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.
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.
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.
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.
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 |
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.
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 |
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 |
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.
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 |
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 |
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 |
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 |