Helpdesk

TABLE OF CONTENTS

• Pre-Migration
• Perform Migration
  • Step 1 - Connect account to Outlook
  • Step 2 - Update DNS Records
  • Step 3 - Use Outlook Web App
  • Step 4 - Export a PST
  • Step 5 - Sync Outlook profile to Sherweb and mobile devices
  • Step 6 - Import PST

Pre-Migration

Note: The following Pre-Migration steps are used when migrating to Sherweb's Hosted Exchange email service.

Before starting your migration make sure to prepare the Exchange environment. 

In your Sherweb Control Panel you can download spreadsheets to batch import Users, Distribution Lists and Contacts. Fill them out and either import them or provide them to your migration technician. 

Users

1. On the right-hand side, look for Users, then click Import Users.
2. Choose and download the required template.

Distribution Lists

1. On the right-hand side, look for Exchange, then click Manage Distribution Lists.
2. At the top of the top of the page, click Import Distribution Lists.
3. Click the Download distribution list import spreadsheet button.

Contacts

1. On the right-hand side, look for Exchange, then click Manage Contacts.
2. At the top of the top of the page click Import Contacts.
3. Click the Download contact import spreadsheet button.

Once you are sure that you have everything you need, you can proceed with performing the migration. 

Perform Migration

Step 1 - Connect account to Outlook

Make sure you have an Outlook profile synced to the existing account .

Step 2 - Update DNS Records

Point MX and Autodiscover records to Sherweb: 

• How to add an Autodiscover record in your DNS zone 
• How to point MX records to Sherweb

Note: Once this step has been completed, emails will start going to the new mailboxes. Make sure your users are prepared to start using their new accounts. 

Step 3 - Use Outlook Web App

While the next steps of the migration are taking place, users can log in to Outlook Web App (OWA) to see and respond to new messages until the Outlook and Mobile profiles have been converted and updated. 

To know where to find your Outlook Web App click here.

Step 4 - Export a PST

Connect to the account you'd like to export the data from using the Outlook Desktop app. 

• Export or backup email, contacts, and calendar to an Outlook PST file

Once the PST file has been exported, close Outlook.

Step 5 - Sync Outlook profile to Sherweb and mobile devices

It is now safe for your users to start using the Outlook Desktop app and mobile devices again.

Note: It is important to make sure you create a new Outlook profile. No doing so may result in users getting Autodiscover errors and Outlook looking for the old account instead of the new one.

For Outlook:

• How to add an Exchange account in Outlook 2013, 2016, or 2019

Links for various Mobile Devices: 

• How to sync your email with the iOS mail app
• How to add your exchange account to Outlook for iOS
• How to add your exchange account to Outlook for Android
• How to set up email on Android with ActiveSync

Step 6 - Import PST

Connect to the account you'd like to import into using the Outlook Desktop app. 

Import the PST file into a new profile: 

• Import email, contacts, and calendar from an Outlook PST file

 Let it update completely.  It will be finished when it says All Folders Up To Date in the bottom right-hand corner.