How to Make a Smooth Transition to Office 365


Office 365 is the cloud version of Microsoft’s popular office software platform. With cloud computing software increasing in popularity, Office 365 offers several advantages. Office 365’s flexibility and ease of access make it a popular choice for many businesses. However, despite the advantages, Office 365 migration can be challenging. This is because most businesses have an existing office suite and email server in place. Proper migration of existing data is essential for business continuity and operations. Email migration is especially important due to the communication needs of most offices. Here is a brief overview of how to transition smoothly to Office 365 with a special focus on how to migrate email.

Making a Smooth Transition to Office 365:

  • Consider what is being moved
  • Consider what will change
  • Email migration 
  • Migration partners


1. Consider what is being moved

There are several different types of data that can be moved to Office 365’s cloud-based services. This can include documents, email records, contact lists, schedules, and more. Before migrating, perform an audit of company information to remove duplicates or unneeded data. Also, consider what mission critical information is to be moved and how to best approach this.

2. Consider what will change

When moving to Office 365 you gain access to a highly versatile cloud-based platform. However, understand that you do lose a bit of direct control in doing so. What was once stored locally (past records, for example) is now stored remotely by Microsoft. Consider that Microsoft's security standards are quite high and use the same specifications as high-end financial institutions. You also retain complete control over your records and who can access them.

3. Email migration

Email migration strategies offers a great deal of flexibility. You can migrate entire mailboxes on a per user basis or import your entire server. Note that while the process itself is very powerful, it does require the correct preparation. When moving individual mailboxes (IMAP) you first have to set up individual mailboxes in the cloud for each user being migrated. You also need a properly formatted CSV document containing email addresses, usernames, and passwords to access the required information. Server migration can move all of your mailboxes simultaneously or in a staged migration to only move certain email box groups and leave others on your local server. Exchange 2003, 2007, and later versions are supported.       For more information including grab a copy of our  Migration Methods Ebook  for Office 365 or our Migration Checklist.

3. Use a Migration Partner

The use of a professional migration partner should also be considered. Migrating between office software platforms involves the moving of a vast amount of information. Depending on the size and age of your business, to migrate email may involve the transferring of thousands of contacts, current messages, calendar events, and records of previous communication.

We use proven solutions that have been tested hundreds of times.   Compare that cost to the cost of a DIY migration and you will see that using a partner is cost effective and much safer.