all e-mail in the Internet mailbox.

Migrate the Contents of Selected Mailboxes

►To migrate the contents of selected mailboxes
 After reviewing the selected mailboxes on the Review Selected Mailboxes page, click Migrate to
begin copying mailbox content from your Internet mailboxes to Exchange Online.

Note: The Internet Mailbox Migration Wizard copies the most recent mailbox content
first. If the size of the Internet mailbox is larger than the size allowed in Exchange Online,
the migration process stops when the Exchange Online mailbox is full. The user cannot use
the Exchange Online mailbox until enough mailbox content is deleted to reduce the mailbox
size below the Exchange Online mailbox size limit.

For more information about migrating local POP3 and IMAP4 mailbox content to Microsoft Online
Services, see Migrate Internet POP3 and IMAP4 Mailboxes.

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Migrating Conference Rooms
A conference room is used as a calendaring resource when users create meeting requests. Microsoft
Exchange Server uses resource mailboxes to represent conference rooms. Conference rooms appear in
the global address list (GAL) in Microsoft Office Outlook and Outlook Web App (OWA). Users can reserve
a room by adding the conference room e-mail alias to meeting requests in Office Outlook desktop
application or Microsoft OWA.
Service administrators can create conference rooms in the Microsoft Online Services Administration
Center. You can choose to have the conference rooms automatically booked, or you can delegate
specific users to manually manage meeting requests for conference rooms. The size of a conference
room resource mailbox is 50 megabytes (MB). If required, this size can be increased to 100MB by
submitting a support request (SR) with Support.
If you are synchronizing conference room with the Directory Synchronization Tool the room must be
pre-created in the Microsoft Online Services Administration Center and the resource SMTP address must
match the on-premise conference room. This can be problematic in complex migrations where on-
premise users are not able to view the Free/Busy properties of the conference room. This is why
conference room migrations need to be coordinated with users who will schedule these rooms. As a
result, you can allow the synchronization to occur as it normally would. When ready to migrate the
rooms delete them and add them back as conference rooms in the Microsoft Online Services
Administration Center with the appropriate SMTP address. During the next synchronization cycle of
Directory Synchronization Tool the rooms will match up and migrate properly.

Conference Room Content Migration

To perform an on-premise conference room content migration you must follow a series of steps both in
the Administration Center and on-premise environment. These steps assume you already have an on-
premise conference room with an e-mail SMTP domain address that is already verified in the Microsoft
Online Company ([email protected])
Open the Administration Center perform the following steps:
1. Select the Service Settings tab and click New conference room under the Actions pane.
2. In the wizard, enter the new conference room information and click Create.
The e-mail alias and domain( SMTP address) used during creation must be the same as the on-
premise conference room.
3. After the conference room is created, sync the conference room with the Directory
Synchronization Tool (DirSync).
4. Verify synchronization has occurred or force directory synchronization.
5. Migrate the conference room.
Once migrated use Outlook 2007 or Microsoft Online Outlook Web Access to open the conference room
mailbox to verify that the on-Premise conference room mail content was properly migrated.

Assigning Conference Room Permissions

When you sign in with a service administrator account, the Office Outlook 2007 client is capable of
configuring conference room permissions by connecting to the Calendar folder of a conference room.
To do this, perform the following steps from within Outlook. In this example, the conference room is
named Tracey.. It is recommended that you prefix conference rooms with an underscore (_) so they
appear at the top of the Global Address List.

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 1. In Outlook, click File, Open, and then Other User’s Folder. You will be presented with the
following dialog box.

2. Click Name to search for and select the conference room to set permissions on.
3. In Folder type, select Calendar and click OK.
4. When the Calendar for the conference room loads, right-click the conference room and choose
Properties.
5. Select the Permissions tab.

6. Assign the required permissions for the conference room.

Finish Mailbox Migration

After migrating all of your mailboxes to Microsoft Exchange Online, you should be ready to complete
your migration. The three remaining steps are:
 Conduct post migration services testing
 Disable coexistence
 Delete mailboxes
 Reroute incoming mail
 Decommission your local Exchange Server environment

Post Migration Service Testing

After the mailbox migration is completed, partners should conduct post-migration service testing. See
Appendix C for a sample post-migration service test plan.

Delete Local Mailboxes

To prevent confusion and to simplify supporting e-mail users, we recommend that you delete local
mailboxes as soon as possible after migrating the mailbox content.
If you are migrating from Internet-hosted POP3 or IMAP mailboxes, you can contact your Internet
mailbox hosting company and have those mailboxes deleted any time after you have migrated their
contents to Exchange Online. Check with your Internet mailbox hosting company to see if it has any
mailbox retention policy.

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If you are migrating from local Exchange Server mailboxes to Exchange Online, you can use the Delete
Mailbox Wizard in the Microsoft Online Services Migration Tools to delete selected local Exchange
Server mailboxes.

Important: By default, Exchange Server disconnects deleted mailboxes for a period of 30 days, before
permanently deleting them. You can reconnect deleted local Exchange Server mailboxes at any time
during this period. For more information about deleting and recovering deleted Exchange Server
mailboxes, see the Microsoft Help and Support article “How to Recover a Deleted Mailbox in Exchange”
(http://support.microsoft.com/kb/274343).

►To delete local Exchange Server mailboxes

1. Click Start, click All Programs, click Microsoft Online Services Migration Tools, and then click
Microsoft Online Services Migration Console.
2. In the navigation pane, under Microsoft Exchange, click Mailboxes Already Migrated, select
the mailboxes to delete, and then, in the Actions pane, click Delete local mailboxes.
3. On the Review Mailboxes page of the Delete Mailbox Wizard, verify the list of mailboxes to
be deleted, and then click Delete.

Note: To see history and status for users whose mailboxes have been deleted, you can
review the migration log file at:
[Drive]:Documents and Settings\[Username]\Local Settings\Application
Data\Microsoft\Transporter\Logs

Reroute Incoming Mail

If you have established e-mail coexistence, all e-mail that is addressed to a customer’s domain is still
being routed to the local Exchange Server environment and then forwarded to the Exchange Online
service. If the customer does not have any e-mail–enabled applications or other reasons to continue
using the local Exchange Server environment, it is safe to change the mail exchanger (MX) record to re-
route all e-mail that is addressed to the customer’s domain.

Note: The procedure presented in this section requires you to access your domain account with
your domain registrar. Contact your domain registrar if you need help accessing your domain
account.

►To enable Microsoft Online Services to receive incoming e-mail

1. Sign in to the Microsoft Online Services Administration Center using your Administrator user
name and password.
2. Navigate to the Service Settings tab, click Exchange Online, and then in the Domains pane, click
your domain name (for example, contoso.com).
3. On the SMTP Domain Properties tab of the Edit Domain window, select Authoritative.
4. On the Inbound messaging tab, click Enable.
5. In the Enable Inbound Messaging Wizard, click Enable.
6. On the Confirmation details page, carefully read and follow the instructions.
7. Log on to your domain registrar's Web portal, access your domain account settings, and add a
highest-priority MX record for the domain that you enable to receive inbound messages.

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 8. Copy your Microsoft Online Services MX record information (similar to
mail.global.frontbridge.com), and then enter this information into the appropriate MX record
location in your domain account.
9. Save the changes to your MX records and log off your domain registrar account.
10. Close the Enable Inbound Messaging Wizard.

Note: You can have more than one MX record, but the one pointing to your Microsoft
Online Services account must be the highest-priority MX record.

To confirm that enabling inbound messaging was successful, send e-mail messages from an account on
another service, such as Microsoft Hotmail, to e-mail addresses in your Microsoft Online Services
account. When you start receiving these test messages, your other users should expect their e-mail
messages to arrive at their Microsoft Online Services accounts as well. The test message may take
anywhere from 15 minutes to 72 hours depending on replication among registrars.

Note: When you change your MX record to direct incoming e-mail to your Microsoft Online Services
mailboxes, a “change of address” notice is sent out to the Internet. It can take up to 72 hours before all
systems become aware of the change and start routing e-mail to your Exchange Online service. If you do
not receive e-mail messages at your Microsoft Online Services account after 72 hours, log on to your
domain registrar's Web portal, access your domain account settings, and verify that you have entered
the MX record information correctly. MX lookup tools can help you determine when your MX records
are updated. These tools can be found by searching the Internet for "MX lookup".

Decommission Local Exchange Server Environment

After deleting the customer’s local mailboxes and rerouting incoming mail, you can safely decommission
the customer’s local Exchange Server environment if there organization does not have any e-mail–
enabled applications or other legacy applications that require the customer to maintain the
environment. It is best practice to backup the on-premise environment prior to decommissioning.
Leaving the environment available for message retrieval is discouraged as it can affect adoption of the
Online service.

Enable Exchange Hosted Archiving (EHA)

Exchange Hosted Services Archive (EHA) is embedded in the Microsoft Exchanged Hosted Services (EHS)
network and provides a repository that stores e-mail and instant messages. Using EHA, organizations
can manage increasingly complex retention, compliance, and regulatory requirements. EHA receives a
message and after being filtered the clean message is delivered to the corporate mail server. A copy is
made and stored in a security-enhanced online message repository.
Once the message is captured, the archive system applies full text indexing to the header, subject line,
message body and a variety of common business attachments. The archive can be accessed via a
security-enhanced, Web-based application that is separate from the corporate mail server. If the
primary e-mail system goes down, EHA can still be accessed and can send and receive new messages in
real-time.
At present time, EHA cannot be enabled for the customer until the customer’s domain is set to
authoritative for Exchange Online mail services.

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Purchasing EHA
If a BPOS Standard customer wants to add EHA, they should contact their partner or locate a partner by
visiting the Microsoft Exchange Hosted Services page at http://www.microsoft.com/online/exchange-
hosted-services/buy.mspx.
The customer that purchases Exchange Hosted Archive receives a welcome e-mail with a URL, Username
and Password for their Web access to Exchange Hosted Archive. The e-mail will also contain an e-mail
address (for example, [email protected]) needed to create the archive
contact.
If the customer has not received the e-mail, they must contact the partner from which they purchased
Exchange Hosted Archive.

Enable EHA Services for Existing Customers

A customer may already have an EHA account, similar to the following:
 [email protected]
 [email protected]
Customers with an existing EHA account can apply their EHA service with their Exchange Online
subscription. Upon request, Technical Support can create the special Contact and Distribution List that
enables archiving on behalf of the customer via an Easy Assist session. This will require written
permission from the customer.
The EHA service can also be set up by the partner or the customer. This requires the customer to log in
to the Microsoft Online Administration Center and create a new Contact and Distribution List.
►To enable EHA services
1. Log in to the Microsoft Online Administration Center, select Service Settings, select Exchange
Online, select Contacts, and select Add New Contact.
2. Enter the following information in the fields:
 First Name: EHS
 Last Name: Journaling
 Display Name: EHS Journaling
 E-Mail Address: [email protected]
3. Click Create.
4. In the Microsoft Online Administration Center, select Service Settings, select Exchange Online,
select Distribution Lists, and select New Distribution List.
5. Enter the following information in the fields:
 DisplayName: EHS Archiving Group
 Email Alias: This can be anything (this field isn't used for archiving purposes).
 Allow External Senders: Leave it unchecked to prevent unwanted e-mails.
6. Click Next.
7. Select users to be part of the EHS Archiving Group.
8. Click Create when finished.

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 Note: You can come back to edit this group membership at any time. Any user that is part of
this group will have their e-mails archived. Users that are not members of this distribution list will
not be archived.

More Information
 About Exchange Hosted Archive
 Set Up Exchange Hosted Archive
 Log On to the Hosted Archive Web-based interface

Advanced Topics
This section provides more detailed information about Exchange Online migration processes.

How E-Mail Coexistence and E-Mail Migration Work

This section provides a deeper look at how e-mail coexistence and e-mail migration work. Microsoft
Online Services can establish e-mail coexistence between your local Exchange Server environment and
Exchange Online. A key part of e-mail coexistence is establishing one-way directory synchronization of
all user accounts and e-mail enabled contacts and groups from your local Active Directory directory
service to Microsoft Online Services.
The stages of e-mail coexistence and migration are:
 Add and validate SMTP domains to Exchange Online
 Install and configure directory synchronization
 Activate directory synchronized users
 Migrate mailbox content
 Delete local Exchange Server mailboxes
Throughout this section, we will assume that you are working for an organization named Contoso and
that it has registered the Internet domain name of contoso.com. We’ll be discussing a single member of
that organization, whose SMTP e-mail address is [email protected].

Add and Validate SMTP Domains to Exchange Online

When you register with Microsoft Online Services, you are provided with a domain that looks similar to
company.microsoftonline.com. You can use this domain as long as you want, but most organizations
prefer to use domains that more clearly represent them. In most cases, these organizations already have
a registered domain name that they use as part of their SMTP e-mail addresses.
You can add your registered domain to Microsoft Online Services. After you have verified that you own
the domain, you can begin to use this domain with Microsoft Online Services. For information about
adding your domain to Microsoft Online Services, see the Microsoft TechNet article “About Using Your
Domain with Microsoft Online Services” (http://technet.microsoft.com/en-us/library/cc742691.aspx).

Install and Configure Directory Synchronization

The first time that the Microsoft Online Services Directory Synchronization Tool runs, it creates disabled
accounts in Microsoft Online Services for all user accounts and mail-enabled contacts and groups in your
local Active Directory. These accounts do not yet have Microsoft Online Services mailboxes.

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The user account in the local Exchange Server environment has an SMTP e-mail address similar to
[email protected]. Directory synchronization creates a disabled Microsoft Online Services account for
that user. There are two SMTP addresses assigned to this user: [email protected] and
[email protected]. The target address is [email protected].
Directory synchronization creates a synchronized Global Address List (GAL) and establishes mail
forwarding from Microsoft Online Services to your local Exchange Server mailboxes using the target
addresses assigned to the disabled accounts. This enables the full GAL experience for Microsoft Online
Services users.
Your company’s MX records still resolve to your local Exchange Server environment. All e-mail addressed
to your domain will be routed to your local Exchange Server computers.

Activate Directory Synchronized Users

Before you can migrate mailbox content to Exchange Online, you must activate the users whose mailbox
content you want to migrate. Activating users assigns them an Exchange Online mailbox and removes
the target address from their Microsoft Online Services account.
The user’s SMTP address in the local Exchange Server environment remains unchanged. After activation,
the target address has been removed from the user’s Microsoft Online Services account,
and activated users will have two valid mailboxes: one on the local Exchange Server environment and
the other in Exchange Online. All external mail and mail sent from your local Exchange Server
environment to the activated users will be delivered to their local Exchange Server mailboxes and all
mail from any Microsoft Online Services account will be delivered to their Exchange Online mailboxes.

Note: To minimize confusion and support costs, Microsoft Online Services recommends migrating
and deleting the local Exchange Server mailboxes of activated users as quickly as possible.

Migrate Mailbox Content

You can use the Microsoft Online Services Migration Tools to migrate the mailbox contents of selected
users. During this process, the Microsoft Online Migration Tools retrieve the Microsoft Online SMTP
addresses of these users and create contacts as alternate recipients in the local Active Directory. All e-
mail addressed to these users will be forwarded to these alternate recipients and a copy of each e-mail
will be left in their local Exchange Server mailboxes.
The Microsoft Online Services Migration Tools add a contact with the target address of
[email protected] to the local Exchange Server environment as an alternate recipient
for e-mail addressed to the user. All e-mail addressed to the user that arrives at the local Exchange
Mailbox will be forwarded to the Exchange Online mailbox.
The Microsoft Online Services Migration Tools extract the rich Exchange Server mailbox content (such as
e-mail, calendar, contacts, tasks, notes, and journal entries) from the local Exchange Server mailboxes
and copy this content to the Exchange Online mailboxes. This content is compressed to optimize
bandwidth usage. It is transmitted from the computer running the migration tools to Microsoft Online
Services over SSL/TLS.
During the transfer process, the Microsoft Online Services Migration Tools resolve message header
addresses to SMTP addresses and rewrite the addresses to preserve users’ ability to reply to existing
messages, even after the content has been migrated to new mailboxes.

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Delete Local Exchange Server Mailboxes
At this stage, your users still have two mailboxes. In this configuration, it is easy for them to lose or miss
e-mail. After their local Exchange Server mailbox content has been migrated, we recommend deleting
their local Exchange Server mailboxes as soon as you are comfortable with Exchange Online.
You can use the Delete Mailbox Wizard in the Microsoft Online Services Migration Tools to help you
remove the local Exchange Server mailboxes. This wizard deletes the local alternate recipient and
disconnects the mailbox. For each user, it adds the user’s Exchange Online target address as a forwarder
on the local Active Directory account, so all mail addressed to the user will continue to be forwarded to
Exchange Online.
The migration tools remove the user’s alternate recipient contact from the local Active Directory. They
add [email protected] as the target address for e-mail addressed to the user.
Therefore, even though the user no longer has a local Exchange Server mailbox, all e-mail addressed to
user @contoso.com will be forwarded to the Exchange Online mailbox.
Because Exchange Server disconnects deleted mailboxes but does not delete them immediately, you can
reconnect deleted Exchange Server mailboxes and fall back from your Exchange Online deployment if
you choose.
By default, Microsoft Exchange disconnects deleted mailboxes for a period of 30 days before
permanently deleting them. You can reconnect deleted local Exchange Server mailboxes any time during
this period. Before relying on the ability to reconnect deleted mailboxes, make sure you know what the
mailbox retention period is in your local Exchange Server environment. For more information about
deleting and recovering deleted Exchange Server mailboxes, see the Microsoft TechNet article How to
Recover a Deleted Mailbox in Exchange.
You should repeat the steps covered in “Activate Directory Synchronized Users,” “Migrate Mailbox
Content,” and “Delete Local Exchange Server Mailboxes” until you have activated all of your users and
migrated the contents of all of your local Exchange Server mailboxes. At this point, if you don’t have any
e-mail–enabled applications or other legacy applications that require a local Exchange Server
environment, you can change your MX records to direct all e-mail to your Exchange Online service, and
eventually decommission your local Exchange Server environment.

How Directory Synchronization Works

This section provides deeper information about directory synchronization.

How Directory Synchronization Uses the Microsoft Online Services Credentials

When configuring the Microsoft Online Services Directory Synchronization Tool, you are asked to
provide the credentials for an account that has Administrator permissions on your organization's
Microsoft Online Services company. These credentials must be provided in the following format:
 [email protected]
You can provide credentials for any valid Administrator account in the Microsoft Online Services
Administration Center, or you may create a special account dedicated to this use.

Important: All Microsoft Online Services accounts require periodic password changes. When you
change the password associated with this Administrator account, you must run the Microsoft Online
Services Directory Synchronization Tool Configuration Wizard again and provide the new password.

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When the directory synchronization service runs, it reads from your local Active Directory and writes the
changes to the synchronization database. The directory synchronization service writes the contents of
the synchronization database to Microsoft Online Services using the Microsoft Online Services
Administrator credentials that you provided.

How Directory Synchronization Uses Active Directory Credentials

When configuring the Microsoft Online Services Directory Synchronization Tool, you are asked to
provide the credentials for an account that has Enterprise Admin permissions on your organization's
local Active Directory service. It accepts credentials in either of the following forms:
 [email protected]
 Example\someone
These Enterprise Administrator credentials are not saved. They are erased from the computer's memory
after the service account is created.

How the Active Directory Credentials Are Used

The Microsoft Online Services Directory Synchronization Tool Configuration Wizard uses the Enterprise
Admin credentials to create the directory synchronization service account, MSOL_AD_Sync. This service
account is created as a domain account with directory replication permissions on your local Active
Directory and with a randomly generated complex password that never expires.

Note: Changing the password associated with the service account is not recommended.

How the Service Account Is Used

When the directory synchronization service runs, it uses the service account credentials to read from
your local Active Directory and write to the synchronization database. The contents of the
synchronization database are written to Microsoft Online Services using the Microsoft Online Services
credentials requested on the Microsoft Online Services Credentials page of the Microsoft Online Services
Directory Synchronization Tool Configuration Wizard.

Note: If you add a domain to your Active Directory forest, you must run the Microsoft Online
Services Directory Synchronization Tool Configuration Wizard again to add the new domain to the
list of domains to be synchronized.

How to Force Directory Synchronization

There may be times when you don't want to wait up to three hours for directory synchronization to copy
changes from your local Active Directory user accounts and e-mail enabled contacts, and groups to the
Microsoft Online Services directory. For example, if you terminate an employee's employment, you may
want to immediately disable or delete their Active Directory account to prevent continued access to
your e-mail system and network resources. In this situation, you may want to force immediate directory
synchronization. You can do this by running the Microsoft Online Services Directory Synchronization
Tool Configuration Wizard or by running Start-OnlineCoexistenceSync from the Migration Command
Shell.

E-Mail Migration
Exchange Online supports two types of e-mail migration:

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  Migration from Internet-hosted POP3 or IMAP4 mailboxes
 Migration from local Exchange Server mailboxes

Migration From Internet-Hosted POP3 and IMAP4 Mailboxes

This section provides deeper information about migrating mailbox content from POP3 and IMAP4
mailboxes.

Internet Mailbox Folder Mapping

Default folders use special handling and are created automatically when a mailbox is created. The
following default folders are supported in Exchange Online:
 Inbox
 Outbox
 Sent Items
 Drafts
 Deleted Items
 Junk E-mail
 Journal
 Notes
 Calendar
Custom folders are folders that are created by users after a mailbox is created. The Microsoft Online
Services Migration Tools support mapping to default and to custom folders.

Map to Default Folders

The Foldermap.xml file contains the default folder mapping. The following example shows that Internet
mailbox Spam folders will be mapped to the Exchange Online Junk E-mail folder.
<Folder path="Spam">
<Property SpecialFolder="Junk E-mail" />
</Folder>
You can modify the Foldermap.xml file to control how you Internet mailbox folders will be mapped to
Exchange Online folders. For example, if the junk e-mail folder in your Internet mailbox is named Junk,
you can edit the Foldermap.xml file to reflect the folder name on the source server, as shown in the
following example:
<Folder path="Junk">
<Property SpecialFolder="Junk E-mail" />
</Folder>

Note: You can add multiple Folder entries to map several Internet mailbox folders to the same
default folder.

Map to Custom Folders

To create a custom mapping folder, modify the default folder mapping table that is installed with the
Microsoft Online Services Migration Tools. By default, the folder mapping table is installed in the
Program Files\Microsoft Transporter Tools\Config folder.

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Before you create a custom folder map, identify the folder names that are used on your Internet
mailboxes.
►To create a custom folder map
1. Locate the default folder mapping table file, Foldermap.xml.
2. Copy the file and save it with a different file name.
3. Use a text editor or an XML editor to open the new file, and edit the names of the Internet
mailbox folders that correspond to the Exchange Online default folders.
4. Save the file.
The following example shows you how to map an Internet mailbox folder named Important Mail to a
custom Exchange Online folder named Important. This custom folder will be created in the Inbox folder.
<Folder path="Important Mail">
<Property Name="Inbox/Important" />
</Folder>

Migrations From Local Exchange Server Mailboxes

This section provides deeper information about migrating mailbox content from local Exchange Server
mailboxes.

Remove Forwarding
If, after establishing e-mail coexistence and migrating some of your local Exchange Server mailboxes,
you decide to roll back your migration and return to your local Exchange Server environment, you can
use the Remove Forwarding Wizard in the Microsoft Online Services Migration Tools to help remove the
forwarding that was established on mailboxes that you migrated to Exchange Online.
►To remove forwarding
1. Click Start, click All Programs, click Microsoft Online Services Migration Tools, and then click
Microsoft Online Services Migration Console.
2. In the navigation pane under Microsoft Exchange, click Mailboxes Already Migrated, select
the mailboxes to remove forwarding from, and then, in the Actions pane, click Remove
forwarding.
3. On the Review Mailboxes page of the Remove Forwarding Wizard, verify the list of mailboxes
from which to remove forwarding, and then click Remove.

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Configure SharePoint Online
Built on Microsoft Office SharePoint Server 2007, SharePoint Online provides a single, integrated
location where users can efficiently collaborate on tasks, share documents, create project-focused sites,
manage content and workflow, search for and find organizational resources, and leveraging business
insight to make better-informed decisions.
IMPORTANT: Partners should review the Microsoft SharePoint Online Standard Service Description for
complete details about features and limitations of the SharePoint Online Standard service. The service
description is available at the Microsoft Download Center.

Deployment Assistance
SharePoint Online technical deployment assistance can be found using Microsoft Online Services Help.
SharePoint Online services are configured by selecting SharePoint Online from the Services tab (Figure 9)
at the Microsoft Online Services Administration Center.

Figure 9

Partners should be aware of these key elements in SharePoint Online when working with customers:
 Migration of existing SharePoint data: Organizations cannot migrate data from existing on-
premise SharePoint sites to SharePoint Online.
 Mail-enabled lists. SharePoint Online Standard does not support mail-enabled lists due to multi-
tenant architecture of the service. Mail can be sent from SharePoint Online as a result of a
workflow or other event, but not to SharePoint Online. As a result, mail-enabled list usage
should be reviewed in a pre-deployment environment for solution alignment.
 Search restrictions. Microsoft Office document file types and .ZIP and .PDF files are enabled for
search in the SharePoint Online environment. Custom filters are not available and search is

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 limited to site collection. A best practice is for partners to review Office document meta tags
and search taxonomy for search requirements prior to migration.

Customization Capabilities
Partners should understand the supported extensibility (or customization) features available to
SharePoint Online customers. These include:
 Use the Data Form Web Part to create applications to mash up, filter, roll up, and render
SharePoint data or data consumed from a Web service such as RSS feeds in new ways.
 Use Microsoft Office InfoPath® to design forms for workflows, provided the forms contain no
custom code.
 Use of ASMX, WCF, REST Web services to access and manipulate SharePoint files and data
remotely
 Use WebDav to collaboratively manage and edit files via HTTP
 Use Silverlight to integrate with SharePoint Online data and external data
Because SharePoint Online is a tenant-based service, the following types of extensibility are not
supported:
 Farm-wide configuration changes that alter any SharePoint server files, web.config settings,
security policy or other elements
 Server-side code that includes:
o Deployed features or solutions
o Pluggable authentication providers
o Custom Web Parts
o Site definitions
o Coded workflows
o Office Info Path 2007 forms with coded business logic
In general, any application that calls for modifications that require deployment and configuration on the
Online Services data center server are not available. This level of extensibility can be obtained only by
using the Microsoft SharePoint Online Dedicated offering.
Review the Microsoft SharePoint Online Standard Developer Guide to learn more about the
customization capabilities supported by SharePoint Online. The service description is available at the
Microsoft Download Center.

Acceptable Performance Guidelines

This section lists the objects that can comprise a SharePoint Online solution and provides guidelines for
acceptable performance for each type of object. Acceptable performance means that the system as
tested can support that number of objects, but that the number cannot be exceeded without some
performance degradation. Data regarding limitations is provided, along with notes that describe the
conditions under which the limits obtain and links to additional information where available. Partner
should use the guidelines to review your overall solution plans.
In the event the customer’s SharePoint Online solution plans exceed the recommended guidelines for
one or more objects, take one or more of the following actions:
 Evaluate the solution to ensure that compensations are made in other areas.

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  Flag these areas for testing and monitoring as you build and deploy your solution.
 Re-design the solution to ensure that you do not exceed capacity guidelines.
The following tables list the objects by category and include recommended guidelines for acceptable.
Table 8 lists the recommended guidelines for site objects.
Table 8. SharePoint Online Site Objects Guidelines

Guidelines for
Scope of impact when
Site object acceptable Notes
performance degrades
performance

Site collection 50,000 per Total farm throughput Farm

content database degrades as the number of
site collections increases.
Site collection 150,000 per Web This limit is theoretical, and is This is not a hard limit,
application dependent largely upon: and assumes a single
database server. Your
 Performance of the
environment may not
database server on which
be able to host this
the configuration
many site collections
database resides.
per Web application.
 Performance of the Web
Distributing content
servers in the farm.
databases across
 Network bandwidth
additional database
between the Web servers
servers can increase the
and the database server.
effective limit of the
number of site
collections per Web
application. You should
perform testing to
determine the actual
effective limit in your
environment.
Web site 250,000 per site You can create a very large Site collection
collection total number of Web sites by
nesting the subsites. For
example, 100 sites, each with
1000 subsites, is 100,000 Web
sites. The maximum
recommended number of
sites and subsites is 125 sites
with 2,000 subsites each, for a
total of 250,000 sites.

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 Guidelines for
Scope of impact when
Site object acceptable Notes
performance degrades
performance

Subsite 2,000 per Web The interface for enumerating Site view
site subsites of a given Web site
does not perform well as the
number of subsites surpasses
2,000.
Document 5 million per You can create very large Library
library document libraries by nesting
folders, using standard views
and site hierarchy. This value
may vary depending on how
documents and folders are
organized, and by the type
and size of documents stored.
Item 2,000 per view Testing indicates a reduction List view
in performance beyond two
thousand items. Using
indexing on a flat folder view
can improve performance.
Document file size 50MB (2GB max*) File save performance is Library, file save
proportional to the size of the performance
file. The default maximum is
50 MB. This maximum is
enforced by the system, but
you can change it to any value
up to 2 GB.
List 2,000 per Web Testing indicates a reduction List view
site in list view performance
beyond two thousand entries.
Field type 256 per list This is not a hard limit, but List view
you might experience list view
performance degradation as
the number of field types in a
list increases.
Column 2,000 per This is not a hard limit, but Library and list view
document library you might experience library
and list view performance
4,096 per list
degradation as the number of
columns in a document library
or list increases.

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 Guidelines for
Scope of impact when
Site object acceptable Notes
performance degrades
performance

Web Part 50 per page This figure is an estimate Page

based on simple Web Parts.
The complexity of the Web
Parts dictates how many Web
Parts can be used on a page
before performance is
affected.

Table 9 lists the recommended guidelines for people objects.

Table 9. SharePoint Online People Objects Guidelines

Guidelines for
People object Notes
acceptable performance

Users in groups 2 million per Web site You can add millions of people to your Web site by
using Microsoft Windows security groups to manage
security instead of using individual users.
User profile 5 million per farm This number represents the number of profiles which
can be imported from a directory service, such as
Active Directory, into the people profile store.
Security principal 2,000 per Web site The size of the access control list is limited to a few
thousand security principals (users and groups in the
Web site).

Table 10 lists the recommended guidelines for search objects.

Table 10. SharePoint Online Search Objects Guidelines

Guidelines for acceptable

Search object Notes
performance

Search index 1 per Search server

Indexed document 10 million per search index 10 million documents per index server are
supported, and one search index per index server.
This means that the effective limit of documents
per index server is 10 million.

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Table 11 lists the recommended guidelines for logical architecture objects.
Table 11. SharePoint Online Logical Architecture Objects Guidelines

Guidelines for
Logical architecture object acceptable Notes
performance

Site collection 50,000 per Web

application
Content database 100 per Web
application
Site collection 50,000 per
database

User response times

Table 12 provides guidelines for acceptable user response times for four types of user operations. Note
that the customer’s business requirements may allow longer or shorter response times than suggested.
Table 12. SharePoint Online Acceptable User Response Times

Type of operation Examples Acceptable user response time

Common operation Browsing to the home page <3 seconds

Browsing to a document library
Uncommon operation Creating a subsite <5 seconds
Creating a list
Uploading a document to a
document library
Rare operation Backing up a site <7 seconds
Creating a site collection
Long-running operation Indexing a site Varies with operation and
system configuration. All long
running operations will have
either an information or status
page.

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Enable Office Communications Online
Microsoft Office Communications Online provides real-time communications capabilities including text-
based instant messaging and integrated audio and video communication. With Office Communications
Online, organization employees can check the presence information of coworkers, regardless of their
location or time zone, and choose the best way to communicate with them.
IMPORTANT: Partners should review the Microsoft Office Communications Online Standard Service
Description for complete details about features and limitations of the Office Communications Online
Standard service. The service description is available at the Microsoft Download Center.
The features provided by Office Communications Online include:
 Instant messaging: You can perform traditional text-based communications in real time with
one or more people in the organization. You can also transfer files to the people you are
messaging.
 Audio/video communication: The Office Communications Online service delivers person-to-
person (1:1) audio and video conversations for users equipped with a headset device and Web
camera.
 Presence information: You can see the availability status and other presence-related
information for users displayed in Office Communications Online and other Microsoft Office
applications such as Microsoft Office Outlook, enabling you to choose the best method for
communicating with them.
 Directory synchronization: With directory synchronization using Active Directory directory
service, you can sign in once and gain access to all the communication options.
 Security for instant messaging: The Microsoft Exchange Server Intelligent Message Filter (IMF)
helps secure your instant messages against the spread of the most common viruses and spam.]

Manually Enabling Services

Partners should understand why—after directory synchronization has occurred with Microsoft Online
Services—Microsoft Online Services requires manually enablement of Office Communications Online
services rather than automatically activating users who have an Office Communications Online license.
Office Communications Online cannot work with an on-premise version of Microsoft Office
Communicator 2007 or with any other instant messaging programs. This means that a customer’s users
who have configured Office Communicator 2007 to work with Office Communications Online cannot
communicate with others in their company who are using on-premise Communicator.
Therefore, Microsoft Online Services provides a way for customers to manually enable Office
Communications Online so they can better plan their company’s transition to the service. Until
customers enable Office Communications Online, the Microsoft Online Services Sign In application will
not automatically configure Communicator to work with Microsoft Online Services.
After a customer enables Office Communications Online, the Sign In application will automatically
configure all instances of Office Communicator 2007 for users in the customer company who have an
Office Communications Online license. At that point, these users will be unable to use Communicator to
exchange instant messages with coworkers whose instances of Office Communicator have not been
configured by the Sign In application.

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►To enable Office Communications Online
1. In the Microsoft Online Administration Center, select the Service Settings tab and select the
Office Communication Online tab.
2. Click the Enable button.
The Enable button Office Communications Online button can also be used to disable Office
Communications Online once you have enabled it. But reconfiguring Communicator to work on-premise
again requires special assistance from Microsoft Online Services support, so consider this action
carefully.

User Client Requirements and Limitations

The following are required to use Office Communications Online:
 Users must install the Microsoft Office Communicator 2007 R2 client to use Office
Communications Online. A free trial version of Communicator 2007 R2 can be downloaded from
the Microsoft Download Center.
 You must use the latest version of the Microsoft Online Services Sign In application to configure
Office Communicator 2007. Office Communicator 2007 will not appear as an option in the Sign
In application unless you have the latest version. Download the latest version of the Sign In
application from the Microsoft Download Center.
Use of the Microsoft Office Communicator Mobile client with Microsoft Online Services is not
supported.

Network Port Configuration

Typically the Office Communicator client uses port 5061. However, after the client has been configured
for Office Communications Online, it uses 443, which is a more available port for being opened on
customer firewalls, routers and proxy devices.

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Administer Office Live Meeting
Microsoft Office Live Meeting is a Web conferencing service available to Microsoft Online Services
customers that supports effective online meetings for organizations of all sizes. The Live Meeting service
real-time communication platform provides 99.9 percent uptime availability and always-on SSL
encryption.
Customers licensed for Business Productivity Online Standard Suite are provisioned for the Live Meeting
service after directory synchronization has occurred with Microsoft Online Services.
►To enable Office Live Meeting
1. In the Microsoft Online Administration Center, select the Service Settings tab and select the
Live Meeting tab.
2. Click Administer Live Meeting.
3. If prompted to log on to the Live Meeting Administration page, use the same credentials as you
use to log on to the Microsoft Online Services Administration Center.
A new browser window will open and redirect your browser to the Live Meeting Administration
Interface. In the new browser window (Figure 10), click the Administer Account link to manage your
conference center settings. Click Help in the Live Meeting administration interface for more information
on the settings.

Figure 10

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Partner Activity
Partners can help their customers get up and running with the Live Meeting service by assisting them
with the following:
 Plan for and configure the Live Meeting service
 Complete the technical deployment
 Develop support readiness
 Enable end user training
 Announce Live Meeting availability to employees
Each of these activities is described in more details in the section that follow. Additional information
about setting up Live Meeting services can be found at the Online Adoption Resource for Microsoft
Office Live Meeting. Please note that if you follow this link and go to Step 2: Complete The Technical
Deployment, the Account Creation page applies only to the standalone Live Meeting service and does
not apply to BPOS Standard customers. The account creation process should follow existing documented
processes through Microsoft Online Services Administration Center.

Plan for and Configure Service

Partners can help customers identify their goals and scenarios for the Live Meeting service so they can
best to configure their service, train support, and educate end users on features and functionality.
The Live Meeting Needs Assessment Worksheet (see Appendix F) is available to help customer and
partners plan. It includes questions such as the following:
 How will the organization be using Microsoft Office Live Meeting?
 Describe your experience with Web conferencing? Have you used another tool?
 Any challenges with current Web conferencing tools?
 Define your target goals with Live Meeting for three months, six month and a one year. Goals,
for example, may include cutting travel by a specific percentage or increase the number of
people who receive training. Setting goals will help define the rollout plan and ensures the
customer stays on track.
 What is the number of concurrent users anticipated?

Configure Services
The Live Meeting Conference Center should be configured prior to rolling out the service to the
organization. “Configuring” means to set default preferences and features for users. This could include
assigning secure passwords, enabling recording, or establishing a default meeting size. Regardless of the
size of the organization, it is important to configure the conference center to optimize your Live Meeting
experience.
►To configure the conference center
1. In the Microsoft Online Services Administration Center, on the Service Settings tab, click Live
Meeting.
2. In the Live Meeting Settings pane, click Administer Live Meeting.
3. On the My Home page, which is the Live Meeting Conference Center, under Administer, click
Account.

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 4. On the Account Administration Home page, click a link to: Create, edit, or delete groups.
 Create, edit, or delete roles and policies.
 Delete or restore meetings and recordings.
 Set up account preferences for the organization.
The Microsoft Office Live Meeting Service Administrator’s Guide offers additional guidance on
configuring conference center policies. Also available are training classes designed especially to help the
Live Meeting Administrator understand configuration options available. To register, click here and select
the Office Live Meeting 2007 Administrator Training class.

Note: You should create a back-up Administrator account via the Administration Center. Live
Meeting recommends a company should have at least two Administrators.

Prepare Network
Partner can help the customer prepare their network environment for use with Live Meeting.
Preparation tasks include:
 Enabling the required firewall ports to access the Live Meeting servers.
 Disable authentication for Live Meeting audio and video traffic when an authenticating HTTP
proxy is employed.
 Configure the network to allow User Datagram Protocol (UDP) traffic for better audio and video
performance.
 Adjust internal routers and optimize internal network paths for audio and video traffic
(optional).
 Filter traffic (if required by the service provide SLA).
As a hosted service, Live Meeting can operate in a large variety of network topologies. Typically, the
administrator is able to make minor configuration changes to routers and firewalls to provide an
optimized user experience that does not interfere with the customer’s ability to secure their own
network. For more information on preparing the customer network for Live Meeting, see the Microsoft
Office Live Meeting Service Administrator’s Guide.
Here are additional resources when considering configurations for the Live Meeting service or the
customer environment
 Microsoft Office Live Meeting Service Security Guide
The Microsoft Office Live Meeting Service Security Guide provides an overview of the security
considerations that you should make when you use the Live Meeting service. It describes the
Live Meeting security measures available to you and outlines procedures for scheduling and
conducting secure meetings.
 Microsoft Office Live Meeting Technical Considerations
This whitepaper explains the new features of the 2007 release of Live Meeting, describe Live
Meeting’s hosting architecture, and provide technical information on commonly asked
questions

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Complete Technical Deployment
After Conference Center settings are in place, you are ready to proceed with the technical deployment.
The technical deployment consists of two components: the Live Meeting Client and Conferencing Add-in
for Outlook.
Before rolling out the Live Meeting service to the customer’s organization, it is important to determine
how the Live Meeting client or Outlook Add-in will be installed. Depending on the customer’s
infrastructure and lock-down policies, customers may need to push these components to user’s
computers through Microsoft Systems Management Server (SMS) or another application packaging tool.
Partners should also understand that to optimize the Live Meeting service, periodic upgrades are made
to the client. These upgrades can range from simple changes to preferred or required updates. Having
the latest client allows users to make use of any of the fixes included in that version. When a new client
is preferred, the user will be prompted to install an updated version if they choose upon exiting a
meeting. When a new client is required, the user will be forced to download the updated version prior to
joining a meeting. When preferred or required upgrades to the client are made available, the user is
prompted to download the upgrade before attending their next meeting, without requiring a reboot or
re-launch of the browser. IT managers can choose to disable automatic upgrades to the client and
instead roll out upgrades at their discretion.
Microsoft strongly recommends that customers plan to update their Office Live Meeting clients at
minimum every 12 months to ensure that Live Meeting users have access to the capability
improvements implemented within each Office Live Meeting 2007 client version.

Live Meeting 2007 Client

Live Meeting offers a standard Windows-based client interface for presenting and attending meetings.
The Live Meeting 2007 client is the required desktop application for presenting and attending Live
Meeting service presentations in the Windows-based environment.
Download the installation file at http://office.microsoft.com/en-us/help/HA101733831033.aspx

Conferencing Add-in for Outlook

In addition to the Live Meeting client, an optional add-in for Microsoft Office Outlook is provided to
optimize the Live Meeting end-user experience.
The Microsoft Conferencing Add-in for Microsoft Office Outlook enables a user to do the following:
 Schedule a Live Meeting from Outlook (Figure 11)
 Identify individual meeting participants as attendees or presenters
 Send separate invitations for attendees and for presenters
 Specify default meeting options and override selected defaults for specific meetings



Figure 11

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You download the Conferencing Add-in installation file at http://office.microsoft.com/en-
us/help/HA102368901033.aspx.

Support Readiness
Live Meeting offers a Core Help Desk Training Program designed to enable customers to manage Tier 1
Live Meeting support for their employees. This program helps facilitate adoption and support across the
organization by simplifying and standardizing the support process for end-users as well as providing
visibility into support issues for the IT organization.
To sign up for Help Desk Training, visit the Help Desk Training registration site. For questions related to
the training, contact [email protected].
The Help Desk Training Lesson Guide can be used to troubleshoot Live Meeting issues and answer
questions from your end users. This online resource is maintained by Live Meeting support to provide
up-to-date answers to our most frequently asked end-user questions.
In addition, the following resources are available at www.livemeeting.com/support:
 Knowledge-Base articles: A comprehensive, searchable FAQ database.
 Online support request: Provides ability to open a support ticket online.
 Phone support: Technical support available by phone.
 Resource Tools: Become familiar with the following tools:
o Microsoft Product Support Reporting Tool
o Pwconsole-debug log file: Located in directory %temp%
o UCCP logs files: Files located in %userprofile%\tracing. Registry key to enable them:
HKEY_CURRENT_USER\Software\Microsoft\Tracing\uccp\LiveMeeting
Set the subkey enablefiletracing (DWORD) to 1
o Network traces with Microsoft Network Monitor
o Office Live Meeting Performance Test (Speed Test)
100 for California, 300 Virginia, 500 Great Britain, 600 Asia

Develop End User Training

Training is the best way for new users to get up to speed on Live Meeting. Customers may want create
their own customized or internal FAQ documents to educate end-users on your company’s internal Live
Meeting policies and procedures. However, Microsoft makes a number of training resources available
including the following:
 Online Instructor-Led Training Sessions
Learn firsthand the easy ways that Live Meeting can help you hold productive and engaging
meetings and events at http://office.microsoft.com/en-us/livemeeting/HA102429721033.aspx
 On-Demand Training Sessions
Leverage these recorded versions of our instructor-led classes to attend training at your
convenience. https://events.livemeeting.com/967/11517/ondemandpublictraining.html
 eLearning Tutorial
This self-paced eLearning resource enables the learner to control the speed at which they learn.
http://www.microsoft.com/uc/molme/start_course/start_course.htm

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  Tours and Tutorials
From scheduling to presenting, this Tour covers the basics of using Live Meeting.
http://www.microsoft.com/uc/lmoc/r2/from_client/website/LMOC.html?product=LM&locale=e
n-us&page=0&status=open
 In-Product Training
Use the help function in Live Meeting to access in-product training and user guidance. Visit the
main Live Meeting Training page for additional resources. http://office.microsoft.com/en-
us/livemeeting/FX102414531033.aspx.
 Live Meeting 2007 Training This comprehensive training page includes links to Administrator
and end-user training materials. Access to live training, recorded tutorials, links to help-and-
how-to information and tours and tutorials. Live Meeting Training Center:
http://office.microsoft.com/en-us/livemeeting/FX102414531033.aspx

Announce Live Meeting Availability

The final step in a Live Meeting roll out is to let customer employees know that Live Meeting is available
to them. In announcing Live Meeting, you want to make sure to address three key questions:
1. What is Live Meeting?
Focus on the key benefits Live Meeting offers such as ability to host meetings with people
around the world, at any time, without ever having to leave your desk
2. Why did the organization purchase Live Meeting?
Present the value to the organization (for example, cost savings, decreased travel, increased
productivity)
3. How can users get started with Live Meeting?
Include how to obtain a Live Meeting account, where to find training and who to contact for
support.
Here are three ideas for how to get the work out to employees:
 E-mail: Creating an e-mail campaign is an easy and effective way to drive awareness of Live
Meeting. For sample e-mail templates, click here.
 Intranet: Having an Intranet page dedicated to Live Meeting resources enables users to quickly
and easily locate Live Meeting information such as: How to activate their account, where to go
for training, and who to contact if they have questions.
 Internal Events: Internal events are a great way to drive awareness of Live Meeting while
showcasing its benefits in real-time. Consider holding informal lunch meetings, formal town hall
meetings or simply making your next team meeting a Microsoft Office Live Meeting.

Other Resources
Here are Live Meeting materials that partners can use to help customers launch the Live Meeting
service.
 Quick Reference Help and How-To Topics
Get quick help and step-by-step instructions for the most common Live Meeting tasks with these
How-To topics. Whether you’re a novice or experienced user, business person or system
administrator, we have a How To topic just for you. http://office.microsoft.com/en-
us/livemeeting/FX102425331033.aspx
 Microsoft Office Live Meeting Quick Reference Card
This quick reference card provides easy steps for using the Microsoft Office Live Meeting

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 service.
http://www.microsoft.com/downloads/details.aspx?FamilyId=06CE50AD-6509-4B93-B6CD-
797A88B4DD4B&displaylang=en
 Getting Started with Microsoft Office Live Meeting
This guide will get you started with the Microsoft Office Live Meeting service.
http://www.microsoft.com/downloads/details.aspx?FamilyId=2CBFD726-DD67-4FEC-8FCE-
6012EA4C515F&displaylang=en
 Live Meeting 2007 Resource Center
The Live Meeting 2007 Resource Center contains valuable tools and materials to help with your
initial set-up as well as ongoing adoption of Live Meeting. Live Meeting downloads, online help,
Administrator resources, Portal resources, whitepapers and getting started resources for end-
users are available. Resource Center: http://office.microsoft.com/en-
us/help/HA102389001033.aspx

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Appendix A: Solution Alignment Workshop
Questionnaire
The questionnaire is intended to help discover details about a customer’s current environment and if
there are any gaps between Microsoft Online Services offerings and the applications the customer is
currently using. For example, you will see Public Folder questions and currently public folders are not
supported in BPOS-Standard.
Customers should be asked to fill out this questionnaire to the best of their ability.

Directory Information
1. List all Active Directory domains in the forest that you manage (all objects must exist in the same
forest)?
<Insert answer here>

2. Do you synchronize user objects between domains or otherwise represent all users in a single
domain?
<Insert answer here>

3. What is the total number of existing group objects, user objects and contact objects in the Active
Directory Forest that will be synchronized (e-mail enabled only)?

Object Class Number of Objects

Total number of User objects in the forest?
Total number of Group objects in the forest?
Total number of Contact objects in the forest?

Note: All objects will be synchronized by the Directory Synchronization Tool with no configurable filter
unless other provisioning method will be used.

4. Installing the Directory Synchronization Tool (DirSync) without manual steps requires Enterprise
Admin. Does this present a security concern?
<Insert answer here>

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SMTP Information and E-Mail Systems
5. What are the SMTP domains that need to be supported in the Microsoft Standard Online
environment?

List all SMTP domains Number of Internet MX Authoritative/External

mailboxes Record present? Relay?
for domain (Y/N) (A/ER)

6. Does your company own each primary SMTP domain that needs to be supported in the MS Online
environment?

List all domains Customer owns domain

(Y/N)

7. What messaging systems are currently supported for mailboxes that will be migrated?
(If multiple system of the same type, please use multiple lines)

Messaging Version Name Number for Coexistence Number to Location(s)

Migrate
Exchange 2000
Exchange 2003
Exchange 2007
IBM Domino
GroupWise
Other

8. How many mailboxes require data migration?

Mailbox Region Deskless Worker Standard

(500MB) (256MB-25GB)
Americas region
(North, Central, South America,
and Caribbean)
Europe region
(Europe, Africa,
and Middle East)
Asia/Pacific Region
(Asia, India, Southeast Asia,
Australia)

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9. What is the approximate average mailbox size of mailboxes to be migrated?

Mailbox Region Average Size of Mailboxes

Americas region
(North, Central, South America, and Caribbean)
Europe region
(Europe, Africa, and Middle East)
Asia/Pacific Region
(Asia, India, Southeast Asia, Australia)

10. Please complete the following table to understand Exchange-specific requirements.

Exchange Functionality Yes / No Comments

Folder Retention*
ActiveSync Policy*
BES Policy*
Journaling
FOPE Admin Center Access
Message Size Limits (non-standard)
SMTP Relay
POP/IMAP4
Attachments over 30MB*
Support for Outlook 2003
External Mail Forwarding
Other
* Microsoft Online Engineering approval may be required

Additional Comments as needed:

E-Mail Archiving
11. Please describe the customer’s e-mail archiving requirements for Exchange Hosted Archive.
<Insert answer here>

12. Please describe any e-mail archiving solution currently implemented in the customer environment
and if Historical Data Load (HDL) is required.
<Insert answer here>

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Client Information
13. What versions of Outlook are currently being used

Client Version Number of users

Outlook 2003
Outlook 2007
Pre-2003 Outlook

14. Please identify any required support for any non-Outlook e-mail clients

Client Version Number of users

Entourage 2004
Entourage 2008
POP3
IMAP4
Other (please specify)

15. On the day of migration, which version of Windows will end-users be using to access e-mail?

Operating System Number of users

Windows 2000
Windows XP (any version)
Windows Vista (any version)
Windows 7 (any version)

Mobile Messaging
16. What mobile messaging services does the customer require?

Service Current Usage Expected/Planned usage

(Number of users)? (Number of users)
Outlook Web Access (OWA)
Exchange ActiveSync (EAS)
Outlook Anywhere (RPC/HTTPS)
POP3
IMAP4
Blackberry (BES)
Other (please describe)
Note: MAPI is not a supported API and WebDAV is being deprecated.

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17. Please identify any application or services that rely upon messaging servers for transport or work
flow (SMTP/POP3/IMAP4).

Application/Service Name Version Protocol(s) used Access requirements

(Include software manufacturer)

Public Folders
18. Are Public Folders in use within any on-premise Exchange environment?
(Public Folders are not supported but data can be migrated to SharePoint)
<Insert answer here>

19. Are e-mails or faxes delivered to the desktop and with what solution?
<Insert answer here>

Other Applications
20. Have you deployed or do you expect to deploy any custom Outlook add-ons?
<Insert answer here>

21. Single Sign On (SSO) Client/Application Configuration: Is software deployed from a central
location to end-users (SCCM, Altiris, etc.)?
<Insert answer here>

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Networking
22. Complete the following table for all locations where BPOS users will reside.

Location - Region Number of Users Online Bandwidth Latency?

Services (Suite,
etc.)
Seattle - AMER
London - EMEA
Sydney - APAC

Tools to assist in discovery include Microsoft Online Speed Tests, PING, TRACERT, Outlook
Connection Status UI and MAPS. Speed Test links for regions are provided below.

Region URL
North America (Virginia) http://speedtest.microsoftonline.com
Europe & Middle East (Dublin) http://speedtest.emea.microsoftonline.com
Asia-Pacific (Singapore) http://speedtest.apac.microsoftonline.com

Customer Requirements
23. Please list any specific customer requirements not already covered that may impact delivery of
non-standard services.
<Insert answer here>

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Appendix B: Sample E-mail Migration End User
Communications
Here is an end user communication timeline and sample e-mails that the customer’s Microsoft Online
Services administrator can use to inform their managers and employees about the e-mail migration to
Exchange Online.
5 Weeks Prior to Migration Date: Send Manager E-Mail
Notify all managers that your company/organization is migrating to Microsoft Exchange Online. Tell your
managers when it is going to happen. Provide an overview of the process. Explain why you are
migrating. Give your managers tools to promote your company’s decision to make this change. Give
them information to communicate to their employees so that their employees know the migration is
coming.
4 Weeks Prior to Migration Date: Send General E-Mail
The following is a sample e-mail for the administrator to send to all organization mail users at four
weeks prior to the e-mail migration.

Subject: ACTION REQUIRED: We are migrating your mailbox to Microsoft Online!

This e-mail is your first notice that your mailbox will be migrated to Microsoft Online on <Date>.
There are many tasks that you must perform before your e-mail can be migrated. There are also
several actions you can take before migration to improve your Microsoft Online experience.
See ACTION REQUIRED BEFORE MIGRATION <insert link to before migration instructions on your
Microsoft Office SharePoint® Online site>to prepare for your migration.
You can also preview what you will need to do after your mailbox has been migrated. See
ACTION REQUIRED AFTER MIGRATION <insert link to after migration instructions on your
SharePoint site>to preview this information.
If you have any questions, check the Microsoft Online FAQ <insert link to Microsoft Online FAQ>
and the Microsoft Online Known Issues <insert link to Microsoft Online Known Issues>, or contact
support <insert your support contact information>.
Thank you,
<Your Migration or Support Contact Alias>
2 Weeks Prior to Migration Date: Send Manager E-Mail
The following is a sample e-mail for the administrator to send to all managers at two weeks prior to the
e-mail migration.

Subject: ACTION REQUIRED: Do you approve mailbox migration for these employees?
We need your approval to migrate your employees’ mailboxes to Microsoft Online on <Date>. If
we do not receive your approval, the following employees will not be migrated.

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 ACTION REQUIRED
Review the list of your employees and respond to this e-mail to let us know if they can be
migrated.
Employee Migrate?
Aaron Con
Coby Thomas

In the “Migrate?” column next to the employee, please indicate “Yes” to approve mailbox
migration. If someone’s mailbox cannot be migrated, or if you do not want them to be migrated
at this time, include that information in the “Migrate?” column.
If you have any questions, check the Microsoft Online FAQ <insert link to Microsoft Online FAQ>
and the Microsoft Online Known Issues <insert link to Microsoft Online Known Issues>, or contact
support <insert your support contact information>.
Thank you,
<Your Migration or Support Contact Alias>
2 Weeks Prior to Migration Date: Send User E-Mail
The following is a sample e-mail for the administrator to send to all mail users at two weeks prior to the
e-mail migration.

Subject: ACTION REQUIRED: We are migrating your mailbox to Microsoft Online!

Your mailbox will be migrated to Microsoft Online on <Date, Day, and Time>. Please complete
the tasks that you must perform before your e-mail can be migrated. There are also several
actions you can take before migration to improve your Microsoft Online experience.
See ACTION REQUIRED BEFORE MIGRATION <insert link to before migration instructions on your
SharePoint site> to prepare for your migration.
You can also preview what you will need to do after your mailbox has been migrated. See
ACTION REQUIRED AFTER MIGRATION <insert link to after migration instructions on your
SharePoint site>to preview this information.
If you have any questions, check the Microsoft Online FAQ <insert link to Microsoft Online FAQ>
and the Microsoft Online Known Issues <insert link to Microsoft Online Known Issues>, or contact
support <insert your support contact information>.
Thank you,
<Your Migration or Support Contact Alias>

1 Week Prior to Migration Date: Send User E-Mail

The following is a sample e-mail for the administrator to send to all mail users at one week prior to the
e-mail migration.

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 Subject: IMPORTANT! - ACTION REQUIRED: We are migrating your mailbox to Microsoft Online!
We are migrating our mailboxes to Microsoft Online on <Date>. If you do not complete the
required actions by <Date – today’s date + 1 day> your mailbox will not be migrated.
If you have already completed the actions required before migration, please ignore this e-mail.
See ACTION REQUIRED BEFORE MIGRATION <insert link to before migration instructions on your
SharePoint site> to prepare for your migration.
You can also preview what you will need to do after your mailbox has been migrated. See
ACTION REQUIRED AFTER MIGRATION <insert link to after migration instructions on your
SharePoint site> to preview this information.
If you have any questions, check the Microsoft Online FAQ <insert link to Microsoft Online FAQ>
and the Microsoft Online Known Issues <insert link to Microsoft Online Known Issues>, or contact
support <insert your support contact information>.
Thank you,
<Your Migration or Support Contact Alias>
1 Week Prior to Migration Date: Send General E-Mail
The following is a sample e-mail for the administrator to send to everyone who has completed the
migration survey and is ready to migrate. Instructions for taking the migration survey are included in
the ACTION REQUIRED BEFORE MIGRATION.

Subject: NOTIFICATION: We are migrating your mailbox to Microsoft Online!

Congratulations! Your mailbox is ready to be migrated on <Date>.
You can continue to use your current mailbox as usual until your mailbox is migrated to
Microsoft Online. After your mailbox has been migrated, you will receive a Welcome e-mail with
your Microsoft Online logon credentials and a link to instructions describing how to set up and
use your new Microsoft Online mailbox. For a preview of those instructions, see ACTION
REQUIRED AFTER MIGRATION <insert link to after migration instructions on your SharePoint
site>.
If you have any questions, check the Microsoft Online FAQ <insert link to Microsoft Online FAQ>
and the Microsoft Online Known Issues <insert link to Microsoft Online Known Issues>, or contact
support <insert your support contact information>.
Thank you,
<Your Migration or Support Contact Alias>

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1 Week Prior to Migration Date: Send Manager and Support Mail
The following is a sample e-mail for the administrator to send to the managers of the employees whose
mailboxes are being migrated, and the designated migration administrators and support people.

Subject: NOTIFICATION: These people will be migrated to Microsoft Online on <Date>.

The following people will be migrated to Microsoft Online on <Date>:
Employee Other?
Shola Aluko
Jesper Hess

Migration will begin at <Time> on <Day> and is expected to be completed by <Time>, <Day>.
The employees whose mailboxes are being migrated will receive a reminder e-mail the day
before their migration. When their migration is complete, they will receive a Welcome e-mail
with instructions describing how to use their Microsoft Online mailbox.
The following people will be performing the migration:
Administrator 1: <Name>
Administrator 2: <Name>
Administrator 3: <Name>
The following Support people will be available by phone, <phone number> and by e-mail
<Support Alias>.
Support Person 1: <Name>
Support Person 2: <Name>
Support Person 3: <Name>
Support coverage will begin at <Start Time> and run through <End Time> until this group has
been successfully migrated.
If you have any questions, check the Microsoft Online FAQ <insert link to Microsoft Online FAQ>
and the Microsoft Online Known Issues <insert link to Microsoft Online Known Issues>, or contact
support <insert your support contact information>.
Thank you,
<Your Migration or Support Contact Alias>

1 Day Prior to Migration Date: Send General Mail

The following is a sample e-mail for the administrator to send to everyone who has completed the
migration survey and is ready to migrate. Instructions for taking the migration survey are included in the
ACTION REQUIRED BEFORE MIGRATION document.

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 Subject: REMINDER: We will migrate your mailbox to Microsoft Online tomorrow!
Migration will begin at <Time> and is expected to be completed by <Time>. Support will be
available by phone, <phone number> and by e-mail <Support Alias>.
You can continue to use your current mailbox as usual until your mailbox is migrated to
Microsoft Online. After your mailbox has been migrated, you will receive a Welcome e-mail with
your Microsoft Online logon credentials and a link to the instructions describing how to set up
and use your new Microsoft Online mailbox. For a preview of those instructions, see ACTION
REQUIRED AFTER MIGRATION <insert link to after migration instructions on your SharePoint
site>.
If you have any questions, check the Microsoft Online FAQ <insert link to Microsoft Online FAQ>
and the Microsoft Online Known Issues <insert link to Microsoft Online Known Issues>, or contact
support <insert your support contact information>.
Thank you,
<Your Migration or Support Contact Alias>

After Migration Send User Welcome E-Mail

The following is a sample e-mail for the administrator to send to everyone who has been successfully
migrated after the migration team has verified that the employees’ mailbox migration and forwarding
has been successfully accomplished. It can be e-mailed or printed and distributed by hand.

Subject: ACTION REQUIRED: Get connected to Microsoft Online!

Congratulations! Your mailbox has been successfully migrated to Microsoft Online.
Your new logon credentials are:
User name: <username>@example.com
Temporary password: <password>
There are many tasks that you must perform now that your e-mail has been migrated. We
recommend setting aside two or three hours to complete them. To review the instructions and
perform the tasks, see ACTION REQUIRED AFTER MIGRATION <insert link to after migration
instructions>.
If you have any questions, check the Microsoft Online FAQ <insert link to Microsoft Online FAQ>
and the Microsoft Online Known Issues <insert link to Microsoft Online Known Issues>, or contact
support <insert your support contact information>.
Thank you,
<Your Migration or Support Contact Alias>

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Appendix C: Post Migration Services Test Plan
The following is an example of post-migration services test plan that partners and customers can use to
verify the functionality of Business Productivity Online Services Standard services.
Post Migration Services Test Plan
Directory Synchronization (DirSync)
Status Owner Notes
Tool Functionality
Create user object to verify DirSync 3 hour replication interval or force DirSync
Not Started account creation
Modify user object to verify DirSync 3 hour replication interval or force DirSync
Not Started attribute modification

Status End User Acceptance Owner Notes

Install the Microsoft Online SSO Client Download from Microsoft Online
Not Started

Not Started Configure Outlook to use SSO Client

Open Outlook and verify connectivity to
Not Started Exchange Online

Not Started Launch customer Online Portal

Not Started Authenticate using OWA verifying URL

Launch customer Online Portal verifying
Not Started URL
Launch customer SharePoint verifying
Not Started URL
Perform necessary updates to internal
Not Started URL's

Status Individual User Mailbox Migration Owner Notes

Create user’s profile and point to the
Not Started MSOL Standard service
Permission to their own mailbox post-
Not Started migration and can read/send e-mail
Permission to his/her Shared Mailboxes Send-As only available with post migration
Not Started post-migration and can read/send e-mail script
User has ability to sync their BlackBerry
Not Started device post-migration via BES
Migration of delegate permissions Applicable based on migration tool capabilities
Not Started
No unexpected NDRs for user post- Scope will need to be defined as some NDR's
migration will occur
Not Started

Status E-Mail Owner Notes

Send and receive e-mail messages to
Not Started migrated users
Send and receive e-mail messages to
Not Started non-migrated users
Send and receive e-mail messages to
Not Started external users

Not Started Send e-mail to Distribution List

Not Started Reply to e-mail from migrated users

Not Started Reply to e-mail from external users

Non-migrated user reply to e-mail Sent from migrated user prior to migration
Not Started

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 Recover deleted item from the Recycle
Not Started Bin

Not Started Email access with OWA

Not Started Reply to an e-mail with a Distribution List

Incoming mail from an external users To both Distribution List and User
Not Started

Status Calendaring Owner Notes

Not Started Meetings have been migrated

Book a meeting in a migrated conference
Not Started room
Meeting request can be accepted for an
Not Started available conference room
Meeting request is not accepted for a
Not Started pre-booked conference room
Remote booking agent is functional
Not Started where appropriate
Updated meeting requests notify all
Not Started attendees

Mobile Devices (limited to WM6, Nokia

Status Owner Notes
E and N series, iPhone 2.0)
E-mail sent from Exchange arrives at
Not Started BlackBerry
E-mail sent from BlackBerry arrives in
Not Started Exchange
E-mail sent from Exchange arrives at a
Not Started Windows Mobile device
E-mail sent from a Windows Mobile
Not Started device arrives in Exchange
Delete mail item from supported mobile
Not Started devices
Create calendar item from supported
Not Started mobile devices

Status Message Archiving (Optional) Owner Notes

Not Started Verify search functionality is present

Not Started Verify email is encrypted in transit

Verify authorized export users can export
Not Started to .pst file

Status Live Meeting Notes

Not Started Create a Live Meeting

Not Started Invite people to a Live Meeting

Not Started Initiate a LiveMeeting session

Status SharePoint Notes

Not Started Site collection

Not Started Create site

Not Started Create site collection

Not Started Add user to site collection

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 Not Started Remove user from a site collection
Create new group for a site collection
Not Started and add user

Not Started Users and groups

Not Started Add user to site

Not Started Remove user from a site

Not Started Create new group for a site and add user

Not Started Publishing

Not Started Publish a blog

Not Started Publish an RSS feed

Not Started Remove RSS viewer Web part

Not Started Documents

Not Started Create document library

Not Started Create document

Not Started Upload document to library

Not Started Lists

Not Started Create list

Not Started Add list items

Add approval workflow to list, library, or
Not Started content type
Remove approval workflow from above
Not Started list

Not Started Searches

Not Started Perform document search

Not Started Perform people search

Not Started Bulk Upload content

Upload calendar information from
Not Started Outlook

Not Started Upload Contacts from Outlook

Not Started Upload document libraries

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Appendix D: Standard Operating Procedures
A standard operating procedure (SOP) is a best practice approach to the execution of operational tasks
within the Microsoft Online Services environment. They automate user administration for customers.
Customers and/or partners are required to submit a service request (SR) that includes the SOP name
and the identity of the users who will come under the administration of the SOP. There is no cost
associated with SOP service requests.
Customer can submit two types of SOP service requests: standard and non-standard. Standard changes
apply to all BPOS customers while non-standard changes require an engineering escalation through the
Microsoft Online Services Support team before they can be approved.
Standard Operating Procedures

Include in Service
SOP Type Area Limitations
Request

Increase AD Standard All services Provide number

Object Limit required to support
customer
Populate Standard Office Provide list of users by Only available to
companyName Communication e-mail address customers using
attribute Online DirSync

Enable Standard Exchange Follow EHA steps

Journaling Online described earlier in this
document
External Mail Standard Exchange Provide list of users by
Forwarding Online e-mail address and
(Server-Side) include target address
Enable POP Standard Exchange Provide list of users by Must be requested as
Connectivity Online e-mail address users are activated
Mailbox Standard Exchange Provide username by e- Must have been
Reconnect Online mail address disconnected within
past 30 days
Deploy x- Standard Forefront Provide company name
header to Online to support
disable FOPE Protection for
spam Exchange
Change BES Standard Mobility
policy
Customer Standard Exchange Text to include in footer
Footers and Online or disclaimer
Disclaimers

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 Include in Service
SOP Type Area Limitations
Request

Recover deleted Standard SharePoint

site collection Online
Request Audit Standard Exchange Provide username(s) to Limited to user
Log Detail Online audit by e-mail account add/delete,
address(es) security group
add/delete, password
changes, and access
to mailbox by user
other than primary
owner
Disable OWA Non- Exchange Provide list of users by Cannot disable
Standard Online e-mail address or entire ActiveSync at this
company time
Increase Standard Exchange Provide list of Maximum limit is
Conference Online Conference Rooms 100MB (50MB is the
Room Mailbox default) and must be
Size requested on an
ongoing basis as
rooms are added
Convert Standard All Services Provide list of No support for using
Universal DG to distribution groups by these converted
Universal SG e-mail address or name groups with
PowerShell and must
be requested on an
ongoing basis as DG’s
are added
Set Password to Non- All services Provide list of users by A Standard change for
Never Expire Standard e-mail address service specific
accounts such as
DirSync
Blackberry Non- Mobility Provide username by e-
Device Wipe Standard mail address
Mail Retention Non- Mobility Allow for 30/60/90 day Applies to default
Policy Standard periods for mailbox or folders only (Inbox,
specific folder Calendar, Deleted
Items, Calendar, etc.)
Bypass Domain Non- Exchange Must work with
Verification Standard Online support to confirm
required steps

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Appendix E: Key Deployment Resources
Microsoft Partner Network: Quickstart Online Services
Quickstart for Microsoft Online Services is a comprehensive resource site for partners to evaluate
business and technical opportunities for the Business Productivity Online Suite and other Microsoft
Online Services.
Available at Quickstart Online Servies

Microsoft Online Services Team Blog

This blog covers topics such as recent additions to the Online Service as well as best practices and web-
based seminars.
Available at http://blogs.technet.com/msonline/

Migrate to Microsoft Online Service White Paper

This document describes how to migrate your on-premise Exchange Server mailboxes and POP3 and
IMAP4 mailboxes to Exchange Online, covering some of the same material in this guide.
Available at Microsoft Download Center

Microsoft Online Services Trial Guide

This guide provides step-by-step instructions for setting up and using a trial account for the Business
Productivity Online Standard Suite from Microsoft Online Services.
Available at Microsoft Download Center

Microsoft Online Services Migration Toolkit and Sample Planning Documents

The Microsoft Online Services Migration Toolkit contains sample planning documents partners can use
when migrating customers to the BPOS Standard.
Available at Microsoft Download Center

MOSDAL (Microsoft Online Services Diagnostics and Logging) Support Toolkit

The MOSDAL Support Toolkit collects system configuration, network configuration, service-based
applications' configuration and logging data along with performing network diagnostics. The toolkit can
be used by anyone for a variety Microsoft Online Services troubleshooting issues.
Available from Microsoft Download Center

Microsoft Online Services Help

This extensive set of Help topics provides guidance to administrators and users working with Exchange
Online, SharePoint Online, Office Communications Online and Office Live Meeting.
Available at http://www.microsoft.com/online/help/en-us/bpos/index.html

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Appendix F: Live Meeting Needs Assessment Worksheet
Partners can pose the following questions to customers to assess customer Live Meeting service
requirements.
Web Conferencing Background and Goals
 Does your organization currently use a web conferencing tool? If so, what were the main
benefits and challenges of that tool?
 (if applicable) Please share your current monthly usage and peak concurrent connection
numbers. This will enable us to provide a benchmark for your Live Meeting service.
 How will your organization use Microsoft Office Live Meeting? (e.g. sales meetings,
internal/external collaborative meetings, all-hands meetings?)
 What are your short/long-term goals with Live Meeting? (e.g. Decrease travel by X%) Setting
goals will help define your rollout plan and ensure you stay on track and drive results.
 How do you plan to achieve these goals?
 What is the timeline for deploying Live Meeting?
Live Meeting Deployment
 Are there any internal events/milestones we need to keep in mind that may impact your Live
Meeting rollout?
 Who will be your Live Meeting Administrators? (Recommendation to create a Live Meeting alias
instead of pointing users to an individual)
 Where are the bulk of your employees (information workers) located?
Technical Environment
 Have you reviewed the System Requirements for Live Meeting? http://office.microsoft.com/en-
us/livemeeting/HA102415191033.aspx
 What Operating Systems are in place today?
 Do you have any MAC users? If yes, approximately how many?
 Describe your desktop configuration (admin rights, locked-down, etc)
 Does your organization utilize SMS or another packaging tool to install software and
applications? Will you use this same technology to deploy Live Meeting?
 Does your organization need to complete testing of new applications such as Live Meeting
before making it available to the end-users? If yes, what is the average timeline for this process?
 Are there any “change freeze” times we need to keep in mind as we proceed with your rollout?
 What email program does your org use?
 What version(s) of Office does your organization use?
 Are you interested in deploying the Add-in for Outlook? This enables users to schedule their
Live Meeting sessions from Outlook.
 What internet browsers are in use?
 Do you use proxy authentication or proxy pac files to connect to the internet?
 Do you have Active Directory in place?

Audio - Video Environment

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  What audio conferencing provider does your organization use?
 Describe your audio conferencing configuration (each user has an assigned reservation-less
number, must schedule per conf call, etc)
 What is the audio capacity per conference call?
 Live Meeting offers several options for the audio component of your meetings. Please evaluate
and decide which options you will utilize:
o Standard audio dial in using your conferencing provider
o Internet Audio Broadcast (one-way VoIP)
o Two-way VoIP
 Live Meeting offers the ability to display web cams and RoundTable video during Live Meeting.
Will you be enabling the ability for employees to use web cams/RoundTable?
End-User Support for Live Meeting
 Does your organization have a centralized help desk team?
 Where are they located?
 Does your help desk support deployed applications?
 What tool(s) does your help desk use today when assisting employees?
 Explain the process if an employee needed to contact the help desk (call, email, web site, etc)
 If using customer-side support - list the support contact information (web address/phone #)
 Will you use this same process for supporting basic Live Meeting questions?
 Have you received information about Live Meeting Help Desk training for your help desk agents
to field tier 1 calls?
 Do you have a Microsoft Premier Support agreement?
Communication Planning
 Can you secure Executive Sponsorship for your rollout of Live Meeting?
 What channels are in place to communicate to employees company-wide? (email, intranet, all-
hands, etc)
 Who owns these communication channels?
 Are there limitations on how and how often you send communications?
 Do you have a New Hire communication packet? If so, can you add Live Meeting information to
it?
 Consider internal channels where you can insert Live Meeting information (ex: on your Travel
booking site)
 Can you implement an intranet or SharePoint site for Live Meeting, providing a streamlined
information channel for end-users?
 Do you have any additional incentives to offer users to try using Live Meeting?

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End-User Training Planning
 Do you have an internal training team, responsible for training employees on new applications?
 How do new employees get trained on internal applications and policies?
 What type of training do you typically make available? (live training, recorded sessions, user
guides, etc)
 Are there targeted groups who might need Live Meeting training? If yes, what departments and
what is their role?
 How can you capture end user success stories and share them with the organization? (ex:
feedback discussion or similar)

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