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Working in Virtual Office CS or SaaS

Migration guide for the Thomson Reuters-Managed Service

Prepare for your VO Hosted Exchange migration to Microsoft 365. Learn what data transfers automatically, what requires manual reconfiguration, and how to remove VO Hosted Exchange after the migration.

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 won’t 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. 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 won’t 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. Select
      New
       and enter a name for this signature, then select
      OK
      .
    8. Paste your signature into the
      Edit signature
       checkbox.
    9. Select
      Save
      , then
      OK
       to close the
      Signatures and Stationery
       window.
  • Access to Shared Mailboxes.
     To add a shared mailbox as an account, you need to 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. Go to
      File
      Account Settings
      Account Settings
      .
    3. Select
      New
      .
    4. Open the
      Email
       tab.
    5. Make sure the correct account is highlighted, then select
      Change
      .
    6. Select
      More Settings
      Advanced
      Add
      .
    7. Enter the shared email address.
    8. Select
      OK
      , then
      OK
      .
    9. Select
      Next
      Finish
      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 select the shared mailbox.
    3. When you enter appointments, everyone who is a member of the shared mailbox will be able to view them.
  • Distribution Lists.
     During the migration process, you'll receive an email with a CSV file attached containing your distribution lists. Follow the steps on the Microsoft help site to create 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.
  • VO Y Drive PST files.
     To reattach PST files, follow these steps:
    1. Open Outlook in Virtual Office/SaaS.
    2. Go to
      File
      Account Settings
      Account Settings
      Data Files
      .
    3. Select
      Add
      .

Remove
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 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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