Merging Two Office 365 Tenants to a Single M365 Domain
This project plan outlines the steps for migrating two distinct Office 365 tenants – one hosted by GoDaddy and the other utilizing a locally hosted Exchange server – into a single Microsoft 365 domain, driven by a company merger. This plan aims for a smooth transition with minimal disruption for the majority of users. Phase 1: Planning and Assessment (Estimated Duration: 4-6 Weeks)
• 1.1 Define Scope and Objectives:
o Clearly define the target Microsoft 365 domain.
o Identify all services in use within both source tenants (Exchange Online, SharePoint Online, OneDrive, Teams, etc.).
o Determine the number of users, mailboxes, and data volume in each source tenant.
o Establish clear success criteria and acceptable downtime windows.
o Identify key stakeholders and communication channels.
o Define roles and responsibilities for the migration team.
• 1.2 Tenant Analysis and Inventory:
o GoDaddy Tenant: Thoroughly document the existing configuration, user accounts, groups, licenses, SharePoint site collections, OneDrive usage, and any customizations.
o Locally Hosted Exchange: Analyze the current Exchange organization, mailbox sizes, public folders, distribution lists, and any integrations.
o Identify any potential roadblocks, such as complex configurations, large mailboxes, or specific compliance requirements.
• 1.3 Target Environment Setup:
o Provision and configure the target Microsoft 365 domain.
o Establish the desired user naming conventions and domain structure.
o Plan and configure the licensing for all users in the merged environment.
o Set up basic security and compliance policies in the target tenant.
• 1.4 Migration Strategy Selection:
o Based on the analysis, determine the most suitable migration strategy. For Exchange Online migration from GoDaddy, a staged or cutover approach using Microsoft tools might be feasible. For the locally hosted Exchange, options include cutover, hybrid (if a longer coexistence is needed), or third-party migration tools.
o For SharePoint and OneDrive, plan a migration strategy considering data volume and complexity (e.g., using the SharePoint Migration Tool or third-party solutions).
• 1.5 Communication Plan:
o Develop a detailed communication plan to keep users informed about the migration timelines, potential disruptions, and required actions.
o Prepare FAQs and support documentation.
• 1.6 Pilot Migration Planning:
o Identify a small group of representative users from both organizations for a pilot migration to test the chosen strategy and identify potential issues.
Phase 2: Pilot Migration (Estimated Duration: 2-4 Weeks)
• 2.1 Pilot Tenant Preparation:
o Prepare a subset of user accounts and data in the target tenant for the pilot.
• 2.2 Pilot Data Migration:
o Execute the chosen migration strategy for the pilot users (mailboxes, SharePoint sites, OneDrive data).
• 2.3 User Acceptance Testing (UAT):
o Pilot users thoroughly test all migrated services (email, file access, collaboration tools) and provide feedback.
• 2.4 Identify and Resolve Issues:
o Document any issues encountered during the pilot migration.
o Analyze the root causes and implement necessary adjustments to the migration plan and procedures.
Phase 3: Full-Scale Migration (Estimated Duration: Varies based on data volume and chosen strategy)
• 3.1 Prepare Source Environments:
o Communicate upcoming migration schedules to all users.
o Provide instructions for any pre-migration tasks (e.g., closing applications).
o Final synchronization of data (if applicable to the chosen strategy).
• 3.2 Migrate User Accounts and Mailboxes:
o Migrate user accounts and associated mailboxes from both source tenants to the target Microsoft 365 domain, following the chosen strategy and schedule.
• 3.3 Migrate SharePoint and OneDrive Data:
o Migrate SharePoint site collections and OneDrive data to the target tenant, ensuring proper permissions and data integrity.
• 3.4 Configure DNS Records:
o Update DNS records to point to the target Microsoft 365 environment. This step is critical for email flow.
• 3.5 Post-Migration Verification:
o Verify that all data has been migrated successfully and is accessible in the target environment.
o Conduct thorough testing of all services.
Phase 4: Post-Migration and User Support (Estimated Duration: 2-4 Weeks)
• 4.1 User Onboarding and Training:
o Provide comprehensive training and support to all users on the new Microsoft 365 environment.
o Address user queries and resolve any post-migration issues.
• 4.2 Decommission Source Tenants:
o Once the migration is complete and users are comfortable in the new environment, decommission the GoDaddy Office 365 tenant and the locally hosted Exchange server.
o Ensure all data has been successfully migrated before decommissioning.
• 4.3 Final Documentation:
o Document the entire migration process, including any challenges encountered and resolutions implemented.
o Update system documentation with the new Microsoft 365 configuration.
Key Considerations for Success:
• Communication is paramount: Keep users informed throughout the entire process. • Data integrity is crucial: Implement measures to ensure data accuracy during migration. • Minimize downtime: Plan migration windows strategically to reduce business impact. • Thorough testing: Rigorous testing at each stage is essential. • Adequate resources: Ensure the migration team has the necessary skills and tools. • Backup plan: Have a rollback plan in case of unforeseen issues.
This project plan provides a general framework. The specific steps and timelines will need to be tailored based on the detailed analysis of the two source environments and the specific requirements of the merging companies. Engaging with Microsoft FastTrack or experienced third-party migration partners can also significantly enhance the success of this complex migration.
Resources:
- https://www.shoviv.com/exchange-migration.html
- https://www.shoviv.com/pages/migrate-exchange-to-office365.html
- https://www.shoviv.com/cloud-drive-migrator.html
- https://www.shoviv.com/sharepoint-migrator.html
- https://www.shoviv.com/onedrive-to-onedrive-migration.html
- https://www.shoviv.com/sharepoint-backup.html
- https://www.shoviv.com/onedrive-backup.html
- https://www.shoviv.com/office365-backup.html
- https://www.shoviv.com/blog/how-to-migrate-sharepoint-site-to-another-site/
- https://www.shoviv.com/blog/backup-sharepoint-online-in-microsoft-365/