main logo

Microsoft 365 migration checklist

Microsoft 365 migration checklist

Planning Stage

The planning stage is critical in ensuring a smooth Microsoft 365 migration. During this phase, the main focus is on defining the migration goals, determining the scope of work, and laying out a clear timeline for the entire process. By thoroughly planning, you will minimize disruptions, allocate resources effectively, and create a blueprint for executing the migration efficiently. The goal of this checklist is to ensure that every task is clearly defined, responsibilities are assigned, and all stakeholders are aligned with the migration objectives. It also helps in identifying potential risks and ensuring that necessary tools, resources, and communication plans are in place.

Planning Stage Checklist

Checklist Task
KPI/Metric to Measure
Present Value/Status
Target
Document
Completed (Yes/No)
1. Plan IMAP migration strategy
% of strategy completed
No strategy planned
100% migration strategy created
Download IMAP Migration Strategy
2. Configure IMAP settings for source system
% of IMAP settings configured
No settings configured
100% configuration of IMAP settings
Download Batch Migration Guide
3. Migrate email data from IMAP system to Microsoft 365
% of email data migrated
No data migrated
100% email data migrated to Microsoft 365
Download Email Migration Plan
4. Test and verify email flow post-migration
% of email flow tested
No testing done
100% email flow verified after migration
Download Email Flow Test Plan
5. Resolve user issues after migration
% of user issues resolved
No user issues resolved
100% user issues resolved
Download User Support Plan
6. Provide post-migration support and training
% of users trained and supported
No support provided
100% post-migration support and training completed
Download Support and Training Plan

Now it includes all the necessary elements for a well-rounded Planning Stage of Microsoft 365 migration.

Migration Type Decision Table

Question
Criteria
Answer
Recommended Migration Type
Notes
Read Our Blog or Download Asset
1. How many users need to be migrated?
Small (under 150 users)
Small
Cutover
Best for smaller organizations with quick transition needs.
Download Migration Guide
Medium (150–500 users)
Medium
Staged/Hybrid
A gradual or hybrid approach for medium-sized organizations.
Read Our Blog on Staged Migration
Large (500+ users)
Large
Hybrid
Hybrid minimizes disruption in larger organizations.
Download Hybrid Migration Asset
2. What is the current email system?
On-prem Exchange
Exchange
Hybrid/Staged
Hybrid is ideal if keeping on-prem servers.
Read About Exchange to 365
Google Workspace
Google Workspace
IMAP/GWS Tool
Use Google Workspace tools for the migration.
Download Workspace Migration Asset
IMAP/Other
IMAP
IMAP Migration
Suitable for smaller email platforms.
Read IMAP Migration Guide
3. Do you have an on-premises Exchange server?
Yes
Yes
Hybrid
Hybrid migration is best for coexisting environments.
Download Hybrid Setup Guide 
No
No
Cutover/IMAP
Cutover or IMAP is ideal without on-prem Exchange.
Read About IMAP Migration 
4. Can the entire migration be done at once, or should it be gradual?
Immediate (All at once)
Immediate
Cutover
Cutover for fast, single-phase migrations.
Read Cutover Migration Tips 
Gradual (Over time)
Gradual
Staged/Hybrid
Gradual migrations allow testing and reduce risk.
Download Gradual Migration Asset 
5. Is email downtime acceptable?
Yes
Yes
Cutover
Downtime acceptable, cutover works well.
Read About Cutover Migration 
No 
No 
Hybrid/Staged 
Hybrid or staged minimizes downtime. 
Download Downtime Reduction Guide 
6. Are your users distributed across multiple locations?
Yes 
Yes 
Hybrid 
Hybrid migration is better for dispersed users. 
Read About Multi-location Migrations 
No 
No 
Cutover/Staged 
Easier if all users are in a single location. 
Download Local Migration Asset 
7. How much data needs to be migrated?
Small (less than 100 GB) 
Small 
Cutover/IMAP 
Suitable for smaller data sizes. 
Download Small Data Migration Guide 
Medium (100–500 GB) 
Medium 
Staged/Hybrid 
Medium data sizes benefit from staged or hybrid approaches. 
Read Medium Data Migration Tips 
Large (500 GB+) 
Large 
Hybrid 
Hybrid migration is ideal for large data migrations. 
Download Large Data Migration Asset 
8. Is coexistence with the current system needed during migration?
Yes 
Yes 
Hybrid 
Hybrid allows coexistence during migration. 
Read About Hybrid Coexistence 
No 
No 
Cutover/Staged 
No coexistence needed, use cutover or staged. 
Download Coexistence-Free Migration Guide 
9. Do you need third-party migration tools?
Yes 
Yes 
Hybrid/Staged 
Consider using third-party tools (e.g., BitTitan, Quest). 
Read About Migration Tools 
No 
No 
Cutover/IMAP 
 Built-in Microsoft tools may suffice.
Download IMAP Migration Asset 

This table provides a comprehensive view of migration decision-making, with easy access to additional resources, such as blog articles and downloadable assets, to guide users through each aspect of their migration journey.

Pre-Migration Stage Overview

The pre-migration stage is all about preparing your environment, users, and data for a seamless migration to Microsoft 365. This stage focuses on securing backups, configuring systems, and ensuring that all necessary data is ready for transfer. In this stage, you also configure your Microsoft 365 environment, set up user accounts, ensure proper security policies are in place, and make sure that all dependencies are resolved before the actual migration begins. The goal is to minimize any risks or delays during the migration process itself by setting up everything in advance.

Pre-Migration Stage Checklist

Checklist Task
KPI/Metric to Measure
Present Value/Status
Target
Document
Completed (Yes/No)
1. Back up existing data
% of data backed up and verified
No backups in place
100% data backup completed
Download Backup Plan
2. Validate infrastructure readiness
Infrastructure readiness checklist
Partial validation
100% validation
Download Infrastructure Readiness Report
3. Set up Microsoft 365 tenant
Tenant setup completed
Tenant not created
Microsoft 365 tenant fully created
Download Tenant Configuration
4. Configure domain and DNS
DNS records (MX, SPF, DKIM, DMARC) configured
DNS partially configured
Fully configured DNS settings
Download DNS Setup Document
5. Analyze existing infrastructure and workloads
MFA and security policies applied to users
MFA not enforced
MFA and DLP policies applied to 100% of users
Download Security Configuration Plan
6. Create user accounts and groups
% of user accounts and groups created
User accounts not fully created
100% user accounts and groups created
Download User Account Creation Plan
7. Establish mail flow
Mail flow and routing setup
Mail flow not configured
100% mail flow configured (MX, SPF, etc.)
Download Mail Flow Plan
8. Test mail routing and configuration
% of successful mail routing tests
No tests performed
100% successful tests
Download Mail Routing Test Report
9. User communication and training plan
% of users informed and trained
No communication plan
All users informed and trained
Download Training Communication Plan
10. Set up shared mailboxes and distribution lists
% of shared mailboxes and distribution lists set up
Shared mailboxes not set up
100% setup completed
Download Shared Mailbox Setup
11. Review and resolve dependency issues
Number of dependencies resolved
Some dependencies unresolved
100% dependencies resolved
Download Dependency Resolution Report
12. Configure compliance settings
% of compliance settings configured (e.g., retention policies)
Partial compliance settings
100% compliance settings configured
Download Compliance Settings Plan
13. Verify data integrity and access permissions
% of data integrity checks completed
No checks done
100% data checks completed
Download Data Integrity Report
14. Finalize migration timeline and tasks
% of tasks assigned and timeline finalized
Timeline incomplete
100% finalized migration timeline
Download Migration Timeline

Explanation of Key Tasks in the Pre-Migration Stage:

  • Back up existing data: Ensures a complete backup of all critical data before migration to prevent loss.

  • Validate infrastructure readiness: Assesses whether your environment is prepared for the migration.

  • Set up Microsoft 365 tenant: Configures the new Microsoft 365 tenant to receive data and users.

  • Configure domain and DNS: Ensures proper routing of email by setting up DNS records like MX, SPF, DKIM, and DMARC.

  • Set up security policies: Enforces necessary security measures, including Multi-Factor Authentication (MFA) and Data Loss Prevention (DLP).

  • Create user accounts and groups: Prepares user accounts and groups in Microsoft 365 for migration.

  • Establish mail flow: Configures mail flow to route emails correctly between the old and new systems.

  • Test mail routing and configuration: Validates mail routing to ensure there will be no disruptions.

  • User communication and training: Prepares users for the migration by informing them about the process and providing necessary training.

  • Set up shared mailboxes and distribution lists: Configures shared resources like mailboxes and distribution lists for smooth collaboration.

  • Review and resolve dependency issues: Identifies and resolves any dependency-related issues that may impact the migration.

  • Configure compliance settings: Ensures compliance policies, such as retention and encryption, are set up in Microsoft 365.

  • Verify data integrity and access permissions: Ensures all data has been validated and that permissions are set correctly for the migration.

  • Finalize migration timeline and tasks: Confirms that the timeline and task assignments are locked down before proceeding.

Migration Stage Overview

The migration stage is the actual process of transferring data, users, and systems from your current environment to Microsoft 365. This phase focuses on the execution of the migration method chosen (cutover, hybrid, staged, or IMAP), ensuring that all configurations, mail flow, and data are successfully moved. The migration stage must be meticulously managed to avoid data loss, disruptions, and downtime. Depending on the migration type, this stage may involve multiple phases, such as migrating in batches for a staged or hybrid migration or performing a single cutover for smaller environments.

A detailed checklist during this phase ensures that all migration activities are tracked, monitored, and completed successfully.

Migration Stage Checklist

Checklist Task
KPI/Metric to Measure
Present Value/Status
Target
Document
Completed (Yes/No)
1. Initiate migration based on chosen method
Migration type selected and initiated
Migration not started
Migration successfully initiated (cutover, staged, hybrid, IMAP)
Download Migration Initiation Guide
2. Ensure real-time monitoring of migration
% of migration monitored in real-time
No monitoring setup
100% monitoring of migration via tools or dashboard
Download Migration Monitoring Plan
3. Migrate user mailboxes and data
% of mailboxes and data successfully migrated
No mailboxes/data migrated
100% of mailboxes/data migrated 
Download Data Migration Guide 
4. Validate data migration accuracy
% of data validation completed
No validation performed
100% validation of migrated data
Download Data Validation Plan
5. Monitor email flow during migration
% of email flow monitored for disruptions
No monitoring performed
100% monitoring of email flow
Download Email Flow Monitoring Checklist
6. Test user access to mailboxes and data post-migration
% of user mailboxes tested post-migration
No tests performed
100% user mailboxes and data access tested
Download Post-Migration User Access Test Plan
7. Resolve any immediate post-migration issues
Number of migration issues resolved
Unresolved issues
All post-migration issues resolved within SLA
Download Issue Resolution Plan
8. Migrate shared mailboxes and distribution lists
% of shared mailboxes and distribution lists migrated
Not migrated
100% shared mailboxes and lists migrated
Download Shared Mailbox Migration Guide
9. Migrate calendars, contacts, and other critical data
% of calendars and contacts migrated
No migration performed
100% of calendars, contacts, and other critical data migrated
Download Calendar and Contacts Migration Guide
10. Migrate collaboration tools (Teams, OneDrive, SharePoint)
% of Teams, OneDrive, and SharePoint data migrated
No collaboration tools migrated
100% of collaboration tools migrated
Download Collaboration Tools Migration Guide
11. Test and verify collaboration tools post-migration
% of collaboration tools tested post-migration
No tests performed
100% of Teams, OneDrive, and SharePoint tested
Download Collaboration Tools Testing Checklist
12. Conduct user acceptance testing (UAT)
% of UAT completed
UAT not conducted
100% user acceptance testing completed
Download UAT Checklist
13. Confirm completion of migration for all users
% of users successfully migrated
No users fully migrated
100% of users migrated and confirmed
Download Migration Completion Report
14. Decommission old systems (if applicable)
% of old systems decommissioned
Old systems still in use
100% decommissioning of legacy systems
Download Decommission Plan
15. Provide post-migration support to users
% of post-migration support tickets resolved
No support provided
100% of post-migration support issues resolved
Download Post-Migration Support Plan
16. Finalize migration documentation and reporting
% of documentation and reporting completed
Documentation incomplete
100% finalized migration documentation
Download Final Migration Report Template

Explanation of Key Tasks in the Migration Stage:

  • Initiate migration based on chosen method: Start the migration based on the chosen method (cutover, hybrid, staged, IMAP). This involves kicking off the migration using the appropriate tools and settings.

  • Ensure real-time monitoring of migration: Use monitoring tools to track the progress of the migration in real-time, ensuring that any issues can be detected and addressed promptly.

  • Migrate user mailboxes and data: Move user mailboxes, emails, and other data to Microsoft 365 according to the migration plan.

  • Validate data migration accuracy: Verify that all data has been migrated accurately, checking for missing or corrupted data.

  • Monitor email flow during migration: Ensure that email flow is uninterrupted during the migration, checking that emails are being delivered and received correctly.

  • Test user access to mailboxes and data post-migration: After the migration, test access to ensure that users can log in to their mailboxes and access their data.

  • Resolve any immediate post-migration issues: Address any issues that arise immediately after the migration to minimize downtime and user impact.

  • Migrate shared mailboxes and distribution lists: Ensure that shared mailboxes and distribution lists are also moved to the new environment.

  • Migrate calendars, contacts, and other critical data: Transfer important user data, such as calendars and contacts, to ensure that nothing is lost during the migration.

  • Migrate collaboration tools (Teams, OneDrive, SharePoint): Move collaboration tools and their associated data, such as Teams chat history, files on OneDrive, and SharePoint sites.

  • Test and verify collaboration tools post-migration: Verify that all collaboration tools are working properly and that users can access their shared files and communication channels.

  • Conduct user acceptance testing (UAT): Ensure that users have the opportunity to test the new system and report any issues or concerns before the migration is finalized.

  • Confirm completion of migration for all users: Ensure that all users have been successfully migrated and are using the new system without issues.

  • Decommission old systems (if applicable): If your old system is no longer needed, decommission it safely to avoid unnecessary costs and potential security risks.

  • Provide post-migration support to users: Offer ongoing support to users to address any problems or questions they may have after the migration.

  • Finalize migration documentation and reporting: Ensure that all migration documentation is completed and that a final migration report is generated for stakeholders.

Post-Migration Stage Checklist

Checklist Task
KPI/Metric to Measure
Present Value/Status
Target
Document
Completed (Yes/No)
1. Verify email flow and user access
% of email flow verified
No verification performed
100% email flow verified
Download Email Flow Verification Guide
2. Validate all migrated data (email, contacts, calendars)
% of data validation completed
No validation performed
100% data validation
Download Data Validation Checklist
3. Verify functionality of collaboration tools (Teams, SharePoint, OneDrive)
% of collaboration tools verified
No verification performed
100% collaboration tools verified 
Download Collaboration Tools Validation Guide 
4. Finalize compliance and retention policies
% of compliance policies fully enforced
Partial enforcement
100% compliance policy enforcement
Download Compliance Policy Report
5. Resolve post-migration user issues
Download Compliance Policy Report
Unresolved issues
100% user issues resolved
Download Issue Resolution Report
6. Monitor system performance and reliability
% of system uptime and performance tracked
No monitoring in place
100% uptime and performance tracking
Download Performance Monitoring Plan
7. Provide additional user training and support
% of users trained
Partial training completed
100% users trained on new platform
Download User Training Plan
8. Optimize system configurations and settings
% of optimization tasks completed
No optimization performed
100% system optimization completed
Download Optimization Plan
9. Review post-migration security settings
% of security settings verified
Partial security verification
100% security settings verified
Download Security Settings Checklist
10. Perform system health checks
% of health checks completed
No health checks performed
100% system health checks completed
Download System Health Check Guide
11. Review user feedback and satisfaction
% of user feedback collected
No feedback collected
100% user feedback collected and reviewed
Download Feedback Review Template
12. Decommission legacy systems (if applicable)
% of legacy systems decommissioned
Legacy systems still in use
100% legacy systems decommissioned
Download Decommission Plan
13. Conduct final user acceptance testing (UAT)
% of UAT completed
UAT not conducted
100% UAT completed and approved
Download UAT Checklist
14. Generate final migration report
% of migration reporting completed
No reporting completed
100% final report completed
Download Final Migration Report Template
15. Plan for ongoing support and system updates
Ongoing support and update plan readiness
No support plan in place
100% ongoing support plan completed
Download Ongoing Support Plan

Explanation of Key Tasks in the Post-Migration Stage:

  • Verify email flow and user access: Ensure that emails are being sent and received correctly and that all users have access to their email accounts without issues.

  • Validate all migrated data: Check that all migrated data, including emails, contacts, and calendars, is intact and accessible.

  • Verify functionality of collaboration tools: Confirm that collaboration tools like Teams, SharePoint, and OneDrive are working correctly for all users.

  • Finalize compliance and retention policies: Ensure that compliance policies, such as data retention and security policies, are fully enforced in the new environment.

  • Resolve post-migration user issues: Address any issues reported by users after the migration, ensuring no unresolved tickets remain.

  • Monitor system performance and reliability: Track system uptime, performance metrics, and overall system reliability to ensure the platform is stable.

  • Provide additional user training and support: Offer ongoing training to users, ensuring they are comfortable with the new platform and its features.

  • Optimize system configurations and settings: Review and adjust system settings to ensure optimal performance and security.

  • Review post-migration security settings: Verify that security configurations, such as MFA, DLP, and conditional access policies, are functioning as intended.

  • Perform system health checks: Conduct regular health checks on the system to detect and address any issues before they escalate.

  • Review user feedback and satisfaction: Collect and analyze feedback from users regarding their experience with the migration and the new platform.

  • Decommission legacy systems: Safely retire old systems, ensuring no sensitive data remains on them and that they are properly archived if necessary.

  • Conduct final user acceptance testing (UAT): Confirm that users are satisfied with the new platform and that it meets all their needs.

  • Generate final migration report: Create a detailed report summarizing the migration process, including successes, issues encountered, and lessons learned.

  • Plan for ongoing support and system updates: Ensure that a plan is in place for regular updates, patches, and ongoing support for the new system.

Specialized Migration Methods Overview

Different organizations may require specific migration methods based on their infrastructure, data, and user distribution. Each migration method—whether cutover, staged, hybrid, or IMAP—involves unique processes, tools, and considerations. Choosing the correct method ensures a smooth transition to Microsoft 365 with minimal downtime and disruption.

This section focuses on detailing the key tasks, requirements, and monitoring strategies for each migration type, so that you can execute them correctly based on your organization’s needs.

Specialized Migration Methods Checklist

Cutover Migration Checklist (For Small Organizations)

Checklist Task
KPI/Metric to Measure
Present Value/Status
Target
Document
Completed (Yes/No)
1. Prepare cutover migration plan
Migration plan readiness
No plan in place
100% detailed cutover plan created
Download Cutover Migration Plan
2. Verify cutover readiness
System readiness for cutover
No verification done
100% systems ready for cutover
Download Cutover Readiness Checklist
3. Configure Microsoft 365 tenant
Tenant readiness for cutover migration
Partially configured
Tenant fully ready for cutover migration
Download Tenant Configuration Plan 
4. Ensure full data backup
% of data backed up
No data backed up
100% data backup completed
Download Backup Checklist
5. Migrate all mailboxes and data at once
% of mailboxes migrated
No mailboxes migrated
100% mailboxes and data migrated in one cutover
Download Migration Guide
6. Verify email flow post-migration
% of email flow verified
No verification done
100% email flow verified post-migration
Download Email Flow Checklist
7. Provide post-migration support
% of support issues resolved
No support plan in place
100% user support provided after migration
Download Support Plan
8. Decommission old systems
% of old systems decommissioned
Old systems still active
100% decommissioning of legacy systems
Download Decommissioning Plan

Staged Migration Checklist (For Medium-Sized Organizations)

Checklist Task
KPI/Metric to Measure
Present Value/Status
Target
Document
Completed (Yes/No)
1. Plan staged migration phases
 % of phases planned
No phases planned 
100% phases outlined and ready 
Download Staged Migration Plan 
2. Migrate users in batches
% of users migrated per batch 
No users migrated 
100% users migrated in defined stages 
Download User Migration Batch Plan 
3. Monitor each stage for errors
% of stages monitored for errors 
No monitoring done 
100% real-time monitoring during each phase
Download Monitoring Plan 
4. Test email flow after each stage
% of email flow tested per batch 
No tests performed 
100% email flow tested after each stage 
Download Testing Checklist 
5. Resolve user issues per phase
% of user issues resolved per phase 
No user issues resolved 
100% user issues resolved before proceeding to next phase 
Download User Issue Resolution Guide 
6. Decommission old systems after final stage
% of systems decommissioned 
Legacy systems still in place 
100% legacy systems decommissioned after migration 
Download Decommissioning Checklist 

Hybrid Migration Checklist (For Large Organizations with On-prem Exchange)

Checklist Task
KPI/Metric to Measure
Present Value/Status
Target
Document
Completed (Yes/No)
1. Set up hybrid configuration between on-prem Exchange and Microsoft 365
 Hybrid config readiness
No hybrid setup done 
100% hybrid configuration completed 
Download Hybrid Setup Guide 
2. Migrate mailboxes in batches
% of mailboxes migrated 
No mailboxes migrated 
100% mailboxes migrated in planned batches 
Download Batch Migration Guide 
3. Maintain coexistence during migration
% of coexistence achieved 
No coexistence achieved 
100% coexistence of on-prem and cloud environments 
Download Coexistence Plan 
4. Monitor hybrid email flow during migration
% of email flow monitored 
No monitoring done 
100% monitoring of hybrid email flow 
Download Monitoring Plan 
5. Test hybrid migration tools and resolve issues
% of tools tested and validated 
No tests performed 
100% testing of hybrid migration tools 
Download Tool Testing Checklist 
6. Resolve post-migration issues
% of hybrid migration issues resolved 
No resolution of issues 
100% hybrid migration issues resolved 
Download Issue Resolution Checklist 

IMAP Migration Checklist (For IMAP-Based Systems)

Checklist Task
KPI/Metric to Measure
Present Value/Status
Target
Document
Completed (Yes/No)
1. Plan IMAP migration strategy
% of strategy completed
No strategy planned
100% migration strategy created
Download IMAP Migration Strategy
2. Configure IMAP settings for source system
% of IMAP settings configured
No settings configured
100% configuration of IMAP settings
Download Batch Migration Guide
3. Migrate email data from IMAP system to Microsoft 365
% of email data migrated
No data migrated
100% email data migrated to Microsoft 365
Download Email Migration Plan
4. Test and verify email flow post-migration
% of email flow tested
No testing done
100% email flow verified after migration
Download Email Flow Test Plan
5. Resolve user issues after migration
% of user issues resolved
No user issues resolved
100% user issues resolved
Download User Support Plan
6. Provide post-migration support and training
% of users trained and supported
No support provided
100% post-migration support and training completed
Download Support and Training Plan

Explanation of Migration Methods:

  • Cutover Migration: Ideal for small organizations where all mailboxes and data can be moved at once. Quick and efficient but requires downtime.

  • Staged Migration: Best for medium-sized organizations, migrating users in batches. Allows for careful monitoring and testing at each stage, reducing the risk of large-scale issues.

  • Hybrid Migration: For large organizations with an on-prem Exchange server. Maintains coexistence between on-prem and cloud environments, allowing for gradual migration and uninterrupted operations.

  • IMAP Migration: For smaller email systems that use the IMAP protocol (such as Google Workspace or Zimbra). Focuses on migrating email data and is usually simpler but still requires thorough planning.

Bharath
Bharath
I’m Bharath, a skilled Microsoft 365 and Azure expert, helping small businesses make the most of Microsoft tools. As a Microsoft certified engineer, I have experience migrating organizations to Microsoft solutions and offer guidance on cloud-based solutions to optimize business operations.
Share
Contents

Related Articles

medhacloud logo
USA:
Medha Cloud Solutions LLC
30 N Gould St Ste R, Sheridan, WY 82801,
Phone: +1 646 775 2855

India:
Medha Cloud Solutions Private Limited
#74, 7th Cross, Krishna Garden InCity Layout. Chikka Kammanahalli, Banneraghatta Road, Bangalore 560083
Phone:+91 93536 44646

E-Mail: sales@medhahosting.com
©Medha Cloud 2024. All rights reserved.