When outdated systems slow your business and raise costs, change is needed. This was the situation of one of our clients. A local integrated solutions provider was facing challenges with their existing IT support contract with a national managed service provider.
The service was both expensive and inadequate, failing to meet the company’s needs. To fix these issues, they turned to Techants Solutions. They aimed to cut costs and improve service by moving their messaging to the cloud. The first and most critical step was to migrate their old Exchange 2013 server to Office 365.
The Challenge: Migrating Legacy Systems to the Cloud
The client needed to move all mailboxes from an on-premises Exchange server to Office 365. They were managing multiple domains and had 3 TB of data in several databases. This complicated the task. The migration needed to be seamless, with minimal disruption to business operations
Microsoft Office 365 Migration
The initial phase of our client’s transformation involved migrating from their outdated Exchange 2013 server to a robust Office 365 environment. This critical step laid the foundation for improved efficiency and cost savings. Here’s how we approached it:
Key Actions:
- Establishing a partnership with Microsoft
- Implementing Single Sign-On (SSO) for seamless user access
- Migrating emails from on-premises servers to the Cloud
- Terminate lease on Exchange server after migration
The client must migrate all user mailboxes from an on-premise Exchange server to Office 365. The migration involved multiple domains. It managed 3 TB of data across several databases.
Structured Migration Process
Stage 1: Discovery and Evaluation
Techant team started with a thorough discovery and assessment phase. It was to ensure efficiency and accuracy in the migration process. This involved:
- The number of user accounts
- Mailbox sizes and counts
- Client versions and configurations
- Network settings
- File storage locations
- Intranet site usage (if any)
- Details of online meeting and instant messaging platforms
- Any other applications like CRM systems or workflows in use
Stage 2: Strategic Planning
After we understood the client’s IT environment, we made an Office 365 migration plan. During this stage, we focused on the following key concerns:
- Which mailbox migration strategy we used?
- Are you doing a staged or cutover migration? Hybrid approach? Select the migration strategy that works with your business. (Not sure? We can help you with that.)
- Who are the key players in the migration?
- You need management and power users on board to migrate successfully.
- How do we carry out the migration without disrupting workflow?
- Consider the migration’s effect on business continuity and adjust for it.
Stage 3: Pilot Migration and Testing
Before a full-scale migration, test your plan. It avoids issues that could cause downtime, like bandwidth limits, server capacity, or certificate mismatches. To ensure a smooth transition, we conducted a pilot migration.
In this pilot phase, we migrated a small portion of the client’s data. We then verified the results. This step lets us check permissions and access controls. We fixed any errors and gathered data on the migration process. Could improve our migration plan by analyzing the stats and documenting our findings. Techant would adjust it based on what we learned in the pilot. This testing made us ready for the full migration. It reduced the risk of problems and ensured a smooth transition to Office 365.
Stage 4: Complete the Migration
With the pilot migration done and issues fixed, we were ready to fully migrate to Office 365. At this stage, we moved all user mail and data from the on-premise Exchange server to the cloud. By this point, our team was confident that the strategy was sound and that any risks had been mitigated. The migration was managed to minimize disruption to the client’s operations. This ensured a smooth transition to their new Office 365 environment.
Stage 5: Validate & Remediate
After completing the migration, validation became our next focus. We checked the system to ensure the migration was successful and all data was intact. We gathered user feedback to find what worked and what needed fixing. We promptly resolved any problems that surfaced. This ensured the migration did not impact the client’s operations.
Communication played a key role in this stage. Guided end-users to customize their settings and verify their data. This post-migration follow-up was essential, as it helped prevent future complications. Without the right processes and tools for Office 365, costs can soar and support can suffer. Techant checked everything after the migration. This let the client enjoy their new cloud-based system.
Business Benefits and Outcomes
- Increased Mailbox Size: All users now have 50GB mailboxes. This will boost email management and productivity.
- Access to Latest Microsoft Applications: Staff now use the latest applications with Office 365 Business Premium includes Word, Excel, PowerPoint, and Access. They can access them both via the cloud and locally. Local documents are synchronised with SharePoint in Office 365, so they are saved in the Cloud.
- Enhanced Collaboration: Real-time coauthoring has improved teamwork, especially for remote employees.
- Cost Control: The subscription model keeps costs predictable. It eliminates capital expenditure and provides full access to Microsoft Applications and Microsoft exchange.
Conclusion
The move to Office 365 fixed the client’s IT issues. It also sets them up for future growth and efficiency. The client moved to a cloud-based platform. It cut costs, improved service, and gave staff the best tools for work. The Microsoft Office 365 migration, led by TechAnts Solutions, successfully transformed the client’s email infrastructure, delivering enhanced efficiency, collaboration, and cost control. By carefully planning and executing each stage of the migration, the client now benefits from a modern, cloud-based system that supports their business needs without disruption.