Plan your Exchange Online implementation


Cloud isn’t new, but it’s evolved in recent years, to multi-cloud, private cloud and hyperscale. Various cloud solutions are designed to meet your organisation's digital, operational, and commercial objectives securely.


Now that you've decided to migrate your organisation on-premises content to cloud, your business can tap into the benefits of cloud-powered content management.


Organisations differ in shapes and sizes, ranging in requirements from sectors. The complexity of your pre and post migration checks will depend upon where your organisation is situated. Are you a large or small organisation? The scale matters because the complexity to migrate increases as the organisation grows.


The more devices, software, configuration, wide spanning locations, and more people, makes for more issues to go wrong along the way. The larger the organisation, the more critical it is to do thorough planning when migrating to M365. If not, the more people are affected if you get it wrong.


With M365’s suite of productivity and collaboration tools, Microsoft is considered a leading cloud vendor. Our Microsoft Office 365 implementation checklist provides a step-by-step project walk through for your organisation to follow. 


'Our migration checklist ensures a thorough and foolproof transition to cloud, minimising risk to business processes.'
Callum Sanderson, Professional Services Team Leader




📚Plan your Office 365 implementation – There are multiple methods of migrating to Microsoft 365 depending on the size of the organisation and if a business can take the downtime or not. Companies also needed to evaluate the platform that they are migrating from and perform all the relevant health checks on the environment prior to moving mailboxes to 365. PTG can assist with deciding which migration method is the best for an organisation.


☁️Prepare your move to the cloud - Inventory your current environment. Review your current environment and prepare for your migration. Prior to migrating any mailboxes PTG recommends that a full audit of the Outlook versions that are in use across the Business. It is recommended that Office 2013 onwards is used with 365 as older versions are not compatible. Office app plans can be bundled with 365 licenses for cost savings. Each endpoint will also need to be running windows 10 as the operating system to allow for security and feature updates.


🧾Take the final steps in your 365-migration checklist – Ensure all needed features are configured as part of the migration plan such as Multifactor authentication and Self-Service Password reset. When doing a Greenfield migration, it is always recommended to secure the tenancy prior to migrating the mailbox, this will involve disabling legacy authentication, enabling modern authentication and applying conditional access policies such as blocking access from outside a specific country.


✍️Activate a post-migration plan – After the migration has taken place, it is recommended to have a testing plan that users can follow to ensure any remaining issues are fixed that were caused by the migration. This will result in a much more efficient cutover and will give end-users a much better experience.


👩‍💻Set up Office 365 – Depending on which migration method is chosen users will need to be sent instructions on what to do once the migration batch has completed. If the hybrid method has been chosen, the migration is seamless to end users and Outlook will continue to work as normal.





📲Email caching to local device – As default it is recommended that email caching is enabled on the end user devices to ensure a smoother experience within the Outlook client, this is very important otherwise if caching mode is disabled the Outlook data will be streamed directly from 365 resulting in slow network performance. This can be enforced via Group policy to ensure this is active on every device.


✍️Email signatures – If any other migration method other than hybrid is chosen users will need to re-create their Outlook signatures, this can be bypassed by purchasing a email signature manager such as exclaimer cloud which will act as a central email signature management platform eliminating the need for signatures to be present in user’s Outlook clients.


❌Personal rules – Similar to the last point if the Hybrid migration method is not chosen users will need to re-create any personal rules that are present in the inboxes, prior to migrating it is recommended to communicate these changes to the end users, if PTG perform the migration this will be communicated by our team of brilliant project managers.


📧Email plugins – If any specific email plugins are in use across the environment these may also need to be reconfigured to ensure users experience a streamlined migration.


✅Auto Complete – If the hybrid migration method is not chosen the user’s autocomplete entries will not be migrated to 365, as per best practises it is recommended to communicate this change to the end users prior to completing the migration batches.


Our dedicated cloud practice team can save you time and money giving your organisation more time to focus on priorities like innovation. PTG can give you the confidence that your organisation is receiving the best service from our technical M365 specialists. Our cloud specialists are Microsoft accredited experts with the ability to execute a deep analysis into your M365 licences and subscriptions, examining cost efficiency, software utilisation, and increased security and operational efficiency.


Technology moves fast, we do too and so can you.  Talk to us.