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Office 365 Migration Project Plan & Comprehensive Checklist

Published By Deepa Pandey
Ashwani Tiwari
Approved By Ashwani Tiwari
Published On March 28th, 2024
Reading Time 5 Minutes Reading
Category Office 365

You must have been using the Office 365 business productivity suite, regardless of the type of business you run. Having said that, you must have come across a circumstance when you needed to migrate data in Office 365. Hence, this article, we  will highlight the essential Office 365 pre and post-migration checklists and also Office 365 migration project plan to help users accomplish this task  accurately.

Since Microsoft introduced its cloud platform Office 365, it has taken the business market by storm. Every organization wants to rely on web-based Office 365 to meet business needs.

And, for that, they are migrating from different platforms to Office 365. Even, many companies are migrating from Office 365 to Office 365 for various reasons. Such as mergers, acquisitions of another company, etc.

However, moving to Office 365 interface is quite a complex process in the first place. Hence, if your organization is thinking about migrating then it has to strictly follow the Office 365 migration project plan for a successful migration.

Here in this article, you will get to know the proper strategy in advance to achieve the goal of migration. So, keep up with the article to find more.

What Are the Different Phases of The Office 365 Migration Project?

If your organization is ready to implement the benefits of a cloud-powered Office 365 environment. Then you will need to go through four different phases for a seamless migration.

The stages you need to consider when thinking about your Office 365 migration are,

  • Phase-1: A full-proof plan to implement the new cloud-based platform
  • Phase-2: Check off the pre-migration needs
  • Phase-3: Choose a reliable medium to perform the migration
  • Phase-4: Things to carry out post-migration

Now, let’s have a detailed discussion about these four parts of the Office 365 migration project plan.

Phase-1: Office 365 Migration- Pre-Planning

In the past decade, many large IT transformation projects succeeded, while some also failed. Those who executed slowly failed due to a lack of adequate planning.

Just think about it, your employees depend upon their emails every day to be productive. And, if they lose their important email due to an error in the migration process. Then the impact that could be put on their work is unimaginable. 

Also Read: How to Export Office 365 Mailbox to PST With or Without Outlook Step by Step?

Hence, planning plays an important role in every migration project.

In fact, if you invest your time in planning, you can able to identify the key objectives and scope of the migration. 

Also, you can refer back to the plan if things change.

So, you can start planning by considering the below aspects.

  • Have a draft ready regarding how, when, and where your data needs to be migrated
  • Assign a practical timeline for the completion of the migration
  • Schedule a meeting with the team members involved in the Office 365 migration project

Now, let’s make a move towards the next step.

Phase-2: Pre-Migration Checklist for Office 365 Migration

There is a list of things to do before tapping into the migration process. So, make sure to check the same. Such as,

Get Everyone Onboard for Migration: You need to have clear communication with the employees of your organization. Also, define the project scope, timeline, and impact on work to the members.

Map Out Current IT Environment of Your Organization

  • List of servers and components
  • Security features
  • Network settings and DNS records
  • Bandwidth scope

Inventory That You Are Going to Need

  • Number of user accounts and mailboxes
  • The application needs to configure to work with O365
  • User authentication
  • Client versions and configuration

Fixing Probable Road Blockers

  • Active directory clean up
  • Software Update
  • Network performance assessment
  • End-user training program

Define Mailboxes and Contents

  • What is the type and size of files and folders in mailboxes?
  • Requirement of bandwidth
  • Want to keep information on-premises?

Set up Office 365 Accounts

  • Need for sufficient licenses and subscriptions 
  • Validate domain names
  • Application usage and security permission 
  • AD synchronization and single sign-on (both are optional)

Once you complete all the tasks of pre-migration, you need to perform the migration. To do so, you require a tried and tested method for a successful migration. Hence, it is time to discuss step three of the Microsoft Office 365 migration project plan.

Phase-3: Execute Office 365 Migration Using Reliable Source

Just like planning, the right tool is also the deciding factor for a flawless migration. Do not worry if you are not aware of what to choose.  

As almost every IT industry specialist recommends the Top-Rated Office 365 Tenant to Tenant Migration Tool for the job.

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Hence, after choosing the best option, you can securely move your important information without any data loss.

Last but not least, after completing the migration, you need to address various requirements. And you will find it in the next i.e final step of the project plan.

Phase-4: Verification and Clean up Post-migration

Always have a plan for success to be absolutely sure that there is nothing left even after the migration. So, follow the post-migration checklist.

  • Assign licenses to each mailbox in Office 365 as soon as the process completes. By doing this you can avoid the risk of account deactivation.
  • Make sure you get the status ‘The Folder is Up to Date’ after redirecting emails to Office 365.
  • Configure Autodiscover DNS records to connect the user mailboxes to the Outlook email client.
  • Once confirm that everything is working fine, license assigning and all is done, you may now deactivate the source environment.

[Tip: Experts recommend deactivating only when there is no need for synchronization in the future]

Must Read: How to Import PST Files to Office 365 Mailbox Manually? Top Solutions Explained


No matter how small or big your data volume is, a proper project plan is necessary for Office 365 migration. Hence, successfully carry out the same by following the above-mentioned steps. And in this complete checklist, we have also suggested a professional utility for safe Office 365 data transfer.

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