Tuesday, 28 February 2017

How to migrate Exchange Server Data from one Service Provider to another?

If you are using Hosted Exchange with a company that provides no Management tools at all. Any time when you need to add a new mailbox or any changes on your mailbox, you have to contact the hosting company to do it for you.  If you are planning to move them to another hosted Exchange service providers like Rackspace or any another then Check below-listed suggestions on the best way to accomplish this even you have almost no control or tools on the current hosting side.

To accomplish this, you should follow this path:

•    Move Exchange data(mailboxes) directly from their current host to Rackspace
•    Then make the necessary DNS changes and
•    Reconfigure the Outlook clients to point to the new server

Solution 1:  Migrate Exchange to Exchange via Inbuilt Exchange utility:  

First solution I would recommend you use Exmerge to export the data out of Exchange into PSTs then import them back to the new server. In this case, you should have sufficient access to run that utility, Or you can also use Stellar EDB to PST Converter to export exchange data to PST file. This tool does not require any permission settings on your account if you have EDB file (Online or Offline); it can convert it into PST format without disrupting Exchange Server Services. Later you can import PST file into Exchange Server.

Let’s consider following points if you are switching to Rackspace

1.    First, change mail storage in Outlook from the server to a PST stored locally on the computer or an in-house server.
2.    Setup Rackspace then test it before you change your MX record.
3.    Change your MX record over to Rackspace
4.    Change all your clients over to Rackspace

Note: Make sure you have turned on Cached Exchange Mode Outlook 2003 or later on all clients

5. Once everyone is pointing at Rackspace, then import PST file to the Rackspace server.

If you use Cached Exchange Mode, it will help you with getting data uploaded.  Here's how:

1. All emails locally saved in OST file for Exchange.  During this time you have local access to the mail even though it isn't connected to Exchange server. You will also receive the NEW e-mail from the server though.

2. As long as Outlook is open and connected, your offline Outlook cache will continue to synchronize with the Rackspace server over RPC over HTTPS (Outlook Anywhere).  You'll see in the bottom right corner of Outlook that folders are synchronizing or "All folders are up to date."

Solution 2: Migrate Exchange to Exchange via Outlook:

You can transfer your Microsoft Exchange data via Outlook by using following steps: Export data into a .PST file

•    Open Outlook and log into Microsoft Exchange mailbox then Select File / Import and Export.
•    Select the Export to a file option. Then Next
•    On the next window, select Personal Folder File (.pst) & then click the Next button.
•    Then choose the Include subfolders check box.of the following and select the Next button:

You will now save this .PST file. The default save location is C:\Documents and Settings\(user name)\Local Settings\Application Data\Microsoft\Outlook\backup.pst. Select the Browse button to select a different location.

After exported your .PST file then you’ll need to add your new Service Provider Microsoft Exchange email account to your email client. & then you can import you pst file to new Service Provider Microsoft Exchange email account.

Move mailboxes from the source server to another are hard enough. Some mailboxes might be corrupt and not migrate. If you want to back up your mailbox locally, you should use “Export data into a .PST file” option.

You can export mailbox data from OST files into PST files for Outlook users, and redirect new mail from their current provider to be delivered to the PST rather than the mailbox. If your OST file is huge & you don’t want to lose your data, in this case, you can use Stellar OST to PST Converter. The software converts large ost file into pst file format. The software also has the option to compress & split large pst file after conversion.

Next to create new profiles in Outlook for the users, and setup the new Rackspace Exchange accounts, connect to the new Exchange server and a new OST will be created in the new Outlook profile.  After checking everything is working correctly then change the MX records on the domain names to point to RackSpace.

Keep in mind to turn on Cached Exchange Mode, that way you can kept the data will be both in Outlook and on the Exchange Server. This way you have less chances of data loss.


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