When migrating your business's email services to Office 365's Exchange services, there are a couple of steps involved that we will complete on your behalf.

For clients who already have email services with us, step 1 can be skipped. But please inform us of any new mission-critical software, and the presence of Xerox scanners.

1. Collecting Log In & Active Users Information

In order to seamlessly transition your business to Office 365 email, we need to ensure that we have access to all the required accounts and services necessary to complete the migration. These are:

  1. Your Domain Registry Login Details (We also need the capacity to add DNS records).
  2. Log in details for your Office 365 account (where applicable).
  3. A list of active email users and their login details for their existing email accounts (where applicable. Including each user's 1st and last names.
  4. Provide a list of software that is using your existing email service excluding email clients like Outlook. While not common, legacy software like accounting and payroll programs do sometimes rely on your email services to function as intended.
  5. Does your business use any Xerox scanners? These often need to be reconfigured to use the new email service settings.

Once we have all the details that we require to complete the migration, and we have tested them, we will then complete an initial migration of your past email data.

2. Setting a Cut-over Date & Coordinating with staff and IT people

We will then need to set a cut-over date with you, and any onsite IT people that you may have. This is important as once the email services are changed over to Office 365, past email services set up in email clients like Outlook will no longer work without being reconfigured.

Generally, we recommend setting the cut-over date outside of business hours, or early in the morning such as between 8:30 and 10:30 AM.

3. Cut Over to New Office 365 Email

At the designated time, we will confirm that we have access to all machines that require access to your new email services, so that we can cut over with minimal interruption to your business.

At this point, we will change the records at your domain registry so that email traffic is being sent to your new email service. Your past email services will no longer able to receive new emails until the settings on each computer is updated.

4. Monitoring & Refinement

Over the next few days, we will monitor your email services, and collect staff feedback on their new email services. While generally not an issue, spam filters do sometimes need to be refined to correctly flag emails as being spam, and to limit false positives. That is emails that are legitimate being wrongly marked as spam.

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