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Migration timeline and sample email for Exchange Online

 

Applies to: Office 365 Deployment Guide for Enterprises

Topic Last Modified: 2013-11-12

Summary: Provides a communication timeline and sample emails to inform managers and employees about the email migration to Exchange Online.

The following is intended for your administrators to use when migrating to Exchange Online. For sample emails for the migration to Lync Online, see Lync 2010 Email Templates.

5 Weeks Prior to Migration Date: Send Manager Email

Notify all managers that your organization is migrating to Exchange Online. Tell your managers when it is going to happen. Provide an overview of the process. Explain why you are migrating. Give your managers tools to promote your organization’s decision to make this change. Give them information to communicate to their employees so that their employees know the migration is coming.

4 Weeks Prior to Migration Date: Send General Email

The following is a sample email for the administrator to send to all organization mail users at four weeks prior to the email migration.

Subject: ACTION REQUIRED: We are migrating your mailbox to Microsoft Exchange Online!

This email is your first notice that your mailbox will be migrated to Exchange Online on <Date>. There are many tasks that you must perform before your email can be migrated. There are also several actions you can take before migration to improve your Exchange Online experience.

See ACTION REQUIRED BEFORE MIGRATION <insert link to before-migration instructions on your SharePoint Online site>to prepare for your migration.

You can also preview what you will need to do after your mailbox has been migrated. See ACTION REQUIRED AFTER MIGRATION <insert link to after-migration instructions on your SharePoint Online site>to preview this information.

If you have any questions, check the Exchange Online FAQ <insert link to Microsoft Online FAQ> and the Exchange Online Known Issues <insert link to Microsoft Online Known Issues>, or contact support <insert your support contact information>.

Thank you,

<Your Migration or Support Contact Alias>

 

2 Weeks Prior to Migration Date: Send Manager Email

The following is a sample email for the administrator to send to all managers at two weeks prior to the email migration.

 

Subject: ACTION REQUIRED: Do you approve mailbox migration for these employees?

We need your approval to migrate your employees’ mailboxes to Exchange Online on <Date>. If we do not receive your approval, the following employees will not be migrated.

ACTION REQUIRED

Review the list of your employees and respond to this email to let us know if they can be migrated.

 

Employee

Migrate? (yes/no)

Aaron Con

 

Coby Thomas

 

In the “Migrate?” column next to the employee, please indicate “Yes” to approve mailbox migration. If someone’s mailbox cannot be migrated, or if you do not want them to be migrated at this time, include that information in the “Migrate?” column.

If you have any questions, check the Exchange Online FAQ <insert link to Exchange Online FAQ> and the Exchange Online Known Issues <insert link to Microsoft Online Known Issues>, or contact support <insert your support contact information>.

Thank you,

<Your Migration or Support Contact Alias>

2 Weeks Prior to Migration Date: Send User Email

The following is a sample email for the administrator to send to all mail users at two weeks prior to the email migration.

Subject: ACTION REQUIRED: We are migrating your mailbox to Exchange Online!

Your mailbox will be migrated to Exchange Online on <Date, Day, and Time>. Please complete the tasks that you must perform before your email can be migrated. There are also several actions you can take before migration to improve your Exchange Online experience.

See ACTION REQUIRED BEFORE MIGRATION <insert link to before-migration instructions on your SharePoint site> to prepare for your migration.

You can also preview what you will need to do after your mailbox has been migrated. See ACTION REQUIRED AFTER MIGRATION <insert link to after-migration instructions on your SharePoint site>to preview this information.

If you have any questions, check the Exchange Online FAQ <insert link to Microsoft Online FAQ> and the Microsoft Online Known Issues <insert link to Microsoft Online Known Issues>, or contact support <insert your support contact information>.

Thank you,

<Your Migration or Support Contact Alias>

1 Week Prior to Migration Date: Send User Email

The following is a sample email for the administrator to send to all mail users at one week prior to the email migration.

 

Subject: IMPORTANT! - ACTION REQUIRED: We are migrating your mailbox to Exchange Online!

We are migrating our mailboxes to Exchange Online on <Date>. If you do not complete the required actions by <Date – today’s date + 1 day> your mailbox will not be migrated.

If you have already completed the actions required before migration, please ignore this email.

See ACTION REQUIRED BEFORE MIGRATION <insert link to before-migration instructions on your SharePoint site> to prepare for your migration.

You can also preview what you will need to do after your mailbox has been migrated. See ACTION REQUIRED AFTER MIGRATION <insert link to after-migration instructions on your SharePoint site> to preview this information.

If you have any questions, check the Exchange Online FAQ <insert link to Online Exchange FAQ> and the Exchange Online Known Issues <insert link to Exchange Online Known Issues>, or contact support <insert your support contact information>.

Thank you,

<Your Migration or Support Contact Alias>

1 Week Prior to Migration Date: Send General Email

The following is a sample email for the administrator to send to everyone who has completed the migration survey and is ready to migrate. Instructions for taking the migration survey are included in the ACTION REQUIRED BEFORE MIGRATION.

Subject: NOTIFICATION: We are migrating your mailbox to Microsoft Exchange Online!

Congratulations! Your mailbox is ready to be migrated on <Date>.

You can continue to use your current mailbox as usual until your mailbox is migrated to Exchange Online. After your mailbox has been migrated, you will receive a Welcome email with your Office 365 logon credentials and a link to instructions describing how to set up and use your new Microsoft Online mailbox. For a preview of those instructions, see ACTION REQUIRED AFTER MIGRATION <insert link to after-migration instructions on your SharePoint site>.

If you have any questions, check the Exchange Online FAQ <insert link to Exchange Online FAQ> and the Exchange Online Known Issues <insert link to Microsoft Online Known Issues>, or contact support <insert your support contact information>.

Thank you,

<Your Migration or Support Contact Alias>

1 Week Prior to Migration Date: Send Manager and Support Mail

The following is a sample email for the administrator to send to the managers of the employees whose mailboxes are being migrated, and the designated migration administrators and support people.

Subject: NOTIFICATION: These people will be migrated to Exchange Online on <Date>.

The following people will be migrated to Exchange Online on <Date>:

 

Employee

Comment

Shola Aluko

 

Jesper Hess

Migration will begin at <Time> on <Day> and is expected to be completed by <Time>, <Day>.

The employees whose mailboxes are being migrated will receive a reminder email the day before their migration. When their migration is complete, they will receive a Welcome email with instructions describing how to use their Exchange Online mailbox.

The following people will be performing the migration:

Administrator 1: <Name>

Administrator 2: <Name>

Administrator 3: <Name>

The following Support people will be available by phone, <phone number> and by email <Support Alias>.

Support Person 1: <Name>

Support Person 2: <Name>

Support Person 3: <Name>

Support coverage will begin at <Start Time> and run through <End Time> until this group has been successfully migrated.

If you have any questions, check the Exchange Online FAQ <insert link to Exchange Online FAQ> and the Exchange Online Known Issues <insert link to Exchange Online Known Issues>, or contact support <insert your support contact information>.

Thank you,

<Your Migration or Support Contact Alias>

1 Day Prior to Migration Date: Send General Mail

The following is a sample email for the administrator to send to everyone who has completed the migration survey and is ready to migrate. Instructions for taking the migration survey are included in the ACTION REQUIRED BEFORE MIGRATION document.

 

Subject: REMINDER: We will migrate your mailbox to Exchange Online tomorrow!

Migration will begin at <Time> and is expected to be completed by <Time>. Support will be available by phone, <phone number> and by email <Support Alias>.

You can continue to use your current mailbox as usual until your mailbox is migrated to Exchange Online. After your mailbox has been migrated, you will receive a Welcome email with your Microsoft Online logon credentials and a link to the instructions describing how to set up and use your new Microsoft Online mailbox. For a preview of those instructions, see ACTION REQUIRED AFTER MIGRATION <insert link to after-migration instructions on your SharePoint site>.

If you have any questions, check the Exchange Online FAQ <insert link to Exchange Online FAQ> and the Exchange Online Known Issues <insert link to Microsoft Online Known Issues>, or contact support <insert your support contact information>.

Thank you,

<Your Migration or Support Contact Alias>

After Migration: Send User Welcome Email

The following is a sample email for the administrator to send to everyone who has been successfully migrated after the migration team has verified that the mailbox migration and forwarding has been successfully accomplished. It can be emailed or printed and distributed by hand.

Subject: ACTION REQUIRED: Get connected to Exchange Online!

Congratulations! Your mailbox has been successfully migrated to Exchange Online.

Your new logon credentials are:

User name: <username>@example.com

Temporary password: <password>

There are many tasks that you must perform now that your email has been migrated. We recommend setting aside two or three hours to complete them. To review the instructions and perform the tasks, see ACTION REQUIRED AFTER MIGRATION <insert link to after-migration instructions>.

If you have any questions, check the Exchange Online FAQ <insert link to Microsoft Online FAQ> and the Exchange Online Known Issues <insert link to Exchange Online Known Issues>, or contact support <insert your support contact information>.

Thank you,

<Your Migration or Support Contact Alias>

 
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