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Exchange Hosted Archive Transition Center

Since May 2012, Microsoft has been transitioning Exchange Hosted Archive (EHA) customers to Office 365. All customers are being scheduled, notified of their transition dates, and encouraged to learn about the new service. The duration of time required to migrate messages from EHA to O365 for each transition is dependent on the size of your archive. All customer transitions will be completed by November 2013. This page provides all existing Exchange Hosted Archive (EHA) customers with information they need to transition their data from EHA to Office 365’s Exchange Online archiving.

  1. Get started
  2. On-premises scenario
  3. Hybrid scenario
  4. Online scenario
  5. Get help

First

To learn the basics about Office 365 archiving, licensing, and support start by reading the following transition process primer.

Transition process primer...

EHA to Office 365 transition process primer

Office 365 description

Office 365 is the suite of Microsoft business productivity applications that are run as a cloud subscription service in Microsoft's data centers. For a comprehensive description of Office 365 visit the What is Office 365 page. Email archiving in Office 365 is available as part of Microsoft Exchange Online service based on Exchange 2010. Users may use the same Outlook clients - Microsoft's Outlook Web App (OWA) or Outlook 2007 and Outlook 2010 desktop clients - to access messages, contacts, appointments and tasks stored in your Exchange Online archive

As part of Microsoft's efforts to provide customers with the latest services, we have started to transition customers to Office 365 Exchange Online and will continue to move customers over the next several months. We encourage all existing EHA administrators to learn about changes to the archiving service by reading the information below which provides a high level description of things you should know, with links to expanded information.

Office 365 supports archiving of calendar, tasks and contacts and Lync IM

Office 365 natively archives not only e-mail and Lync IM messages, but also Outlook Calendar, Tasks, and Contacts.

Office 365 requires a licensed mailbox

The EHA service acted as a domain catch-all for many customers. This means in many cases all messages for your domain(s) were captured and stored within EHA, even for users not provisioned within the FOPE/EHA Admin Center. These messages were collected and attributed to what we refer to as "Un-provisioned Users". With Office 365 only the messages for provisioned users will be migrated. If you need to have the messages moved for recipients that were not provisioned in EHA you will need to provision them in the FOPE/EHA Admin Center prior to the start of your transition. For greater detail on this subject visit the Un-provisioned Users page.

The Directory Sync Tool (DST) is not supported in Office 365 for some EHA Transitioned Customers

On-Premises customers that rely on the FOPE/EHA Directory Sync Tool (FOPE DST) to automatically synchronize Active Directory user accounts to the FOPE/EHA service should not use the Microsoft Online Service Directory Synchronization tool for user management of their Office 365 users after their EHA Transition. For more information visit the MSO DST should not be used by customers transitioned from EHA that use Journaling page.

Message retention and legal/litigation hold

It is important to understand the functional differences between Office 365 and EHA message Retention, Legal Hold and Litigation Hold. For example Retention Period in EHA most closely compares to Litigation Hold in Office 365. Configuring Retention is discussed in greater detail on the Litigation Hold page.

Supervisory review

Office 365 does not natively offer Supervisory Review features. However through the use of PowerShell there are methods for manual or automatic harvesting using Search Folders to collect messages for review. For greater detail on this subject visit the Supervisory Review page.

Reports

EHA has several built-in reports but offered no ability to customize or schedule these reports. Office 365 has a smaller set of built-in reports, but through the use of PowerShell you now have the ability to customize and schedule custom reports. For greater detail on this subject please visit the Reports page.

Discovery

In EHA searching your entire company is possible from the EHA Viewer client. In Office 365 the Multi-Mailbox-Search interface is limited to 5000 mailboxes at one time using the administrative Microsoft Online Portal. For searches on more than 5,000 mailboxes PowerShell can be used to search across the entire organization. For greater detail on this subject please visit the Discovery and Search page.

Exporting data

In Office 365 the export features of Outlook 2007 or 2010 can be used to export messages to PST files onto your local computer. For greater detail on this subject please visit the Exporting Data page.

Importing data - historical data load (HDL)

In Office 365 you can import historical data that is in PST format using the free PST Capture tool. For more information about the PST Capture tool visit the Microsoft Exchange PST Capture tool page on Technet. To download the tool please visit the Microsoft Exchange PST Capture tool download page.

Bloomberg (e-mail & IM), instant messages and messages greater than 25MB

Office 365 does not support Bloomberg messaging and only supports Microsoft Lync Instant Messaging. Because of this Bloomberg and Instant Messaging data in EHA will not be migrated to Office 365. For Bloomberg and Instant Messages there is 3rd party software that may support ingesting this data into Office 365.

Office 365 has a message size limit of 25MB and messages in EHA that exceed this limit will not migrate. This message size limit will also impact the ingestion of future messages which are sent to Office 365 through Journaling.

Un-migrated messages will be returned to you on encrypted media. For greater detail on this subject please visit the EHA Data That Will Not Migrate to Office 365 page.

Letter of attestation

A new Letter of Attestation (LOA) has been created for Office 365. If you have an EHA LOA it is important to understand that it does not apply to Office 365. If you have requested an LOA previously for EHA and need an LOA for Office 365, you may open a support request with Office 365 Support by following the instructions on the Contact Support for technical issues page.

Next

There are three e-mail environment scenarios that affect your transition to Office 365. Please read the descriptions that follow then return to the top of this page and choose the scenario tile that corresponds to your current e-mail environment. Selecting your scenario provides you with environment specific information on how to get ready and what to expect before, during, and post transition.

  • If you have a local on-premises Exchange server and are archiving to EHA select the On-premises scenario tile.
  • If you have both a local on-premises Exchange server and you also have mailboxes online in Office 365 and are archiving to EHA, select the Hybrid scenario tile.
  • If you host all of your mailboxes online in Office 365 and are archiving to EHA, select the Online scenario tile. 

If you have any questions please contact EHA Technical Support using Get Help Now by logging on to the FOPE/EHA Admin Center or by calling 1-866-291-7726.

On-premises scenario

EHA transition for customers who have an on-premises Exchange server

If you’re an EHA customer, run your own Microsoft Exchange e-mail server and do not have any mailboxes hosted in Microsoft Office 365 Exchange Online service, this article contains information about your transition from EHA to Exchange Online archive, Including what to expect before, during and after the transition, tasks Microsoft will perform during these phases, and tasks you should perform.

 

WhenMicrosoft will…You should…

30 days before beginning EHA Transition
  • Send you a notice of scheduled transition from EHA to Office 365
  • Identify the person who will act as the Transition Contact in your organization
  • Create or update their contact information, including SMS-enabled cell phone and an out-of-band email address, in FOPE/EHA Admin Center
  • Review un-provisioned EHA users
  • Verify that envelope journaling is configured in your on-premises Exchange organization
  • Communicate changes to users, including new credentials to login to Office 365 and possible DSNs users may receive during the transition indicating message delivery delays

Prepare for EHA Transition
  • Create an Office 365 tenant with the Exchange Online Plan 2 (P2) subscription
  • Create archive users in Office 365
  • Apply Litigation Hold
  • Consider signing up for Office 365 30-day trial
  • Sign-up for EHA Transition training

During EHA Transition
  • Place the EHA Admin Center into Maintenance Mode
  • Move messages from EHA to Office 365 journal archives
  • Export any reports from EHA

    Warning: Do not delete Journal Archive mailboxes or mail-enabled users associated with the mailboxes in Exchange Online. Deleting these objects will result in data loss from your Journaling Archive and may leave your organization out of compliance.

When EHA Transition completes
  • Send you a notification indicating transition is complete
  • Notify the transition contact to reset Office 365 password
  • Reset the Office 365 password

Post Transition
  • Provide you with EHA data on USB media
  • Remove EHA Admin Center access approximately 15 days after migration and remove data from EHA
  • Update the primary SMTP address of your journaling contact
  • Configure permission and roles on your Office 365 accounts
  • Use EAC for performing eDiscovery
  • Use script when provisioning  user
  • Use script when changing a user’s email address(es)
  • Use EAC when removing a user
  • When performing an eDiscovery search, remember to also add the user's Journal Archive (displayed as john_JournalArchive@contoso.com)
  • Users to use new login ( John_JournalArchive@contoso.com) to login to Office 365 to view migrated EHA data and new live journaled data

 

Before transition

This information describes actions you should take before your transition begins.

1. Create a company transition contact in the FOPE/EHA Admin Center

Approximately thirty days before the beginning of your scheduled Exchange Hosted Archive (EHA) transition to Office 365's journal archive, Microsoft will send you a notice. After you’ve received the notice:

  1. Identify one person at your company who will act as the Transition Contact. This Transition Contact will be the person that Microsoft will primarily communicate with during the EHA to Office 365 transition.
  2. Update their FOPE/EHA Admin Center contact to include an SMS text enabled cell phone and an out-of-band e-mail address (for example, a web-based email service such as Outlook.com, Yahoo, or Gmail, or another email address that’s not from the organization being transitioned).
  3. Add the words Transition Contact in the Title field of the contact. To do this log in to the FOPE/EHA Admin Center and navigate to the Administration tab, Company sub-tab, then click Add to create a new contact, or Edit to update an existing contact.

If there is no Transition Contact defined, all Compliance Managers and Company Contacts listed in the FOPE/EHA Admin Center will receive notifications about your EHA Transition.

 

2. Review un-provisioned EHA users

Only users listed in the FOPE/EHA Admin Center, known as provisioned users, will have their messages migrated from EHA. You have an opportunity to provision additional users before the transition begins. For more information, visit the Un-provisioned Users page. For more information about all messaging data that will not be migrated please visit EHA Data That Will Not Migrate to the Office 365 Archive.

 

3. Verify that envelope journaling is configured

This applies only to Microsoft Exchange Server 2003, which does not use envelope journaling natively. Exchange Server 2007 and 2010 use Envelope Journaling natively. The journaling functionality that receives messages for archiving into Office 365 requires that the messages be in envelope journal format (in Exchange 2003 and earlier there were three types of journaling, Standard, BCC and Envelope. Office 365 cannot properly process Standard or BCC journaling formats). Although most customers would already have configured envelope journaling when first subscribing to the EHA service, it was not a requirement for EHA. You should verify that envelope journaling is indeed configured. For detailed information on how journaling is configured on Exchange 2003, see Exchange Server Journaling to Office 365 for Transitioning EHA Customers.

Note: By default, Office 365 customers can't enable Journaling to an Office 365 mailbox. Journaling to Office 365 is only offered to customers that have transitioned from EHA to Office 365.

 

4. Plan for and communicate changes to users

Transition from EHA to Office 365 will impact users. Plan to communicate these changes to your users before transition begins.

  • Accessing the journal archive As part of EHA transition to Office 365 journal archives, a journal archive will be provisioned in Office 365 for each user being transitioned. Users will be able to access their archived email moved from EHA and new messages archived after transition by using Outlook Web App or Microsoft Outlook.
    • Login Users must use the journal archive login, which consists of the user’s alias followed by ­ _JournalArchive@<domain>.onmicrosoft.com. For example, April Summers' alias is asummers and her primary email address is asummers@contoso.com. Her journal archive login is asummers_JournalArchive@contoso.onmicrosoft.com.
    • Password As part of EHA transition, new journal archives are configured with a random password generated by Microsoft. You must reset your users’ passwords in the Office 365 portal and communicate it to users. After users log in, they can change their own passwords at any time from their Office 365 settings page.
  • Possible bounce messages during transition Users may receive bounce messages during the transition as messages are moved from EHA to their journal archive. Users must be informed that these may be generated during the transition process, are unrelated to their normal mail flow and should be ignored.

5. Sign up for the Office 365 30-day trial

Consider signing up for a free 30 day trial of Office 365 by visiting the Try Office 365 for free for 30 days. Be sure to select Plan E3 which includes the Office 365 archive feature.

CAUTION: When creating a trial tenant, do NOT use your existing EHA or FOPE e-mail domain. This will interfere with your current Microsoft filtering services. A recommendation for creating a trial is to decorate your domain with the word ‘trial'. For example if your domain is contoso.com then use contoso-trial.com.

 

6. Sign up for training

Sign up for EHA Transition training. The EHA Support team offers live training sessions. To attend please RSVP by e-mail to ehasup@microsoft.com, choosing one of the following weekly sessions.

  • Monday at 8:00 AM PST/PDT
  • Wednesday at 1:00 PM PST/PDT
  • Thursday at 6:30 AM PST/PDT
  • Friday at 8:00 AM PST/PDT.

Note: Sessions with no confirmed RSVPs are canceled.

 

Actions performed by Microsoft in preparation for your transition

Microsoft must complete several steps before your EHA archive data can be transitioned to Office 365.  Here’s a list of actions that Microsoft will performed on your behalf:

  1. Create an Office 365 tenant with the Exchange Online Plan 2 subscription: Transitioning your archive from EHA to Office 365 requires enabling the Advanced Archiving features of Exchange Online Plan 2 (EP2). For more information about licensing for transitioned EHA customers please read the Understanding your Licensing Options page.
  2. Create archive users in Office 365: Microsoft will create and assign mailbox and archive licenses to new Office 365 users to which EHA messages will be migrated.
  3. Apply litigation hold: Microsoft will enable Litigation Hold for the Office 365 archive users and configure them with a Litigation Hold Duration that matches your Retention Period and Legal Hold settings in EHA. The EHA and Office 365 services have important distinctions between message retention terminology and configuration. Please read the information found on the Message Retention and Legal/Litigation Hold page for more information.

During transition

The following information describes actions Microsoft performs during your EHA to Office 365 transition.

1. Place the EHA Admin Center into Maintenance-mode

A few days before your transition completes, Microsoft will place the EHA Admin Center into a read-only state called Maintenance-Mode. From this point forward, no changes to the EHA configuration will be possible. During this time, Microsoft will transition your EHA configuration and user accounts to Office 365. The EHA Viewer and Reports will still be available as normal during Maintenance-Mode. Ten days before the Maintenance-Mode is to begin, a notification will be sent to your company contacts. For more information visit the EHA Maintenance-Mode page.

 

2. Move EHA messages

After Office 365 has been configured and EHA users have been created in Office 365, Microsoft will move EHA messaging data. The EHA Viewer and EHA Reports services also remain available while messages are migrated.

 

Litigation hold vs. retention policies

During the transition Microsoft will configure Litigation Hold with Duration on each transitioned Office 365 mailbox based on the retention period set in EHA. For example if all of your EHA users were configured to retain messages for 2555 days, then each Office 365 mailbox will have Litigation Hold with a duration of 2555 days configured. If an EHA users has legal hold enabled then the Office 365 mailbox will have Litigation Hold without a duration set, meaning save permanently until litigation hold is turned off.

Note: In Office 365, retention policies are used to delete old messages that do not need to be retained and to control and reduce the size of a mailbox. In contrast, litigation hold preserves deleted messages and is most similar to EHA's retention period. Please read the information found on the Message Retention and Legal/Litigation Hold page for more information.

 

Transition completes

After messages are moved from EHA, you will receive a notice telling you that your transition to Office 365 has completed. Transition complete is the point in time where all messages and account data has been transitioned to Office 365 and you will stop using EHA and begin using your Office 365 archive.

At this time messages are no longer being archived to EHA and are ingesting into the Office 365 journal archive. All users should immediately begin using Office 365.

You can still logon to EHA, however any activity in the EHA Viewer, the EHA Admin Center or EHA Reports is for historical viewing purposes only. You will continue to have access to EHA for approximately fifteen days before it is permanently deleted.

Warning: Do not delete Journal Archive mailboxes or mail-enabled users associated with the mailboxes in Exchange Online. Deleting these objects will result in data loss from your Journaling Archive and may leave your organization out of compliance.

 

Logging on to Office 365 for the first time

When your transition is complete, Microsoft will notify your company Transition Contact to use the Forgot your password? link, found on the Office 365 Login Portal, to reset their logon credentials to Office 365. When resetting the login password, automated answer-back e-mail and SMS messages will be sent with secure links that you will use to reset your Office 365 password.

 

Post transition

This information describes actions you should take after the completion of your transition.

1. Update the primary SMTP address of your journaling contact

After transition to Office 365, add a new primary SMTP address to the journaling contact that is configured to forward mail to your Microsoft archive. For information to accomplish this visit the Update your journaling address after your EHA to Office 365 transition completes page.

 

2. Consider exporting EHA reports within 15 days after transition begins

After transition begins you should log on to the EHA Reports page and export reports that you want to retain for posterity when there is no further access to EHA . For example, the Privileged Roles reports are useful for configuring Office 365 with similar administrative permissions that existed in EHA. If you used the supervisor/subordinate review functionality you may wish to export historical Supervisory Review Evidentiary and Message Review Recap reports. To see a description of all the available EHA reports visit the EHA Reports Description page.

In addition, Microsoft will include EHA-specific configuration information from the FOPE/EHA Admin Center on the USB media that is returned to you with your EHA data. These will be CSV spreadsheets and will include the following information about the configuration of your EHA service:

  • Configuration of the Company tab.
  • Dictionary key word lists.
  • Configuration of each domain under the Domains tab.
  • Configuration of Supervisor/Subordinate relationships.
  • Dictionaries key words used in Supervisor/Subordinate relationships.
  • Configuration of each user under the Users tab.
  • Secondary addresses of each user.
  • A list of your company domain e-mail addresses found in your messaging data for which no user was configured in the FOPE/EHA Admin center at the time of transition.

3. Configure permissions and roles on your Office 365 accounts

EHA Administrative permissions and Archive Roles do not transition from EHA to Office 365. The Privileged Roles report, which shows the archive roles assigned to each EHA account, and the Employee Roster report, which shows supervisory relationships between EHA users, can be used to configure similar permissions and groups in Office 365.

 

4. Include users' journal archive in eDiscovery

When authorized compliance officers, eDiscovery mangers or IT staff perform an eDiscovery search, they must explicitly add the user’s journal archive, displayed as < UserAlias_JournalArchive@contoso.com> when selecting mailboxes in the In-Place eDiscovery wizard.

 

5. Use the ConfigureJournalArchive.ps1 script to create new journal archives or change user’s email addresses

After EHA transition, you may need to create journal archives for new users, change a user’s email address, or remove a journal archive for a departed users. To create new journal archives and change email addresses, use the ConfigureJournalArchive.ps1 script. To remove a journal archive for a departed user, use the Office 365 admin portal. For details, see Manage Journal Archives After Transition from EHA.

 

Moving your on-premises mailboxes to Office 365 is temporarily unavailable after EHA transition

If you have not been transitioned from EHA to Office 365 and you are currently planning to move your on-premises mailboxes to Office 365 in the next 90 days, please call EHA support and Microsoft will postpone your EHA migration so you can first move to Office 365, then have EHA transitioned thereafter. EHA support can be contacted by calling 1-866-291-7726.

 

All EHA data will be returned to you on USB media

Some types of messaging data cannot be migrated from EHA to Office 365. For more information visit the EHA Data That Will Not Migrate to Office 365 page. A full complimentary copy of your EHA will be encrypted to USB media and sent to the Transition Contact that you listed in the FOPE/EHA Admin Center.

 

 

Hybrid scenario

EHA transition for Office 365 customers that are in a hybrid scenario

A hybrid deployment is one where your company has mailboxes located both on your on-premises Exchange mail servers and also on Microsoft's Office 365 Exchange Online service. Transitions for hybrid customers will be completed at the end of the EHA transition schedule. For an expanded definition of hybrid see the Hybrid deployments section on the Office 365 for IT pros web page.

If you’re an EHA customer and have a hybrid deployment, this article contains information about your transition from EHA to Exchange Online archive. It includes what to expect before, during, and after the transition, tasks Microsoft will perform during these phases, and tasks you should perform.

 

WhenMicrosoft will…You should…

30 days before beginning EHA Transition
  • Send you a notice of scheduled transition from EHA to Office 365
  • Identify the person who will act as the Transition Contact in your organization
  • Create or update their contact information, including SMS-enabled cell phone and an out-of-band email address, in FOPE/EHA Admin Center
  • Review un-provisioned EHA users
  • Verify that envelope journaling is configured in your on-premises Exchange organization
  • Communicate changes to users, including new credentials to login to Office 365 and possible DSNs users may receive during the transition indicating message delivery failures

Prepare for EHA Transition
  • Add additional licenses to your Exchange Online or Office 365 tenant account. The additional licenses are used for journal archives created for each user provisioned for EHA
  • Create archive users in Office 365
  • Apply Litigation Hold
  • Sign-up for EHA Transition training

During EHA Transition
  • Place the EHA Admin Center into Maintenance Mode
  • Move messages from EHA to Office 365 journal archives
  • Export any reports from EHA

    Warning: Do not delete Journal Archive mailboxes or mail-enabled users associated with the mailboxes in Exchange Online. Deleting these objects will result in data loss from your Journaling Archive and may leave your organization out of compliance.

When EHA Transition completes
  • Send you a notification indicating transition is complete
  • Notify the transition contact to reset Office 365 password
  • Reset the Office 365 password

Post Transition
  • Provide you with EHA data on USB media
  • Remove EHA Admin Center access approximately 15 days after migration and remove data from EHA
  • Update the primary SMTP address of your journaling contact
  • Configure permission and roles on your Office 365 accounts
  • Use EAC for performing eDiscovery
  • When performing an eDiscovery search, remember to also add the user's Journal Archive (displayed as john_JournalArchive@contoso.com)
  • Use script when provisioning user
  • Users to use new login ( John_JournalArchive@contoso.com) to access their journal archive in Office 365

 

Before transition

This information describes actions you should take before your transition begins.

1. Create a company transition contact in the FOPE/EHA Admin Center

Approximately thirty days before the beginning of your scheduled Exchange Hosted Archive (EHA) transition to Office 365's journal archive, Microsoft will send you a notice. After you’ve received the notice:

  1. Identify one person at your company who will act as the Transition Contact. This Transition Contact will be the person that Microsoft will primarily communicate with during the EHA to Office 365 transition.
  2. Update their FOPE/EHA Admin Center contact to include an SMS text enabled cell phone and an out-of-band e-mail address (for example, a web-based email service such as Outlook.com, Yahoo, or Gmail, or another email address that’s not from the organization being transitioned).
  3. Add the words Transition Contact in the Title field of the contact. To do this log in to the FOPE/EHA Admin Center and navigate to the Administration tab, Company sub-tab, then click Add to create a new contact, or Edit to update an existing contact.

If there is no Transition Contact defined, all Compliance Managers and Company Contacts listed in the FOPE/EHA Admin Center will receive notifications about your EHA Transition.

 

2. Review un-provisioned EHA users

Only users listed in the FOPE/EHA Admin Center, known as provisioned users, will have their messages migrated from EHA. You have an opportunity to provision additional users before the transition begins. For more information, visit the Un-provisioned Users page. For more information about all messaging data that will not be migrated, please visit EHA Data That Will Not Migrate to the Office 365 Archive.

 

3. Plan for and communicate changes to users

Transition from EHA to Office 365 will impact users. Plan to communicate these changes to your users before transition begins.

  • Accessing the journal archive As part of EHA transition to Office 365 journal archives, a journal archive will be provisioned in Office 365 for each user being transitioned. Users will be able to access their archived email moved from EHA and new messages archived after transition by using Outlook Web App or Microsoft Outlook.
    • Login Users must use the journal archive login, which consists of the user’s alias followed by _JournalArchive@<domain>.onmicrosoft.com. For example, April Summers' alias is asummers and her primary email address is asummers@contoso.com. Her journal archive login is asummers_JournalArchive@contoso.onmicrosoft.com.
    • Password As part of EHA transition, new journal archives are configured with a random password generated by Microsoft. You must reset your users’ passwords in the Office 365 portal and communicate it to users. After users log in, they can change their own passwords at any time from their Office 365 settings page.
  • Possible bounce messages during transition Users may receive bounce messages during the transition as messages are moved from EHA to their journal archive. Users must be informed that these may be generated during the transition process, are unrelated to their normal mail flow, and should be ignored.

4. Sign up for training

Sign up for EHA Transition training. The EHA Support team offers live training sessions. To attend please RSVP by e-mail to ehasup@microsoft.com, choosing one of the following weekly sessions:

  • Monday at 8:00 AM PST/PDT
  • Wednesday at 1:00 PM PST/PDT
  • Thursday at 6:30 AM PST/PDT
  • Friday at 8:00 AM PST/PDT.

Note: Sessions with no confirmed RSVPs are canceled.

 

Actions performed by Microsoft in preparation for your transition

Microsoft must complete several steps before your EHA archive data can be transitioned to Office 365.  Here’s a list of actions that Microsoft will performed on your behalf:

  1. Add additional licenses to your Office 365 tenant account: As part of the transition, a journal archive is created in Exchange Online for each user provisioned in EHA. To account for the additional mailboxes, Microsoft will add additional licenses to your Office 365 tenant account. There’s no additional cost for these licenses added for customers transitioning from EHA.
  2. Create archive users in Office 365: Microsoft will create Office 365 users and archives to which EHA messages will be migrated.
  3. Apply litigation hold: Microsoft will enable Litigation Hold for the Office 365 archive users and configure them with a Litigation Hold Duration that matches your Retention Period and Legal Hold settings in EHA. The EHA and Office 365 services have important distinctions between message retention terminology and configuration. Please read the information found on the Message Retention and Legal/Litigation Hold page for more information.

During transition

The following information describes actions Microsoft performs during your EHA to Office 365 transition.

1. Place the EHA Admin Center into Maintenance-Mode

A few days before your transition completes, Microsoft will place the EHA Admin Center into a read-only state called Maintenance-Mode. From this point forward, no changes to the EHA configuration will be possible. During this time, Microsoft will transition your EHA configuration and user accounts to Office 365. The EHA Viewer and Reports will still be available as normal during Maintenance-Mode. Ten days before the Maintenance-Mode is to begin, a notification will be sent to your company contacts. For more information visit the EHA Maintenance-Mode page.

 

2. Move EHA messages

After Office 365 has been configured and EHA users have been created in Office 365, Microsoft will move EHA messaging data. The EHA Viewer and EHA Reports services also remain available while messages are migrated.

 

Litigation hold vs. retention policies

During the transition Microsoft will configure Litigation Hold with Duration on each transitioned Office 365 mailbox based on the retention period set in EHA. For example if all of your EHA users were configured to retain messages for 2555 days, then each Office 365 mailbox will have Litigation Hold with a duration of 2555 days configured. If an EHA user has legal hold enabled then the Office 365 mailbox will have Litigation Hold without a duration set, meaning save permanently until litigation hold is turned off.

Note: In Office 365, retention policies are used to delete old messages that do not need to be retained and to control and reduce the size of a mailbox. In contrast, litigation hold preserves deleted messages and is most similar to EHA's retention period. Please read the information found on the Message Retention and Legal/Litigation Hold page for more information.

 

Transition completes

After messages are moved from EHA, you will receive a notice telling you that your transition to Office 365 has completed. Transition complete is the point in time where all messages and account data has been transitioned to Office 365 and you will stop using EHA and begin using your Office 365 archive.

At this time messages are no longer being archived to EHA and are ingesting into the Office 365 journal archive. All users should immediately begin using Office 365.

You can still logon to EHA, however any activity in the EHA Viewer, the EHA Admin Center, or EHA Reports is for historical viewing purposes only. You will continue to have access to EHA for approximately fifteen days before it is permanently deleted.

Warning: Do not delete Journal Archive mailboxes or mail-enabled users associated with the mailboxes in Exchange Online. Deleting these objects will result in data loss from your Journaling Archive and may leave your organization out of compliance.

 

Logging on to Office 365 for the first time

When your transition is complete, Microsoft will notify your company Transition Contact to use the Forgot your password? link, found on the Office 365 Login Portal, to reset their logon credentials to the new Office 365 accounts for journal archives. When resetting the login password, automated answer-back e-mail and SMS messages will be sent with secure links that you will use to reset your Office 365 password.

 

Post transition

This information describes actions you should take after the completion of your transition.

1. Update the primary SMTP address of your journaling contact

After transition to Office 365, add a new primary SMTP address to the journaling contact that is configured to forward mail to your Microsoft archive. For information to accomplish this visit the Update your journaling address after your EHA to Office 365 transition completes page.

 

2. Consider exporting EHA reports within 15 days after transition begins

After transition begins you should log on to the EHA Reports page and export reports that you want to retain for posterity when there is no further access to EHA . For example, the Privileged Roles reports are useful for configuring Office 365 with similar administrative permissions that existed in EHA. If you used the supervisor/subordinate review functionality you may wish to export historical Supervisory Review Evidentiary and Message Review Recap reports. To see a description of all the available EHA reports visit the EHA Reports Description page.

In addition, Microsoft will include EHA-specific configuration information from the FOPE/EHA Admin Center on the USB media that is returned to you with your EHA data. These will be CSV spreadsheets and will include the following information about the configuration of your EHA service:

  • Configuration of the Company tab.
  • Dictionary key word lists.
  • Configuration of each domain under the Domains tab.
  • Configuration of Supervisor/Subordinate relationships.
  • Dictionaries key words used in Supervisor/Subordinate relationships.
  • Configuration of each user under the Users tab.
  • Secondary addresses of each user.
  • A list of your company domain e-mail addresses found in your messaging data for which no user was configured in the FOPE/EHA Admin center at the time of transition.

 

3. Configure permissions and roles on your Office 365 accounts

EHA Administrative permissions and Archive Roles do not transition from EHA to Office 365. The Privileged Roles report, which shows the archive roles assigned to each EHA account; and the Employee Roster report, which shows supervisory relationships between EHA users; can be used to configure similar permissions and groups in Office 365.

 

4. Include users' journal archive in eDiscovery

When authorized compliance officers, eDiscovery mangers, or IT staff perform an eDiscovery search, they must explicitly add the user’s journal archive, displayed as < UserAlias_JournalArchive@contoso.com> when selecting mailboxes in the In-Place eDiscovery wizard.

 

5. Use the ConfigureJournalArchive.ps1 script to create new journal archives

After EHA transition, you may need to create journal archives for new users, change a user’s email address, or remove a journal archive for a departed users. To create new journal archives, use the ConfigureJournalArchive.ps1 script. To remove a journal archive for a departed user, use the Office 365 admin portal. For details, see Manage Journal Archives After Transition from EHA.Because you’re in a hybrid deployment, any email address changes you make to a user with journal archives are automatically synchronized to Office 365 using DirSync.

 

All EHA data will be returned to you on USB media

Some types of messaging data cannot be migrated from EHA to Office 365. For more information visit the EHA Data That Will Not Migrate to Office 365 page. A full complimentary copy of your EHA will be encrypted to USB media and sent to the Transition Contact that you listed in the FOPE/EHA Admin Center.

 

 

Online scenario

EHA transition for existing Office 365 Exchange Online customers

The following information describes things you should know and what to expect if you have an existing fully hosted Office 365 Exchange Online tenant. Fully hosted means you host all mailboxes within Exchange Online.

 

Before transition

This information describes actions you should take before your transition begins.

Update your company contacts in the FOPE/EHA Admin Center

Microsoft will send a notice approximately thirty days in advance of the beginning of your scheduled transition. Please identify one person at your company that will act as the Transition Contact. This Transition Contact will be the person that Microsoft will primarily communicate with. To indicate this person you can add the words Transition Contact in the Title field of an existing or new contact. To do this log in to the FOPE/EHA Admin Center and navigate to the Administration tab, Company sub-tab, then click Add to create a new contact, or Edit to update an existing contact.

If there is no Transition Contact defined, all Compliance Managers and Company Contacts listed in the FOPE/EHA Admin Center will receive notifications about your EHA Transition.

 

Review un-provisioned EHA users

Only provisioned users, meaning those listed in the FOPE/EHA Admin Center, will have their messages migrated. You have an opportunity to provision users before the transition. For more information visit the Un-provisioned Users page. For more information about all messaging data that will not be migrated please visit EHA Data That Will Not Migrate to the Office 365 Archive.

 

Signup for training

Sign up for EHA Transition training. The EHA Support team offers live training sessions. To attend please RSVP by e-mail to ehasup@microsoft.com, choosing one of the following weekly sessions.

  • Monday at 8:00 AM PST/PDT
  • Wednesday at 1:00 PM PST/PDT
  • Thursday at 6:30 AM PST/PDT
  • Friday at 8:00 AM PST/PDT.

Note: Sessions with no confirmed RSVPs are canceled.

 

Actions performed by Microsoft in preparation for your transition

There are several steps that must be completed before the archive data can be transitioned from EHA.  This includes creating users, assigning licenses, and establishing litigation hold with and without duration. Below you will find a list of actions that will be performed on your behalf.

  • Apply the Exchange Online Plan 2 subscription: Transitioning from EHA to Office 365 requires enabling the Advanced Archiving features of Exchange Online Plan 2 (EP2). For more information about licensing for transitioned EHA customers please read the Understanding your Licensing Options page.
  • Create users that do not already exist in Office 365: If you have users in EHA that do not already exist in Office 365, Microsoft will create and license new Office 365 users to which EHA messages will be migrated. If an Office 365 user already exists Microsoft will migrate EHA messages to the existing Office 365 user's Archive folders.
  • Apply litigation hold: Microsoft will enable Litigation Hold with Duration that matches EHA's Retention Period and Legal Hold settings. The EHA and Office 365 services have important distinctions between message retention terminology and configuration. Please read the information found on the Message Retention and Legal/Litigation Hold page for more information.

Note: Only Office 365 users that were also EHA users will have mail data migrated from EHA and will have their Office 365 Litigation Hold settings modified to match EHA's retention period and legal hold settings.

 

During transition

This information describes user experience you should be aware of and actions you should consider during the transition.

Users will see new archive folders

If users already have Office 365 archive folders, then nothing will change in their folder list. Users who do not have Office 365 archive folders will have archive folders enabled during the transition. While messages are copying  from EHA to Office 365 all users will see migrated messages appearing in their archive folder's inbox. Note that if no data is migrated from EHA to an Office 365 mailbox, then no archive folders are created, and the Office 365 mailbox is untouched by the transition.

 

Duplicate messages in the archive folders

Note that users may see duplicate messages in their Office 365 archive folders. Messages that are migrated from EHA to Office 365 are placed in the archive mailbox folders. These messages are not inserted into the user's primary inbox. Also, as archive retention policies automatically move, and users manually move, messages to their archive folders these will become duplicates of the messages copied from EHA. This is expected and normal behavior and will persist until these transition-era messages are deleted based on your long term retention and litigation hold settings.

 

EHA may create new users in Office 365

There may be EHA users that exist only in EHA and do not exist in your Office 365 user list, for example EHA users that are no longer employed at your company. These EHA users will be created in Office 365 and their EHA data will be migrated. These transitioned users will appear in your company Address Book (Global Address List/GAL).  After the transition if you prefer that these new users not be shown in the GAL you can use PowerShell to hide them using the instructions how to Hide a User from the Shared Address Book in Office 365.

 

Review your Office 365 retention policies

You should review your Office 365 retention policies to make sure they are configured as desired. For example if you were transitioned from Microsoft BPOS to Office 365 a default delete policy after one year was applied to your transitioned mailboxes. Now that your Exchange Online mailboxes have Archive folders it is recommended that your retention policies be updated to move messages to the Archive folders rather than delete them.

 

Litigation hold vs. retention policies

During the transition Microsoft will configure Litigation Hold with Duration on each Office 365 mailbox based on the retention period set in EHA. For example if all of your EHA users were configured to retain messages for 2555 days, then each Office 365 mailbox will have Litigation Hold with a duration of 2555 days configured. If an EHA users has legal hold enabled then the Office 365 mailbox will have Litigation Hold without a duration set, meaning save permanently until litigation hold is turned off.

Note: Office 365 retention policies are used to control and reduce the size of a mailbox. In contrast Office 365 litigation hold prevents deletion and is most similar to EHA's retention period. Please read the information found on the Message Retention and Legal/Litigation Hold page for more information.

 

The following information describes actions Microsoft performs during  your transition.

Transition accounts and settings

Approximately ten days before your transition begins Microsoft will notify you that the EHA Archive will soon be placed into a read only state. From this time forward no further changes to the configuration of EHA will be possible and all changes relevant to archiving should be made in Office 365.

 

EHA journal rule in Office 365 will be disabled

Microsoft will disable the EHA journal rule in Office 365 that sends mail to the EHA copy address (journaling rules are located in the Office 365 Microsoft Online Portal under the Exchange section, under Manage, Mail Control, Journaling). From this point in time new e-mail will be ingested in Office 365 only and will no longer be ingested into EHA

 

Transition/copy EHA messages

Microsoft will next move EHA messaging data over the next several days and users will notice this data arriving in their Office 365 archive folders. The EHA Viewer, as well as the FOPE/EHA Admin Center and EHA Reports services will remain available until approximately fifteen days after you are notified that the transition is complete.

 

Transition completes

You will receive a notice informing you when your transition has completed. For approximately fifteen days you will continue to have access to EHA before it is permanently deleted.

 

Post transition

This information describes actions you should take after the completion of your transition.

Consider exporting EHA reports within 15 days after transition begins

After transition begins you should log on to the EHA Reports page and export reports that you want to retain for posterity when there is no further access to EHA . For example the Privileged Roles reports are useful for configuring Office 365 with similar administrative permissions that existed in EHA. If you used the supervisor/subordinate review functionality you may wish to export historical Supervisory Review Evidentiary and Message Review Recap reports. To see a description of all the available EHA reports visit the EHA Reports Description page.

In addition Microsoft will include EHA-specific configuration information from the FOPE/EHA Admin Center on the USB media that is returned to you with your EHA data. These will be CSV spreadsheets and will include the following information about the configuration of your EHA service:

  • Configuration of the Company tab.
  • Dictionary key word lists.
  • Configuration of each domain under the Domains tab.
  • Configuration of Supervisor/Subordinate relationships.
  • Dictionaries key words used in Supervisor/Subordinate relationships.
  • Configuration of each user under the Users tab.
  • Secondary addresses of each user.
  • A list of your company domain e-mail addresses found in your messaging data for which no user was configured in the FOPE/EHA Admin center at the time of transition.

Configure permissions and roles on your Office 365 accounts

EHA Administrative permissions and Archive Roles do not transition from EHA to Office 365. The Privileged Roles report, which shows the archive roles assigned to each EHA account, and the Employee Roster report, which shows supervisory relationships between EHA users, can be used to configure similar permissions and groups in Office 365.

 

All EHA data will be returned to you on USB media

Some types of messaging data cannot be migrated from EHA to Office 365. For more information visit the EHA Data That Will Not Migrate to Office 365 page. A full complimentary copy of your EHA will be encrypted to USB media and sent to the Transition Contact that you listed in the FOPE/EHA Admin Center.

 

 

Get help

Frequently Asked Questions

Find answers to frequently asked questions for the transition from EHA to Office 365.

Office 365 Service Descriptions

Discover the capabilities of Office 365 and Exchange Online.

Office 365 and Exchange Online Services Technical Support

For questions related to Office 365 and Exchange Online get 24x7 technical support.

EHA Technical Support (requires FOPE/EHA Admin Center logon)

For questions related to EHA including transition scheduling and to sign up for transition training. You can also contact the EHA Support Team by calling 1-866-291-7726.


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