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Move Exchange Server mailboxes and settings for Windows SBS 2011 Standard migration

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Published: January 28, 2011

Updated: January 22, 2014

Applies To: Windows Small Business Server 2011 Standard

Note

If Exchange Server is installed on the Source Server, this is a required task.

Before you migrate Exchange Server mailboxes and settings to the Destination Server, clean up the Exchange Server database and verify its integrity by doing the following:

  1. Ask each user to:

    • Delete unneeded mail from their mailbox, including mail in the Deleted Items and Sent Items folders.

    • Archive older mail to a .pst file, if appropriate. For more information about creating a .pst file, see Outlook Help on the client computer.

    • Review and delete unneeded personal documents from the user’s folders, the Company Shared folder, and other shared folders on the server.

    • Close Microsoft Outlook on their client computer during the migration.

  2. Remove spaces from all recipient aliases in public folders in Exchange Server 2003. Exchange Server 2007 does not support spaces in recipient aliases. For more information, see How to Remove Spaces From Recipient Aliases by Using the Exchange Management Shell.

  3. Back up the database. For information about backing up an Exchange Server 2003 database, see Overview of Exchange Server Backup Methods.

  4. Use Exchange Server Database Utilities to help you determine the status of the Exchange Server 2003 database. For more information, see Exchange Server Database Utility Guide.

Note

We recommend that you run the Domain Controller Diagnostics Tool, dcdiag.exe, before migrating Exchange Server mailboxes and public folders. Correct all the issues that are reported before you proceed with migration.

Note

Optimize the network infrastructure to reduce the time needed for the migration of the mailboxes by ensuring that both servers are using 1.0 Gbps network connections and adding a (temporary) dedicated gigabit network switch between the Source Server and the Destination Server will increase throughput.

To migrate Exchange Server mailboxes and public folders

  1. On the Migration Wizard Home page, click Migrate Exchange mailboxes and settings, and then click Next.

  2. Perform each of the following tasks:

    1. Remove Internet connectors from the Source Server.

    2. Move POP3 connectors from the Source Server (optional).

    3. Move Exchange Server public folders from the Source Server to the Destination Server.

    4. Move Exchange Offline Address Book from the Source Server to the Destination Server.

    5. Move Exchange Server mailboxes from the Source Server to the Destination Server.

  3. When you finish migrating the mailboxes and public folders, return to the Migration Wizard, click Task Complete on the Migrate Exchange mailboxes and settings page, and then click Next.

Remove Internet connectors

These instructions are for migrating from Windows SBS 2003. If you are migrating from Windows SBS 2008, see Migrate Internet connectors.

Email is automatically enabled between the Source Server and the Destination Server when Windows SBS 2011 Standard is installed in migration mode. When you remove the Internet send connector from the Source Server, the Destination Server becomes responsible for inbound and outbound Internet email.

Important

Before you remove the Exchange Server Internet connectors from the Source Server, you must run the Internet Address Management Wizard on the Destination Server. This is a required task. The Internet Address Management Wizard creates Internet send and receive connectors on the Destination Server. For more information, see Configure the Internet address.

To remove the Exchange Server 2003 Internet connectors from the Source Server

  1. On the Source Server, click Start, and then click Server Management.

  2. In the Server Management navigation pane, expand Advanced Management. Right-click <YourNetworkDomainName>(Exchange) and then click Properties. On the General tab, select Display routing groups, and then click OK. Restart the Server Management console to apply the changes.

  3. In the Server Management navigation pane, expand <YourNetworkDomainName>(Exchange), expand Administrative Groups, expand first administrative group, expand Routing Groups, expand first routing group, and then expand Connectors.

  4. Right-click SmallBusiness SMTP connector, and then click Properties.

  5. Document the SMTP connector settings, for example the outbound smart host, and then close Properties.

  6. Right-click SmallBusiness SMTP connector, and then click Delete.

  7. Click Yes to confirm that you want to delete the connector.

Note

All email to the Internet starts flowing through the Destination Server.

Move POP3 connectors

Note

This is an optional step. If you did not configure the POP3 connectors on the Source Server, skip this step.

These instructions are for migrating from Windows SBS 2003. If you are migrating from Windows SBS 2008, see Migrate POP3 connectors.

To remove POP3 connectors from the Source Server

  1. On the Source Server, click Start, and then click Server Management.

  2. In the navigation pane, click Internet and E-mail.

  3. Click Manage POP3 E-mail, and then click Open POP3 Connector Manager.

  4. On the Mailboxes tab, click a user account, click Edit, and then write down the POP3 server information and the Mailbox information.

Note

Global mailboxes are not supported in Windows SBS 2011 Standard. Instead, you can map a POP3 account to a group that is enabled to send and receive email in Windows SBS 2011 Standard.

  1. Remove each user account that is listed. If you do not want to remove the user accounts, you can set the Microsoft Connector for POP3 Mailboxes service to Disabled and keep the configuration information for reference.

To add POP3 connectors on the Destination Server

  1. On the Destination Server, open the Windows SBS 2011 Standard Console.

  2. On the navigation bar, click the Network tab, and then click Connectivity.

  3. Right-click POP3 Connector, and then click View POP3 Connector properties.

  4. On the Mail Accounts tab, click Add, and then add each of the accounts that existed on the Source Server.

  5. When you finish adding the POP3 mailboxes, click OK.

Move Exchange Server public folders

Note

These instructions are for migrating from Windows SBS 2003. If you are migrating from Windows SBS 2008, see Migrate Exchange mailboxes and settings.

If you are running Microsoft Exchange Server 2003, you can use the Exchange System Manager to move the public folders.

To move Exchange Server public folders

  1. On the Source Server, to start the Exchange System Manager, in the Server Management Console navigation pane, expand Advanced Management, and then expand First Organization (Exchange).

  2. Expand Administrative Groups. If Administrative Groups is not displayed in the navigation pane, do the following:

    To display the Administrative Groups

    1. Right-click DomainName**(Exchange)**, and then click Properties.

    2. In the DomainName Properties dialog box, select the Display administrative groups check box, and then click OK.

    3. Restart the Server Management Console, and then repeat steps 1 and 2.

  3. Expand First Administrative Group, expand Servers, expand <ServerName>, expand First Storage Group, right-click Public Folder Store*(<ServerName>)*, and then click Move All Replicas.

  4. In the Move All Replicas dialog box, click Public Folder Database*<number>* in the drop-down menu, where <number> represents the public folder database that resides on the Destination Server, and then click OK.

Important

If you receive a message that says “The token supplied to the function is invalid” (error ID 80090308), see How to remove the SSL binding to an incorrectly published certificate.

You must wait for the next instance of public folder replication to complete before the public folder replicas are removed.

Note

You can set all replication messages as urgent messages to save time during replication, as follows: Under Public Folder Store expand the Public Folders node. Double-click a folder name to view the Archive Properties of the folder, then click the Replication tab. In the Replication message priority list box, click Urgent.

To verify that all public folders have been moved to the Destination Server

  1. In the Source Server, open Exchange System Manager, expand First Administrative Group, expand Servers, expand ServerName, expand First Storage Group, and then expand Public Folder Store*(ServerName)*.

  2. Click the Public Folder Instances node. After all of the public folder replicas have been moved, the Public Folder Instances node will be empty.

Depending on the replication interval that you set and the amount of information that must be replicated, this process can take several hours or several days to complete.

Move Exchange Offline Address Book

You must move the offline address book (OAB) from the Source Server to the Destination Server, change the server that generates the OAB, and set the offline address book for the mailbox database.

To move the OAB and to change the server that generates it

  1. On the Destination Server, click Start, click All Programs, click Microsoft Exchange Server 2010, and then click Exchange Management Console.

  2. In the User Account Control dialog box, click Yes.

  3. In the Exchange Management Console navigation pane, expand Organization Configuration, and then click Mailbox.

  4. In the results pane, click the Offline Address Book tab, and then click the OAB that you want to move to the Destination Server.

  5. In the action pane, click Move. The Move Offline Address Book Wizard starts.

  6. On the Move Offline Address Book page, click Browse, click the name of the Destination Server, and then click OK.

  7. Click Move to move the OAB to the Destination Server.

  8. On the Completion page, confirm that the OAB was moved successfully. If it was not, review the summary for an explanation, and then click Back to correct the issue.

  9. Click Finish.

  10. In the results pane, right-click Default Offline Address List, and then click Properties.

  11. Click the Distribution tab and do the following:

    To set the Destination Server as a distribution server

    1. Select the Enable Web-based distribution check box.

    2. Delete the Source Server as a distribution server if it is listed.

    3. Click Add, and then in the Select OAB Virtual Directory dialog box, select the check box for the Destination Server.

  12. Click OK twice.

To set the offline address book for the Mailbox database

  1. On the Destination Server, click Start, click All Programs, click Microsoft Exchange Server 2010, and then click Exchange Management Console.

  2. In the User Account Control dialog box, click Yes.

  3. In the Exchange Management Console navigation pane, expand Organization Configuration, and then click Mailbox.

  4. In the results pane, click Database Management.

  5. Right-click the Mailbox Database <GUID>, and then select Properties.

  6. On the Client Settings tab, click the Browse button for Offline Address Book, select Default Offline Address Book, and then click OK twice.

Move Exchange Server mailboxes

These instructions are for migrating from Windows SBS 2003. If you are migrating from Windows SBS 2008, see Move mailboxes.

To make it easier to manually update the Outlook profiles, ensure that all users open Outlook after their mailboxes are moved to the Destination Server, while both servers are running. If both servers are running, Outlook automatically updates the profiles to point to the Destination Server. Otherwise, you must update the profiles manually to point to the Destination Server.

Note

If you are using a self-issued certificate on the server and there are users who are accessing their email remotely, ask the remote users to install the self-issued certificate by distributing the Certificate Distribution Package before proceeding to move the mailboxes.

To migrate Exchange Server 2003 mailboxes

  1. On the Destination Server, click Start, click All Programs, click Microsoft Exchange Server 2010, and then click Exchange Management Console.

  2. In the User Account Control dialog box, click Yes.

  3. In the Exchange Management Console navigation pane, expand the Recipient Configuration node, and then click Mailbox.

  4. In the results pane, select all of the legacy mailboxes.

  5. Click New Local Move Request in the task pane. The New Local Move Request Wizard starts.

  6. Click Browse, select the Destination Server, and then click OK.

  7. Click Next.

Note

We recommend that you click Skip the corrupted messages on the Move Options page of the wizard and that you set the maximum number of messages to skip. If mailboxes are skipped because the maximum number of corrupted messages is exceeded, you must delete those mailboxes before you uninstall Exchange Server 2003 from the Source Server later in the migration process, or you must run the Move Mailbox Wizard again.

  1. Click New on the New Local Move Request page.

  2. Click Finish, and then review any issues that occurred.

  3. In the details pane of the Exchange Management Console, verify that no legacy mailboxes are listed, and then close the Console.

  4. In the Exchange Management Console navigation pane, click the Recipient Configuration node, click Move Request. Clear all move requests after they are marked as complete.

Note

If you are using ActiveSync®, but you cannot sync emails for some of the accounts, those accounts may be members of a protected group, such as Domain Administrators. For detailed information about how to fix this issue, see Exchange ActiveSync Returned an HTTP 500 Error.