This article is intended as a guide that explains how to migrate an end customer’s existing mailboxes to a new Ingram Micro Cloud Hosted Exchange account. There are seven steps involved in the migration:
Step 1. Purchase Hosted Exchange Subscription
Step 2. Create Exchange mailboxes in Customer Control Panel
Step 3. Make DNS changes
Step 4. Create a PST backup of existing mailboxes
Step 5. Download and install Microsoft Outlook 2013
Step 6. Configure Outlook 2013 to access new accounts
Step 7. Import PST files
Step 1: Purchase Hosted Exchange Subscription
The first step in migrating your end customer’s mailboxes to Ingram Micro Hosted Exchange is to sign them up on the Cloud Marketplace and place the order for their Hosted Exchange subscription. Please click the link below for step-by-step instructions.
Signing Up End Customers and Ordering Subscriptions
Step 2: Create Exchange Mailboxes
Once you have purchased the Hosted Exchange subscription for your customer, the next step is to create the required Exchange mailboxes. Once you have logged in to your customer’s Control Panel, Mailboxes can be created individually or you can create them in bulk with a .CSV import. The second option is preferable if your customer has a large number of mailboxes to import.
Creating individual mailboxes
1) In the Home tab, click Create User under the Users section.
2) Enter the details for the mailbox user in the appropriate fields. Check the Exchange and Anti-Spam checkboxes. Then click Next.
3) Choose the correct mailbox template from the drop-down menu and click Next. If there is only one template available, it will be selected by default.
4) Confirm that the details for the new user are correct and click Finish. Click Back to make any changes if necessary.
The service user will be created immediately and the Exchange mailbox is queued for creation and the mailbox is created in just a few moments.
Repeat these steps for each of the mailboxes you need to create to the new Exchange account.
.CSV Import of Mailboxes
If your end customer has a large number of mailboxes, it is preferable to use the import .csv tool to create all of the mailboxes at once. Follow the steps below to create multiple mailboxes using .CSV import.
1) Within your end customer’s Control Panel, navigate to the Exchange tab and click on Mailboxes.
2) Click Import Mailboxes.
3) Click Download to download the sample CSV file. This file guides you through creating a CSV file that you can use to do the import.
4) Add the details for each mailbox to the CSV file.
5) Click Browse… to select your CSV file, then click Next to upload it.
6) You will see a list of the mailboxes being imported. If there are errors in the .CSV file formatting, you will see a notification indicating which records need to be fixed. If there are no errors, click Finish to begin the import.
7) Review the summary of the import and click Close to complete the import. It may take a few minutes to create all of the mailboxes if there are a large number.
8) Navigate back to the Exchange tab main page. You will see all of the mailboxes you added in the list.
Now that you have created your mailboxes, you can move on to the next step, which is making the necessary DNS changes.
Step 3: Make DNS Changes
In order to start your mail flowing into the new mailboxes that you have created, you need to make some DNS record changes. You need to add several MX, CNAME, and SPF records. If you’re not sure who manages the DNS, please contact Customer Support so they can direct you to the correct contact.
Replace your current MX records with the three records below. These point to SpamExperts anti-spam/anti-virus service. Once the MX records are added, your mail will begin flowing into the new Exchange mailboxes.
@ IN MX 10 mx.spamexperts.com.
@ IN MX 20 fallbackmx.spamexperts.eu.
@ IN MX 30 lastmx.spamexperts.net.
Add the CNAME entry below to ensure that Outlook’s autodiscovery function works to connect Outlook to your mailbox automatically.
autodiscover.<your_domain.com> IN CNAME autodiscover-redirect.na.cloud.im.
The final record to add is the below SPF record. This record ensures that your domain will work with Ingram Micro Cloud Exchange services.
<your_domain.com> IN TXT v=spf1 ip4:188.8.131.52/24 ?all
Step 4: Create PST Backups of Existing Mailboxes
This step assumes that the existing mailboxes have already been configured in a previous version of Microsoft Outlook.
1) Select the File menu, click Import and Export.
2) Select Export to a File and click Next.
3) Select Personal Folder File (.pst) then click Next.
4) Select the folder (and sub-folders) to be exported, and click Next.
5) Select a file name and location to save the exported file and click Finish.
6) You may notice an alert box indicating that the .pst file does not support Unicode. Click OK to finish the export.
Step 5: Download and Install Outlook 2013
If you added Microsoft Outlook licenses to the customer’s account during the ordering process, you will be able to download a copy of Outlook 2013. The software can be downloaded from the Customer Control Panel. See the link below for step-by-step instructions to download and install Microsoft Outlook 2013.
Downloading and Installing Outlook 2013
Step 6: Configure Outlook 2013
Once Outlook 2013 is installed, it’s time to configure it to work with your new IM Cloud Exchange mailbox. See the below article for step-by-step instructions to configure Outlook 2013.
Configuring Outlook 2013 to Connect with Exchange Server
Step 7: Import PST file
The final step in migrating the mailbox is to import the .PST file.
1) Click on the File menu in Outlook 2013.
2) Click on the Open & Export menu and then click on the Import/Export option.
3) In the Import and Export Wizard, select Import from another program or file and click Next.
4) Select Outlook Data File (.pst) and click Next.
5) Locate the .PST file you created in Step 4 of the migration process. Select the options you prefer and click Next.
6) Select the folder to import from and make sure the Include Subfolders checkbox is checked. If you want to import all of the data in the .PST file, don’t change any settings. You can import the file to the current folder or choose any other folder.
This completes the seven steps to import your mailboxes from another provider to Ingram Micro Cloud Hosted Exchange. If you need further support, you can see our knowledgebase at https://kb.cloud.im/hc/en-us or contact the Ingram Micro Cloud Helpdesk.