Migrating from Microsoft Exchange to Zimbra Collaboration Suite

The Zimbra Collaboration Suite (ZCS) Migration Wizard for Exchange is

used to migrate Microsoft Exchange server email accounts to the Zimbra
Collaboration Suite server and to import the email, calendar, and address
book information for the selected Exchange users. The import process
replicates the users Outlook folder hierarchy, importing email messages,
calendars, address books, and distribution lists from the Exchange server. Any
keywords are converted to tags in Zimbra Collaboration Suite.
Accounts from Microsoft Exchange 2000, 2003, 2007, and 5.5 can be
migrated.
During the migration, the ZCS Migration Wizard performs the following tasks:
Creates the user account on the Zimbra server, if it does not already exist
Imports email messages, attachments, calendars, and address books
Creates a log file for troubleshooting any import errors or warnings

Note: Only email messages, calendars, and address books (including

distributions lists) are imported from the Outlook server. Other Outlook types,
including notes, rules and alerts, and files are not imported. Unless the ZCS
Migration Wizard is run on a machine with Outlook 2003 or Outlook 2007,
tasks will not be imported.

Planning the Migration from Exchange Zimbra

Before you attempt to migrate from the Exchange server, create a
communication plan to notify users about the new Zimbra email program and
to provide users with the new mail access information (Zimbra URL, login
name, and password to use).
Zimbra recommends that you plan to perform the migration during off-peak
use times. The Exchange server does not need to be stopped in order to
migrate accounts. Any emails that are sent to or delivered from Exchange
after the account is migrated are not saved in the Zimbra mailbox.
The ZCS Migration Wizard asks you questions in a series of dialog boxes
about how to set up the new accounts. Before you start, you should
determine:

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Which domain the users accounts will migrate to.

Whether to select individual accounts or select groups of accounts to
import.

Considerations for retaining domain name when migrating

If your users use the Calendar application, and you are not migrating all users
to ZCS at the same time, configure ZCS with the same domain name as used
on the Exchange server. When ZCS is configured with the same domain
name, a users existing email address will be retained when the account
migrates to ZCS.
Meeting requests and appointments contain recipient information in the form
of email addresses. After migration, if the organizer of an appointment
updates an existing appointment or if recipients reply to an invitation, the email
address of the original message receives the notification. If the email address
has been changed, the notification is not received.

Migration options to configure

After the accounts are created on the Zimbra server, the email messages,
calendar entries, and contact information are imported. You configure the
following rules for accounts being imported:
Import the content of Junk Mail folders, yes/no
Import the content of the Deleted Items folder, yes/no
Import email messages received after <date>
Should the new email address replace the Exchange email address in all
meetings organized by the user? <check box>
By default, messages larger than 10 MB will not be imported. The message
size includes the message and attachments. If the message is larger than 10
MB, a warning is logged to the Migration Wizard log file, which can be
reviewed from the Import Complete dialog when the migration is complete.

Note: You can modify the following registry key to change the default limit:
HKCU\Software\Zimbra\MaxAttachSizeMB. The registry key should be
specified in megabytes (MB).You must also change the Maximum size of a
message located in the Administration Console under Global Settings>MTA, to
match the new registry key value.
The import process contains a few assumptions regarding naming:
Imports are by a single domain. For example, you might import users from
marketing.domain.com on your Exchange server to
marketing.zimbra.domain.com on your Zimbra server.

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The local part of the users SMTP address in Exchange becomes the first
portion of the email address on the Zimbra server. To continue the above
example, a user who has an account for [email protected] on
Exchange would become [email protected] on your
Zimbra server.

Using the ZCS Migration Wizard

Even though the ZCS Migration Wizard can be run from start to finish without
stopping, Zimbra recommends that after the accounts are migrated, you stop.
Before proceeding, change the mail relay information to point to the Zimbra
server instead of the Exchange server. This will prevent any lost mail while
the files are being imported.

Note: After the files have been imported to the Zimbra server, you should
verify that the import was successful before deleting the Exchange accounts.

How to Migrate Accounts and Import Email

The ZCS Migration Wizard can be downloaded from the Zimbra Administration
Download page on the Zimbra administration console.

1. From the Zimbra Administration Download page click the Migration Wizard
for Exchange icon to download the ZCS Migration Wizard executable file to
your computer.

2. Double-click on the ZCS Migration Wizard executable file. The Welcome

dialog appears. Click Next to continue.

3. The Import Destination dialog is displayed.

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Enter the following:

Host name. This is the host name of the Zimbra server.
Admin Port. The default admin services port is 7071.
Use Secure Connection (SSL) is checked to establish a secure
connection to the server port.
Username and Password. This is the name and password of the
administrator account on the Zimbra server.
Click Next.

4. In the Destination Domain dialog, select the Zimbra domain name where
accounts will migrate to.

Note: If you create the domain name after you started the ZCS Migration
Wizard, click Refresh Domains to update the list from the Zimbra server.

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Click Next.

5. To continue and begin the import, in the MAPI Logon dialog identify the
MAPI profile you created for use with the Zimbra Migration Wizard to
conduct the migration.
Click Launch Profile Chooser, to launch a standard Windows dialog box

from which you can either choose an existing MAPI profile, or create a new
one, as described in the Microsoft Office documentation. This profile should
be created before the migration tool is executed.
Once you have chosen a profile, click Next.

6. In the Source and Destination Mailboxes dialog, define the users to be

migrated to the Zimbra server. Choose one of the following ways to select
users:
Object Picker, to select specific users to migrate. Go to step a.
Query Builder, to select groups of users to migrate. Go to step b.

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a. Click Object Picker to select specific accounts to migrate.

In the dialog, the Object Type is preconfigured with Users. This cannot
be changed.
Click Locations to select the domain from which to select the accounts.
In the Enter object names text box, type the user names or partial user
names and click Check Names. Separate the names with a comma. For
example, if you type Jo, all names that begin with Jo are displayed, i.e.,
Joe Smith, Joseph Flanders, Joanna Writh.
Click Advanced to specify more detailed search (optional).
When the object names have been typed, click OK. The Source &
Destination Mailboxes dialog displays again with your selections listed in
the box. Go to step 7.

b. Click Query Builder, to select groups of accounts to migrate.

In the Active Directory Query Builder dialog, click Browse to select the
base distinguished name (DN) of the container to be used as the root for
the search. If you want all folders under the selected DN base to be
included in the migration, check Subtree.
Create a filter to identify which mailboxes to import.
Click OK. The Source & Destination Mailboxes dialog refreshes with your
selections listed in the box.

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7. The Source & Destination Mailboxes dialog now displays the Zimbra
account name, the Exchange Store DN information and the Exchange DN
information for accounts to be migrated. Review the information.
If any accounts should not be migrated, select the account and click
Remove, otherwise click Next to continue.

8. The ZCS Migration Wizard now checks to see if these accounts exist on the
Zimbra server. After checking all the accounts, the Target Account
Verification dialog displays the number of accounts that exist and the
number of accounts that do not exist on the Zimbra server. The accounts
with the status of No such account will be created. Click Next.

9. The Account Provisioning dialog is displayed. All accounts with the status
of No such account are shown in the Unprovisioned Accounts list box.
Before creating these accounts, select the Class of Service (COS) that
these accounts will be assigned and enter the default password for the
accounts.

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The COS defines the features and preferences for these accounts. Classes
of Service that have been configured on the Zimbra server are listed. If you
recently created a COS and it is not listed, click Refresh COS. New COSs
are added to the list.

Important: Included in this list are two COSs called default and None.The
COS named default refers to the default COS that was automatically created
when Zimbra Collaboration Suite is installed. The COS named None is used to
represent a COS configured for the domain that is being migrated. Configuring
a domain COS is optional. Select None to provision the accounts with the COS
assigned to the domain. If None is selected and the domain has not been
configured with a specific COS, the COS named default is automatically
assigned.
In the Initial Password field, enter a default password. This is the password
for every account that is created.
Note: If password is not specified at the time of provisioning, after the
migration you can either:
Create passwords for each account using either the administration
console or the zmprov CLI utility.
Configure ZCS authentication to be external against the LDAP
directory. Users can continue to use their existing password.
Click Next. The listed accounts are provisioned.

Note: If you do not want to create any of the accounts from this list, check
Do not provision any users, and click Next. No accounts are created on the
Zimbra server.

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10.You can view the results of account provisioning in the Provisioning

Accounts dialog. The Provisioning Result column shows the status of
account creation. Any account not created is shown as Unable to create
account.

The provisioning of email accounts on the Zimbra server is complete. Before

proceeding you should change the mail relay information for these users to
point to the Zimbra server instead of the Exchange server. Any new email
messages are sent to the Zimbra mailboxes.

11.The Import Items dialog is used to select which parts of users accounts
should be imported.
Import Mails. Select this item to import users mail.
Import Contacts. Select this item to import users contact folders.
Import Calendar. Select this item to import users calendars.
Calendar Options. If you chose to import users calendars, you can
specify whether to convert meetings organized by users to their new
addresses.

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12.The Import Options dialog is used to set rules about what files should be
imported.

The checkboxes for Import Junk-Mail Folder and Import Deleted Items
Folder determine whether or not to import mail currently in those Junk
Mail and Trash folders respectively.
The checkbox for Ignore previously imported items can be used in cases
where an earlier import operation was interrupted. If checked, the import
process picks up where it left off, rather than importing duplicates.
The wizard prevents import of duplicates by checking the progress logs
for every users mailbox that has been imported before. If the message
ID in the progress log matches an existing message, that message is
not imported, hence preventing duplicate import of messages.
Check the Date Filter checkbox to import mail only after a certain date.
This lets you discard old messages.
In the Concurrency field, set the number of accounts to import
simultaneously. Since the import is likely to happen while both servers
continue to service other mail accounts, you should use caution when
increasing this number, because setting this number too high may affect
server performance.
Click Next. A confirmation dialog appears. Click OK to begin importing.

Important: Users can continue to work in Outlook while their mail is being
imported, although any operation they do after that mailbox folder has been
imported will not be picked up by the Zimbra server. To ensure that the
imported mailbox is consistent with the old mailbox, we recommend informing
users that their mailboxes will be unavailable over some scheduled downtime
period.

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The Import In Progress screen displays the import progress.

13.When the import is complete, the Import Completed dialog displays any
errors. If errors or warnings appear, review the Description column and take
appropriate action.
For details about the migration process, click Open Log File to view
details. For more information about migration logs, refer to More
information about migration logs on page 12

Note: You can also view this log file later in the temp folder of the user
used to run the migration tool. The file name appears as m2l.log.
Use Import More Users to re-run the import on a different batch of users.
You might do this to import users from another domain, for example.
Click Finish to close the ZCS Migration Wizard.

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More information about migration logs

A migration log gives you detailed information about the account import
process from Outlook to ZCS. Statistical details like the number of errors,
number of migrated users, duration of migration, and amount of data
transferred is logged, among other details.

The first line of the migration log shows the version of the Migration Wizard
used.

09-09-2009 16:38:27 [964]: ZCSExchangeMigrationWizard-6.0.0_GA_2544

Version x.0

RPC errors that occur during the connection to the Zimbra server or the MS
Exchange system are captured in the log. The SOAP block is stored as an
XML file in the folder containing this log.

09-09-2009 16:40:04 [964]: RPC Error:- WinHttpSendRequest failed.

The RPC request is logged as
C:\DOCUME~1\MIGRAT~1\LOCALS~1\Temp\ZCSExchangeMigrationWizard-
6.0.0_GA_2544\2-RPCErrorRequest.xml

09-09-2009 16:40:04 [964]: RPC Error: One or more errors were found
in the Secure Sockets Layer (SSL) certificate sent by the server.

Every account that is migrated is logged in a separate section in the log

starting with Work arrived... <User Exchange Store DN><User Zimbra
Account> and ending with Import Complete... Deleting MAPI folder list.

09-09-2009 17:32:54 [972]: Work arrived.../o=First Organization/

ou=First Administrative Group/cn=Recipients/cn=TestUser1
[email protected]

09-09-2009 17:32:56 [972]: Import complete

09-09-2009 17:32:56 [972]: Deleting mapi folder list
09-09-2009 17:32:56 [972]: Waiting for work

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Each such log section contains major migration actions, including errors
and warnings. When migration is complete, you can view detailed
information about statistics of the migration process.

09-09-2009 17:32:56 [972]: (MI): Import stats

09-09-2009 17:32:56 [972]: (MI): ----------------------------------
09-09-2009 17:32:56 [972]: (MI): ----------------------------------
09-09-2009 17:32:56 [972]: (MI): Number of items attempted : 1 items
09-09-2009 17:32:56 [972]: (MI): Number of Errors : 0
09-09-2009 17:32:56 [972]: (MI): Number of Warnings : 0
09-09-2009 17:32:56 [972]: (MI): Import duration : 0 seconds
09-09-2009 17:32:56 [972]: (MI): Import Throughput : 0 msgs/sec
09-09-2009 17:32:56 [972]: (MI): Total data bytes transferred 1199
bytes
09-09-2009 17:32:56 [972]: (MI): Data throughput : 0 bits/sec
09-09-2009 17:32:56 [972]: (MI): Number of batches : 1 batches
09-09-2009 17:32:56 [972]: (MI): Avg num items per batch : 1 items
09-09-2009 17:32:56 [972]: (MI): Min num items in a batch : 1 items
09-09-2009 17:32:56 [972]: (MI): Max num items in a batch : 1 items
09-09-2009 17:32:56 [972]: (MI): Avg bytes per batch : 1199 bytes
09-09-2009 17:32:56 [972]: (MI): Min bytes in a batch : 1199 bytes
09-09-2009 17:32:56 [972]: (MI): Max bytes in a batch : 1199 bytes
09-09-2009 17:32:56 [972]: (MI): Quickest batch request : 216 ms
09-09-2009 17:32:56 [972]: (MI): Slowest batch request : 216 ms

Registry Keys for the ZCS Migration Wizard

Below is a list of all the registry keys for the ZCS Migration Wizard.

Important: Before you change any registry key values, be sure to create a
backup of the original registry key values.

Key Name Value Type Description

The following keys are located under
HKCU\Software\Zimbra\ExchMigration
HostName REG_SZ Default host name of the mailbox
server.
Port REG_DWORD Default port on which the administrator
and non-administrator services run.
SecureCon REG_DWORD Default status for using a secure
connection.
The following keys are located under HKCU\Software\Zimbra:

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Key Name Value Type Description

MaxAttachSizeMB REG_DWORD By default, messages larger than 10
MB will not be imported. The limit can
be changed by modifying the registry.
The key value should be specified in
megabytes (MB). A value is zero, there
is no limit to the size of message
attachments.
ErrorThreshold REG_DWORD By default, after three consecutive
errors the ZCS Migration Wizard will
stop. The limit can be changed by
modifying the registry. If the value is
zero, the ZCS Migration Wizard will not
stop.

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No part of this document may be reproduced, in whole or in part, without the
express written permission of Yahoo!.
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