This documentation is for Netmail 5.4. Documentation for [Netmail Archive 5.3] and [earlier versions of Netmail] is also available.

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This migration guide is geared towards organizations with fewer than 1,500 users and which are looking to perform their own migration to Exchange 2010/2013 or Exchange Online (Office 365) using Netmail software and tools. Eligible organizations can work remotely with Netmail Support at key milestones throughout the migration process to ensure that their migration project is on track.

1. Prepare Your Systems

    1. License & provision your Office 365 environment (O365 setup)
    2. Validate internal Active Directory versioning and structure
    3. Validate workstation OS levels and browser versions
    4. Review Internet pipes and bandwidth requirements
    5. Ensure your GroupWise mail system is healthy & fully operational, with SOAP enabled

2. Review your GroupWise System & Business Workflow

    1. Document system parameters:
      1. Active accounts
      2. Disabled accounts
      3. Distribution lists
      4. Resources
      5. Nicknames & aliases
      6. Domain names & SMTP namespaces
      7. SMTP relays
      8. Mailbox size statistics
    2. Detail business workflow:
      1. Identify shared mailboxes (e.g.,,
      2. Detail automated processes (forwarding rules for service accounts, acceptance rules for meeting rooms & resources)
      3. Identify business uses for shared folders
      4. Business & shared calendars (e.g., Clinic schedule)
      5. Management responsibilities (group management, service account & resource account management)
      6. Proxy rights list (if any)

3. Communicate With Your Users

    1. Establish migration dates
    2. Outline migration impacts
    3. Define users' expectations (what is being migrated, what users will see, dealing with mobile devices, etc.)
    4. Provide client reference material
    5. Provide user training (if required)

4. Set Up the Office 365 & Netmail Environments

    1. Create all user accounts in Office 365 (using DirSync, or manually as cloud-only accounts)
    2. License accounts in Office 365
    3. Convert User Accounts to Shared User Accounts for service accounts
    4. Set up business processes (assign account delegate rights (Resources/Shared Mailboxes), set up automated rules, proxy rights)
    5. Set up your Netmail storage locations, policies, and jobs for GroupWise and Office 365:
      1. Configure a storage location(s) for the archives
      2. Create an archiving policy & specify policy criteria (archive data from the beginning of time to x days old; this will be the data that is injected)
      3. Create a new Archive Job using the Archive Agent
      4. Configure a storage location(s) to communicate with your old and new email systems
      5. Create a migration policy & specify policy criteria

5. Set Up the Migration Environment

    1. Run the Netmail Provisioning Utility
    2. Match users between systems
    3. Test & validate the migration process (by running an injection job with a test user account(s) that has already been matched)

6. Run the Velocity Migration

7. Migration Validation

    1. Log in to Office 365 accounts through OWA and validate data

8. User Migration Weekend

    1. Change MX Records to point to Office 365 (make sure any new mail is now being received in Office 365)
    2. Run final collection and injection of email, contacts & appointments
      1. Follow the same procedures outlined in Step 4 and Step 6, only this time set your archiving policy to archive all data from the beginning of time to 0 days old (or, to include future calendar items, from the beginning of time to a future date). Then, migrate the data with a Migration Job, ensuring you use the same time frame for your migration policy as you did for your archiving policy.
    3. Roll out Outlook Client & Remove GroupWise

9. Post-Migration Support

Contact Support if you require any assistance after your migration.

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