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Exchange/Outlook

Offboard from Virtual Office CS hosted Exchange using Exchange Web Services (EWS)

You can migrate (offboard) your Virtual Office CS (VO) Hosted Exchange mailboxes using Exchange migration tools that connect via Exchange Web Services (EWS). Your Cloud Solution Provider (CSP) can move data directly over EWS with no file export/import required.
Prerequisites
  • This process needs to be completed for each VO Hosted Exchange mailbox you plan to migrate.
  • Make sure ActiveSync is enabled for each migrating user.
  • Get the credentials your CSP will use to authenticate the EWS connection.
  • Share credentials only through your organization’s approved secure method.

ActiveSync isn't currently turned on for all migrating staff members

  1. Turn on ActiveSync for each migrating staff member.
    note
    Refer to Turn on ActiveSync with Virtual Office CS or SaaS Outlook to turn on ActiveSync for each mailbox.
  2. Capture the usernames and passwords needed for EWS after ActiveSync is turned on.
    • Each NetStaff user will receive an email from ActiveSync_Admin@netlinksolution.com with the subject "Accessing your business email on a mobile device.
    • In VO/SaaS Outlook, open that email and note both the email address and the username in the message.
    • As instructed in the email, each staff member will need to set an Exchange password:
      • In NetStaff CS, select
        Change your Exchange Account
         from the
        Name
         dropdown. Create the password.
  3. Provide credentials to your CSP.
    • Repeat Steps 1–2 for every mailbox you're migrating.
    • When you're finished, securely share the list of email addresses, usernames, and passwords with your CSP. They’ll use these credentials to connect to each mailbox via EWS and perform the migration.
  4. EWS connection details (per mailbox). Your CSP should connect to each mailbox using the following:

ActiveSync is already turned on for all migrating staff members.

  1. Verify and get the usernames and passwords needed for the EWS connection.
    • Each staff member will need to know their username and password.
      • To find the username: In NetStaff CS, select the Applications page and hover over any application to view the username.
      • If your Exchange password is unknown: In NetStaff CS, select
        Change your Exchange Account
         from the
        Name
         dropdown. Create the password.
  2. Provide credentials to your CSP.
    • Repeat Step 1 for every mailbox you're migrating.
    • When finished, securely share the list of email addresses, usernames, and passwords with your CSP. They’ll use these credentials to connect to each mailbox via EWS and perform the migration.
  3. EWS connection details (per mailbox). Your CSP should connect to each mailbox using the following:

Final step - Contact support

After all mailbox data has been migrated to your firm's new provider and your domain's MX record is updated, contact Support.
We'll complete the migration by removing your firm's domain from our systems and resetting each staff member's VO user profile.
Once that's done, staff should reopen Outlook in Virtual Office, sign in with their email address and the new provider password, and Outlook will begin syncing to their externally hosted mailbox.

Disable VO Hosted Exchange after migrating to M365

After your VO Hosted Exchange data has been successfully migrated to your M365 environment, remove Microsoft Exchange from each NetStaff user so your firm is no longer billed for VO Hosted Exchange.
Use the following steps:
  1. Sign in to NetStaff CS.
  2. In the Admin tab, select
    Users
     in the NetStaff CS section.
  3. In the Users pane, enter any part of the user’s name or sign in information in the
    Find
     field, then select the user’s name.
  4. In the Settings section, select
    Disable
     for Microsoft Exchange.
  5. You will receive a Warning window that your Exchange mailbox, and all Exchange data will be unrecoverable. Select
    OK
    .
    note
    If ActiveSync is also enabled, select
    Disable for ActiveSync
    .
  6. Select
    Enter
     to save your changes.

This article applies to:

  • Product: Virtual Office CS

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