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Proceed to Phase 2. Data Migration
Proceed to Phase 3. Delivery and End-User Cutover

STEP 1: CREATE Intermedia HOSTED EXCHANGE ACCOUNT. First, create your new Hosted Exchange account.  You can do this using either one of the following methods:

  • Contact our Sales Department by calling 1-800-379-7729 and selecting option 2 for Sales.  Our Sales Team will be happy to assist you with creating your new Hosted Exchange account.
  • Go to Intermedia web site at // to open your new Exchange 2010/2013 account. 

STEP 2: MIGRATION PLANNING. Once your new Hosted Exchange account is created, one of the specialists from our Cloud Concierge team will contact you to discuss the migration process. If possible, please review this entire document prior to the call so that we may answer any questions you might have.

STEP 3: PROVIDING INFORMATION ABOUT CURRENT EXCHANGE SERVER. There are several options for moving your mailbox content to your new Exchange server. Intermedia can connect to your current Exchange server, export Global Address List and perform data pull. To do this, customer needs to provide with one of the following settings packages:

  1. ROH Export tool and Exmerge Account Intermedia custom designed ROH tool allows us to connect to your Exchange server remotely using an account configured with access to your existing mailboxes. This tool will export all messages to PSTs which we can then import to your new Hosted Exchange account. We have used this tool for multiple terabyte exports with no issues. 
    Read the Knowledge Base article on How to create an Exmerge user for more information.
    Read the Knowledge Base article on Requirements for RPC over HTTP(s) Export Tool for more information.
  2. ROH Export tool and individual mailbox credentials If you are using an Exchange hosting provider that does not allow the necessary access, it may be necessary to provide credentials to each individual mailbox so we can connect to export the data with the ROH tool. If this is the case, we will work with you to find the most efficient way to get the necessary information.
    Read the Knowledge Base article on Requirements for RPC over HTTP(s) Export Tool for more information.
  3. Direct MAPI Export tool If RPC over HTTP is not enabled, the network administrator should adjust firewall settings to allow connections from the Intermedia IP address for ALL ports. Also please make sure the traffic coming in from those ranges is properly NAT-ed to the back-end server. This is the equivalent of being on the network and using regular MAPI instead of RPC over HTTP. Please contact Support to obtain information about IP ranges. 
    Read the Knowledge Base article on Requirements for Direct MAPI Export Tool for more information.

Note: Intermedia does not migrate SharePoint content at this time.

STEP 4: CREATING ACCOUNT OBJECTS. When Intermedia successfully established connection to current Exchange server, Global Address List is exported. At this step customer needs to confirm which objects (including Exchange Mailboxes, Resource Mailboxes, Company Contacts, Distribution Lists and Public Folders) are to be created and migrated over.
Note: If Intermedia cannot establish the connection, you can provide a CSVDE Active Directory export file. Read the Knowledge Base article on How do I export Active Directory user information to a CSV file? for more information. Intermedia will use a suite of proprietary tools to import your Active Directory configuration to your Hosted Exchange account.
If Intermedia cannot establish the connection and there is no CSVDE file to provide, customer needs to create account objects manually through HostPilot.
You may use template to import mailboxes. Read the Knowledge Base article on What Active Directory user properties can I import from a CSV File? for more information.
You may also use template to import Distribution Lists. Please contact Support for more information.

STEP 5: MODIFY MAIL ROUTING ON EXCHANGE ACCOUNT. Mail Filter Redirection will route mail sent to your new account to your current mail server (usually current MX record) to simplify the migration process and limit the impact of changing MX records. This step will allow MX record propagation to occur seamlessly for your users. When we perform the cutover, mail will be routed to your new account.

Warning: This mail filter redirection will only forward email for addresses that exist on your Intermedia account including distribution lists and mail enabled public folders. If you have changed the naming convention for your email addresses you must add the old address as an alias for the user. If there is an address not being migrated over to Intermedia, this address will no longer receive mail once the mail filter redirection is in place and MX records are switched. 

Note:  If you are using third-party filtering solution and would like to continue using it after cutover, instead of changing MX records now, you need to change the forwarding from filtering solution to Intermedia MX records at the point of cutover. Mail Filter Redirection is not being used in this case.

STEP 6: ACTIVATE OPTIONAL ADD-ONS. Items like wireless devices and other additional services will need to be activated manually for the users that need them. If you have any questions on whether you need to activate something or need assistance with a activation of a service in HostPilot, don’t hesitate to contact Intermedia.

STEP 7: VERIFY ACCOUNT CONFIGURATION COPIED SUCCESSFULLY. Intermedia will contact you once your account is set up and items created.  You will need to confirm that the account is configured correctly.

  1. Log in to your new Hosted Exchange account and review the Users, Exchange Mailboxes, Resource Mailboxes, Company Contacts, Distribution Lists, Public Folders and other features to make sure the account has been configured properly.  Though user mailboxes will be created, passwords are not transferred to the new account.  Mailboxes will be assigned random passwords. New passwords are sent to Account Owner.
  2. Make note of any items that are missing or were not set up properly.  Be prepared to provide detailed information about any discrepancies so we can quickly correct them.
  3. Contact Intermedia and inform us of whether the account is set up correctly. You can contact us using any one of the following ways:
    • Reply to the notification email you received from Intermedia asking you to verify the account.
    • Update the case by logging into HostPilot.  In the upper right corner, click Support and then My Support Cases.  Select the migration case and click Edit.
    • Call Technical Support and provide the migration case number.
    • If the account is configured correctly, simply let us know and we will proceed to the next step of the process. If there are issues with the account setup, we will work with you to resolve them.  Once the account setup is updated, Intermedia will contact you again to review the account setup. 
  4. When setup is confirmed, we will proceed with the migration.

STEP 8: CHANGE MX RECORD. You will need to change your MX records to point to your new Exchange account.

Note: It is extremely important that the MX records are created correctly to ensure mail delivery is not interrupted. Check and double-check the records as they are changed to ensure there are no issues. If you need assistance ensuring the change was made correctly, any of Intermedia’s support engineers can assist you.

  1. To find the target for the MX record, log in to HostPilot for the new 2010/2013 account and navigate to Home > Exchange servers and settings
  2. Change the MX record with your Registrar or the host of authoritative servers to point to the new account.  The administrator of your Registrar or the host of authoritative servers should be able to assist you with this.


Proceed to Phase 2. Data Migration
Proceed to Phase 3. Delivery and End-User Cutover

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