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

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

Migration Type Decision Table

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

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

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

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)

Staged Migration Checklist (For Medium-Sized Organizations)

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

IMAP Migration Checklist (For IMAP-Based Systems)

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.