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Working in Virtual Office CS or SaaS

Migration guide for the Thomson Reuters-Managed Service

What will be migrated to Microsoft 365 (M365)

As part of the VO Hosted Exchange migration to M365, the following items will be migrated automatically and will not require any action from you:
  • Mailboxes
    • All mailboxes, including individual, shared and resources mailboxes, will be migrated. This includes every message they contain, even those in deleted items.
    • Your folder structure will remain the same as before the migration.
    • Your existing mail rules will be migrated. Please review your inbox rules after migration for any duplicates. In Settings, any rules that are not working or are broken will be shown in red and will need to be manually updated.
  • Calendars
    • All calendars including all meetings and appointments (recurring meetings included), will appear in Outlook after the migration.
    • Existing calendar permissions will be migrated.
  • Contacts
    • All contacts will be migrated.
  • Tasks
    • All tasks will be migrated.

What will not be automatically migrated to Microsoft 365 (M365)

  • Email Signatures.
     To access your email signatures stored in the VO environment and recreate them in your M365 account, follow these steps:
    1. Open Outlook in Virtual Office/SaaS.
    2. Select
      File
       then
      Options
      .
    3. Select
      Mail
       then
      Signatures
      .
    4. In the E-mail account dropdown, select
      Signatures on this device
       .
    5. Select the email signature you want to copy and copy it.
    6. In the E-mail account dropdown, select
      <your M365 email address>
       .
    7. Choose
      New
       and enter a name for this signature, then select
      OK
       .
    8. Paste your signature into the
      Edit signature
       box.
    9. Select
      Save
       then
      OK
       to close the Signatures and Stationery dialog .
  • Access to Shared Mailboxes.
     To add a shared mailbox as an account, you must have
    full access permissions.
     Shared mailboxes will be automatically mapped during the migration. To add a shared mailbox, follow these steps:
    1. Open Outlook in Virtual Office/SaaS.
    2. Open
      File
      ,
      Account Settings
      , then
      Account Settings
      . Then in the dialog, s
    3. Select
      New
       .
    4. Open the
      Email
       tab.
    5. Make sure the correct account is highlighted, then choose
      Change
       .
    6. Select
      More Settings
      , then
      Advanced
      , then choose
      Add
       .
    7. Enter the shared email address.
    8. Select
      OK
       then
      OK
       .
    9. Select
      Next
       then
      Finish
      , and choose
      Close
       .
  • Shared Calendar View:
     To add a shared calendar, follow these steps:
    1. Open Outlook in Virtual Office/Saas.
    2. Go to Calendar View and choose the shared mailbox.
    3. When you enter appointments, everyone who is a member of the shared mailbox will be able to see them.
  • Distribution Lists
     During the migration process you will receive an email with a csv file attached containing your distribution lists. Follow the steps provided in the email to import your distribution lists.
  • Conditional formatting/ user specific settings
     Since conditional formatting is personalized for each user, we are unable to provide step-by-step instructions that cover every possible scenario. Further details can be found on the Microsoft help site.
  • Public Folders
    If your firm has public folder data, it will be extracted into PST format and you will receive an email with instructions on how to access that data in your M365 account.

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. Follow these steps:
  1. Sign in to NetStaff CS.
  2. In the
    Admin
     tab of the navigation pane, select
    Users
     in the NetStaff CS section.
  3. In the Users pane, enter any part of the user’s name or credentials 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 popup 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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