1 Migrating a Journal archive to Office 365

1 Migrating a Journal archive to Office 365

2 Why do we need to worry about Journal archives when moving to Office 365?

Consider… - Consider medium to large organizations that have had archiving products for more than 5 years - They must have had large Journal archives - There is no Office 365 journal, and the mailbox size in Office 365 is limited - There is feature which is automating the creation of mailboxes for Journal migration, and we call it ‘Virtual Journal’ - So what should happen to the archived data? 3

4 What does ‘migrating a Journal archive to Office 365’ means?

Managing leavers means … - Create mailboxes in Microsoft Online Optionally create a personal archive Optionally put the data on legal hold Split the Journal (create sub-mappings) Assign a license (so we can ingest data) Synchronize the data from the source archive to the ‘new’ target Remove the license during stage 2 All whilst using a pool of licenses, following a configurable naming scheme for the mailboxes 5

6 Detailed look

User/mailbox creation configuration - Using a pool of licenses Using a naming standard which is defined in the UI Overall process is called ‘Provisioning’ Removing License during Stage 2 - Requires Azure Power. Shell Module 7

Collecting Licenses and License pool - You can manually collect licenses via Office 365 Environment screen: - License pool after collection and setting Rolling threshold: 8

Collecting Licenses - The Azure AD Power. Shell module collects license information: From the Office 365 Module client log file: |INFO| |DEBUG| |INFO| |TRACE| |TRACE| |TRACE| |INFO| Get| -> Got 1 commands Post. Execute|Number of commands in thread queue 0. Got Command Office 365 Collect. Licenses|Executing Collect. Licenses command Collect. Licenses|>> Collect. Licenses|<< Collect. Licenses [0 ms [ Execute. Internal|Retrieving Office 365 licenses Create|Creating connection for ]administrator@quadrotechlab 3. onmicrosoft. com [ Execute. Command|Execute. Ps. Command | Get-Msol. Account. Sku Execute. Internal|Serializing 1 Office 365 licenses to send back to Core service Set. Command. Result|>> Set. Command. Result Call. Web. Service|>> Call. Web. Service|Communication attempt number: 1 Call. Web. Service|<< Call. Web. Service [13 ms [ Set. Command. Result|<< Set. Command. Result [13 ms [ Fire. On. Idle. Impl|[Generic] finished processing. 9

License Pool - Stored / tracked in Office 365 License table in Directory database 10

Creating the Virtual Journal - There are quite some setting which need to be configure before you can create mappings It is highly recommended to choose some Naming Schema which match customers requirements 11

Legal hold (optional) - It is recommended to review Microsoft technote and set the correct option: https: //technet. microsoft. com/en-us/library/dn 144876(v=exchg. 150). aspx 12

Multiple Links - If you have multiple Office 365 links you could have different configuration per link You could process all leavers just through one link 13

Splitting settings - It is required to set the splitting for the Virtual Journal as the Journal Archive could be large and one mailbox is not enough for the migration Once the split limit is reached, new sub-mapping will be created with new name (Journal. Name_1, Journal. Name_2, etc) 14

Convert Journal messages - Convert Journal messages to O 365 Journaling Format - If checked, it will migrate only the P 2 message. The metadata of the P 1 message (DL Expansion, BCC etc. ) is then put into special properties of the P 2. In this way Office 365 Compliance Search can find them. More details here. 15

16 Mapping

Creating a mapping - Map archives and choose option to process as a Virtual Journal 17

Under the covers - Power. Shell commands are used to create the user in Microsoft Online Add license and legal hold Wait for mailbox to appear in Office 365 (that sometimes takes a bit of time) Synchronize all this information from Office 365 down in to Archive Shuttle 18

Details - Info added to table Office 365 Mailbox. Provisioning - Row is added at mapping time, then updated as each command runs Commands in pairs, eg Provision. Transfer. Date. UTC is the date/time when the provisioning/creation starts, Providioned. Date. UTC is when it is confirmed by the module that the creation happened Row is removed once mailbox is all ready - 19

Details - Commands from the Office 365 Module Client log |DEBUG| Get|Got Command Office 365 Provision. Mailbox |INFO| Provision. Mailbox|Executing Mailbox. Provisioning command |TRACE| Provision. Mailbox|>> Provision. Mailbox |TRACE| Provision. Mailbox|<< Provision. Mailbox [0 ms [ |INFO| Execute. Internal|Provisioning Mailbox for [Z_mibr. MS. ev 10 -01__Archive_Shuttle__Source_@quadrotechlab 3. onmicrosoft. com] Create archive [True [ |TRACE| Create|Creating connection for [administrator@quadrotechlab 3. onmicrosoft. com [ |DEBUG| Provision. Mailbox|Executing New-Mailbox command |TRACE| Execute. Ps. Command|New-Mailbox -Microsoft. Online. Services. ID Z_mibr. MS. ev 10 -01__Archive_Shuttle__Source_@quadrotechlab 3. onmicrosoft. com -Password System. Security. Secure. String -Name Z_mibr. MS. ev 1001__Archive_Shuttle_-_Source_ -Archive True |TRACE| On. Get. Transfer. Online. To. Core. Timer. Elapsed|Timer elapsed. 20

Details - Maybe it gets stuck? Check Web. Services log - In this case the pool of licenses were reached (eg 100 out of 100 licenses used) | WARN| Process. Mailbox|Office 365 Leavers/Virtual Journal: Cannot assign Office 365 license to mailbox [Z_mibr. MS. ev 10 -01__Archive_Shuttle_-_Source_@quadrotechlab 3. onmicrosoft. com] because we don't have licenses available currently. 21

After provisioning - After provisioning finished, entry from Office 365 Mailbox. Provisioning is removed Recorded now added to Office 365 License. To. Office 365 Mailbox in the Directory database 22

Submappings - Provisioning will happen for all sub-mappings Sub-mapping creation depends on Virtual Journal split settings Master mapping has flag (Has Sub Containers = True) and it is showing all collected items: 23

Removing the license - Done during the ‘Switch’ License goes back to the pool Next user can then be provisioned… … and the cycle repeats 24

Removing the license - Stage 2 Workflow: 25

Removing the license - Command ran by Office 365 Module, client log file shows: |DEBUG| Get|Got Command Office 365 Remove. License |INFO| Remove. Licenses|Executing Remove. Licenses command |TRACE| Remove. Licenses|>> Remove. Licenses |TRACE| Remove. Licenses|<< Remove. Licenses [0 ms [ |INFO| Execute. Internal|Removing Office 365 license for [Z_mibr. MS. ev 10 -01__Archive_Shuttle__Source_@quadrotechlab 3. onmicrosoft. com [ |TRACE| Create|Creating connection for [administrator@quadrotechlab 3. onmicrosoft. com [ |TRACE| Execute. Command|Execute. Ps. Command | (Get-MSOLUser -User. Principal. Name "Z_mibr. MS. ev 1001__Archive_Shuttle_-_Source_@quadrotechlab 3. onmicrosoft. com"). Licenses | foreach { $_. Account. Sku. Id } | foreach { Set-Msol. User. License -User. Principal. Name "Z_mibr. MS. ev 10 -01__Archive_Shuttle__Source_@quadrotechlab 3. onmicrosoft. com" -Remove. Licenses { _$ |INFO| Execute. Internal|Successfully removed licenses for [Z_mibr. MS. ev 10 -01__Archive_Shuttle__Source_@quadrotechlab 3. onmicrosoft. com [ |TRACE| Set. Command. Result|>> Set. Command. Result |TRACE| Call. Web. Service|>> Call. Web. Service 26

27 Additional notes

Best practices - Duplicate names are handled Enable Stage 2 for sub-mappings to handle the license pool Stage 2 workflow for sub-mappings should contain those steps: 28

29 Summary

Summary - Auto-create mailboxes in Office 365 Configurable pool of licenses Optionally add legal hold Split data into multiple mailboxes Copy-in / migrate the data Remove the license 30

31 Questions? Thanks for participating!