Migrate User Mailboxes to Office 365 Using The Hybrid Migration Method

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HIGHLY RECOMMENDED: Review the entire process with our professional services team before attempting the migration.
Contact the Riva Success Team.

 

This article explains how to reconfigure Riva On-Premise to manage the migration of Riva-synced user mailboxes from Exchange on-premises to Office 365 using the Microsoft hybrid migration method.

Contents:

When to Use This Procedure

This procedure can be used if the following conditions are met:

  • Mailboxes will be migrated from on-premises Exchange to Office 365 using the AD-integrated hybrid migration procedure;
  • Users are assigned to the Riva sync policy individually or by using one or more Exchange-enabled distribution groups; and
  • The plan is to migrate all Riva-synced mailboxes to Office 365 at the same time.
Caution: Do not use this procedure if mailboxes are migrated to Office 365 by using a third-party migration tool or service like MigrationWhiz. If a third-party migration method will be used, contact the Riva Success Team.

 

Note: This procedure requires Riva 2.4.37 or higher. Before proceeding, determine which version of Riva is installed and upgrade Riva to the latest public release if required.

How to Schedule Riva Professional Services to Assist with this Procedure

To request professional services to lead your Riva Admin team through this procedure, contact the Riva Success Team.

Migration Scenario

This procedure was developed for a client who originally had 20 users individually assigned to a Riva sync policy. This procedure can also support situations when users are assigned to a sync policy by using an Exchange-enabled group we will call RivaSyncUsers@example.com. They planned to migrate all users from on-premises Exchange to Office 365 using the Microsoft Hybrid Migration tools and procedures. The end state was to have all Riva-synced users assigned to the sync policy resume data sync.

Riva Procedure

To migrate all user mailboxes by using hybrid migration:

  1. Perform a "Migration Test & Compare" test to confirm that Exchange IDs will not change.
  2. Prepare Office 365.
  3. Migrate the Riva-synced users to Office 365.

Step 1: Perform a "Migration Test & Compare" test to confirm that Exchange IDs will not change

It is highly recommended that the Riva Admin conduct a Migration Test and Compare connection test against a test mailbox to confirm that FolderIDs do not change when a user mailbox is migrated by using the exact procedure that will be used when production mailboxes are migrated. Riva Admin teams: if the Migration Test and Compare test reveal that FolderIDs do change during the mailbox migration, contact the Riva Success Team.

This test requires migrating a test mailbox from Exchange on-premises to Office 365 using the exact procedure that will be used to migrate the production mailboxes. This mailbox does not need to be synced by Riva. This mailbox does need to be active, and it does need at least one item for each module type that Riva will sync (for example, one contact, one task, one calendar item, and one email (sent or received).)

To perform a Migration Test & Compare:

  1. Prepare a test mailbox which someone must log in to by using Outlook Web Access (OWA) or Outlook. Create at least one for each type of item.

  2. Open the Riva Manager application. Depending on your version's menu, select Setup or Add Email. Create an EWS connection, and use the credentials of the test user mailbox.

  3. Run a Migration Test and Save procedure against the test user mailbox. (See Test upgrading an Exchange mailbox in the Riva EWS connection, steps 1 to 7).

  4. Migrate the test user mailbox to Office 365 using the exact procedure that will be used for production mailboxes, and confirm that the mailbox migration was successful by logging in to the mailbox in Office 365 OWA.

  5. In the Riva Manager application, if the menu displays Setup, select Setup. On the right pane, double-click the new EWS connection for the test user mailbox.

  6. In the EWS connection edit window, on the Connection Details page, change the Host URL to https://outlook.office365.com/EWS/Exchange.asmx to switch the connection to Office 365. Save the connection.

  7. Double-click the EWS connection for the test user mailbox.

  8. Run a Migration Test and Compare the procedure against the test user mailbox Test upgrading an Exchange mailbox in the Riva EWS connection, steps 10 and 11).

    If the FolderIDs remain unchanged, the rest of the procedure described in steps 2 to 6 below can be used.

    If the FolderIDs changecontact the Riva Success Team for assistance in configuring Riva to support your user mailbox migration plan.

     

  9. Close the test result screens. Close the EWS connection edit window. Remove the test EWS connection. Remove the test user mailbox from Office 365 (if it is no longer required for another purpose).

IMPORTANT NOTE: Do not proceed with steps 2 and 3 if the Migration Test & Compare test has not been run, or if that test confirms that the FolderIDs did change when the test mailbox was migrated to Office 365.

 

Step 2: Prepare Office 365

To prepare Office 365 for Riva and the Windows host server for connectivity to Office 365:

  1. Prepare corporate firewalls for connectivity with Office 365.

  2. Confirm connectivity from the Windows host server to Office 365

Step 3: Migrate the Riva-synced users to Office 365

To reconfigure Riva as part of migrating mailboxes to Office 365:

  1. Prior to migrating the user mailboxes to Office 365, in the Riva Service Monitor application, stop the service.

  2. (Optional.) In the Riva Manager application, if the menu displays Setup, select Setup. On the right pane, double-click the EWS connection for on-premises Exchange. Perform a Migration Test & Save for each user being migrated to Office 365.

  3. On the menu, select Policies. Edit the sync policy.

  4. Migrate the user mailboxes to Office 365, including the Riva connection service user account mailbox.

  5. Confirm that all mailboxes migrated successfully.

  6. In the Office 365 Admin Panelassign Exchange ApplicationImpersonation Role permissions for the Riva connection service user account over all of the mailboxes. Also, ensure that this user is visible in the GAL.

  7. In the Riva Manager application, if the menu displays Setup, select Setup. On the right pane, double-click the EWS connection.

  8. In the EWS connection edit window, on the Connection Details page, change the Host URL to https://outlook.office365.com/EWS/Exchange.asmx (to switch the connection to Office 365), and reset the password. Ensure that the Impersonation method is set to EWS Impersonation to ensure that the Exchange ApplicationImpersonation Role permissions will be used. Save the connection.

  9. (Optional if the Migration Test and Save procedure were performed in step 2 of this procedure.) In the Riva Manager application, if the menu displays Setup, select Setup. On the right pane, double-click the EWS connection. Perform a Migration Test & Compare for each user mailbox that was migrated to Office 365.

    If any user mailbox Migration Test & Compare tests show that FolderIDs did change for that user, ensure that you do not add that user to the RivaSyncUsers group in Office 365, for example, RivaSyncUsersO365@example.comContact the Riva Success Team, and ask for assistance to add that user mailbox into a "Line-In-The-Sand" sync policy.

     
  10. DO NOT modify the sync policy except to remove users that will no longer be synced.

  11. In the Riva Service Monitor application, start the service.

    Riva will now resolve the user mailboxes through the EWS connection to the Office 365 subscription.

  12. Confirm that Riva has resumed data sync for the users that were just migrated.

Applies to

  • Riva On-Premise 2.4.37 or higher for Exchange.

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