FAQ: Google Apps Migration for Microsoft® Exchange

This article answers frequently asked questions about Google Apps Migration for Microsoft® Exchange.

Summary

How does the utility work?

Google Apps Migration for Microsoft Exchange is installed on a Windows client computer, along with a CSV file of users to migrate. The utility connects to a Microsoft® Exchange Server, IMAP-compatible server, or PST file, opens the message store for each user identified in the CSV file, connects to Google Apps, and writes the transformed message store data to each user's Google Apps account.

How long does migration take?

The migration rate varies from enterprise to enterprise based on a number of factors. See the Parallel Processing section of the Architecture and Deployment Scenarios chapter in the Google Apps Migration for Microsoft® Exchange Administration Guide (PDF).

Are notes and tasks migrated?

Google Apps Migration for Microsoft Exchange does not migrate notes or tasks. You can use Google Apps Sync for Microsoft Outlook® for that purpose. Notes and tasks are then available in the Microsoft Outlook® client, but not in Google Apps.

For a full matrix of what is and isn't migrated, see the Google Apps Migration for Microsoft® Exchange Administration Guide (PDF).

Can I run the utility on the Microsoft® Exchange Server?

No. It is strongly recommended that you run Google Apps Migration for Microsoft Exchange on a separate server. See http://support.microsoft.com/kb/266418 for more information.

Does the utility work only with specific versions of Microsoft® Exchange Server?

Yes. See the Google Apps Migration for Microsoft® Exchange Administration Guide (PDF) for details.

Does the utility work in a hosted Microsoft® Exchange environment?

Yes. If you can use Microsoft Outlook® to access Microsoft® Exchange data for a user's profile from a computer, you can use that same computer to run the utility.

If you are migrating from a hosted server, the profile for the administrator account you are using must be a default profile that uses only the default settings for connection to the server. If you modify any of the settings under Control Panel > Mail > Profile Name > Properties > E-mail Accounts > Profile Name > Change E-mail Account > More Settings, then the connection to the server fails.

Can I migrate from a hosted Microsoft® Exchange environment if I cannot get administrator access?

Administrator access is required.

Can I run the utility on Windows 2000?

The utility does not currently support this version.

Can I run multiple instances of the utility on a single client machine?

No, this will cause serious technical problems. There is a single location for configuration files. If you run multiple instances of the utility on a single client, those instances overwrite one another's configuration files.

If you want to increase the number of users migrated by a client machine, increase the number of users processed at one time by that instance of the utility.

Can I run multiple instances of the utility on separate virtual machines on a single physical client machine?

You can, but this scenario is not recommended. If the client machine is robust enough to run multiple virtual machines, then we recommend that you take advantage of the strength of that machine and run one instance of the client and increase the number of users that are processed simultaneously.

Can multiple instances of the utility reference the same list of users?

No. Each instance of the utility has to reference a unique list of users. If you configure separate instances of the utility to reference the same list of users, then the status information for those users' data becomes corrupt.

Are there specific configurations I have to make to Google Apps before I run the utility?

Yes. See the Google Apps Migration for Microsoft® Exchange Administration Guide (PDF).

What is the consumer secret that is required?

The consumer secret for your Google Apps domain is the OAuth key. It is required so the utility can access your Google Apps accounts. You generate the consumer secret in the Google Admin console: on the Dashboard, click Security > Advanced settings. Learn more

 

What protocol does the utility use to communicate with the Microsoft® Exchange Server? Does it use Exchange Webservices?

The utility uses MAPI.

Do I have to open a specific port in my firewall?

As long as you open https and do not block Google IP addresses, the utility should work. The migration tool follows proxy configurations, so if your environment has any proxy settings, then you can configure your default browser with the proxy settings and the utility will use those proxy settings while uploading messages to Google.

Before I use this utility, do I need to create my user accounts in Google Apps?

Yes, you need to provision your users in Google Apps before migration.

Do my MX records need to point to Google Apps before I run the utility?

No, you do not need to change your MX records to run Google Apps Migration for Microsoft Exchange.

Do I have to eventually move my MX records to Google, or can I use a third-party gateway?

You can use a third-party gateway for email delivery.

Can I schedule when the utility runs?

Yes. Use the command-line version of the utility and run it as a Windows scheduled task.

Can I continue to use Microsoft® Exchange during migration?

Yes.

Can I continue to use Microsoft Outlook® as a client for Gmail after I migrate from Microsoft® Exchange?

Yes, you can use Google Apps Sync for Microsoft Outlook®.

Where can my users find information about using Google Apps Sync for Microsoft Outlook®?

All the end-user documentation is here.

Can I use this utility along with Google Apps Migration for Microsoft Outlook to migrate data?

You can. This utility is designed to migrate data for multiple users from a Microsoft® Exchange Server to Google Apps, and is implemented from the server side. Google Apps Migration for Microsoft Outlook® migrates data for only a single user, and is implemented from the client side. Keep in mind that if you migrate data from the server side, and then let users also migrate from the client side, your users could end up with duplicate calendar and contact data.

Can I use this utility to migrate local PST files?

Yes. See the Google Apps Migration for Microsoft® Exchange Administration Guide (PDF) for steps on how to do this.

Can I use this utility to migrate from an IMAP-compatible server?

Yes. See the Google Apps Migration for Microsoft® Exchange Administration Guide (PDF) for steps on how to do this.

After migration, can I stop using my Microsoft® Exchange Server?

Yes. Once you migrate you data to Google Apps, and set up your mail flow to Google Apps, you can stop using your Microsoft® Exchange Server.

When I create the CSV file of users to migrate, do I supply passwords for each user?

No, you need to include only the user names.

Is any special formatting required for the CSV file of users to migrate?

Yes. See the Google Apps Migration for Microsoft® Exchange Administration Guide (PDF) for details.

Do I have to build the CSV file manually?

If you can output a CSV file of user names from Active Directory that meets the format requirements for the utility, you can use an automated CSV file.

Does the utility sync Active Directory passwords to Google Apps?

No, this tool does not synchronize Active Directory passwords.

When I configure my migration, and elect to "Estimate the number of contacts, calendar events, and emails to migrate," does the utility actually move that data?

No. The utility checks the amount of data you have specified for migration, and uses that to estimate progress during actual migration.

Can I use this utility to continually sync data between Microsoft® Exchange Server and Google Apps?

No. The utility is not intended to facilitate coexistence between Microsoft® Exchange Server and Google Apps. It is intended only as a method to migrate data from Microsoft® Exchange Server and Google Apps for the purpose of moving your users to Google Apps.

Is running a test migration recommended?

Yes. See the Plan a test migration section of the Preparing for Your Migration chapter in the Google Apps Migration for Microsoft® Exchange Administration Guide (PDF).

Where can I find third-party solution providers to help with my Google Apps deployment and migration?

Check the Google Apps Marketplace.

Are my end users impacted in any way when I run this utility?

Other than having their email, contact, and calendar data available in Google Apps, your end users are not impacted by the migration.

If I decide not to use Google Apps, can I migrate my data back to another solution?

Yes. We provide various methods to migrate your data from Google Apps. Learn more

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Email

Are users provided with details of which messages failed to migrate?

No. However, administrators can access migration reports and logs, which contain this information.

Migration reports are located in:
Start > All Programs > Google > Google Apps Migration > Show Report

Log files are also located in:
C:\Documents and Settings\user-name\Local Settings\Application Data\Google\Google Apps Migration\Tracing\ExchangeMigration

If a message is deleted from Gmail, can it be retrieved?

After 30 days, the message is permanently deleted from the Trash. If you want to retain messages, you can use Google Apps Vault, which includes email archiving.

If we have years of email in an on-site archive, can you help us get that migrated to Google Apps?

The archived messages must be moved to your Microsoft® Exchange, and then migrated.

Are messages in subfolders migrated?

Yes. The corresponding labels in Gmail indicate the folder hierarchy by inserting slash characters in the label names.

If I move a message from one Exchange folder to another, and then run the migration again, does that message get migrated again?

If you choose the "Migrate all data" option, then the message is migrated again, and is displayed in Gmail with a new label that corresponds to the new Exchange folder.

Are multiple flags on an Exchange message mapped to multiple stars in Gmail?

Not at this time. Any flags on an Exchange message that is migrated to Gmail are mapped as a single star.

Are Microsoft Outlook® filters and rules migrated to Gmail?

No, but your users can create new rules using Gmail.

Is there a limit on the size of a message that can be migrated?

The limit for a message plus its attachments is 25 MB.

Is there a way to automatically have the From address in Gmail be different from the user name specified in the CSV file of user names?

No.

Should I use a different migration option depending on whether I want to use the Gmail web interface or the Microsoft Outlook® client?

You can use Google Apps Migration for Microsoft® Exchange to migrate data for multiple users directly from your Exchange Server to Google Apps, or you can let individual users migrate Exchange data and local PSTs with Google Apps Migration for Microsoft Outlook®. In both cases, the data is migrated to Google Apps. Once the data is in Google Apps, you can use the Google Apps web interface or the Microsoft Outlook® client.

If my users want to stay with the Microsoft Outlook® client after migration, do they need to make any configuration changes in Microsoft Outlook®?

After migration, when a user opens Google Apps Migration for Microsoft Outlook®, the Microsoft Outlook® client opens, and that user creates a new profile that points to Gmail. No other configuration is necessary.

Should users who choose the Microsoft Outlook® client option after migration disable read receipts?

Yes. After synchronizing data between Microsoft Outlook® and Google Apps, Microsoft Outlook® can automatically send read receipts for the synchronized messages, which in turn sends unnecessary non-delivery reports. Disabling read receipts in Microsoft Outlook® prevents this.

Is email cached locally for users who choose the Microsoft Outlook® client option?

Yes. This enables users to continue to work in Microsoft Outlook® when an internet connection is unavailable, and then to have data synced between Microsoft Outlook® and Google Apps once the internet connection is restored.

After migration, can I use the Thunderbird client to display Google Apps data?

Yes, you can set up the Thunderbird client to use IMAP to download your messages from Gmail's servers. Learn more

After migration, can I use the Entourage email and calendar client?

Although Entourage is not a supported client, you can set it up to use IMAP to download your messages from Gmail's servers. Learn more


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Calendar

When a calendar event is migrated, is all the attendee information migrated? Is the attendee information migrated to the proper Google Apps account?

Yes.

Are migrated calendar items updated properly? For example, if a meeting has multiple attendees and I update the meeting after migration, are all attendees notified?

Yes.

Are calendars in Public Folders migrated?

No.

Are group calendars and resource calendars migrated?

No. You need to recreate those in Google Apps.

Is the folder-to-label conversion still limited to 40 characters?

We have successfully tested the conversion with up to 226 characters.

Are empty folders mapped to Gmail labels?

No. Empty folders are not migrated, and so the corresponding labels are not created.

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Contacts

Is my Global Address List migrated?

Not with this utility. You can use Google Apps Directory Sync or GAL Generator available with Google Apps Sync for Microsoft Outlook®.

How is my Global Address List made available to users after migration?

Addresses in your Global Address List are available in the auto-complete function in Gmail.

Are mailing lists migrated?

Not with this utility. You can use Google Apps Directory Sync to migrate mailing lists as Google Groups.

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Interoperability

Does this utility migrate data from BPOS/Exchange Online?

If you have administrator rights to the mailboxes on your hosted Exchange server, you can use the "Outlook Profile" option in GAMME to migrate data. See the Google Apps Migration for Microsoft® Exchange Administration Guide (PDF) for details.

BPOS allows data sync between Online Exchange and my on-premise Exchange Server. Can I sync data between Google Apps and my on-premise Exchange Server?

Not at this time. You can implement dual delivery to Google Apps and Exchange.

With Exchange, I can use journaling to archive my users' messages. Can I archive messages with Google Apps?

Yes. You can use Google Apps Vault, which includes email archiving.

Is there any Google Apps equivalent to Mail-enabled Public Folders?

Yes. You can create Google Groups, to which users can send messages. You can also create calendars to share with a group.

Can I support both Exchange and Google Apps over the long term?

You can implement split delivery of email with the Default routing setting, and you can use Google Calendar Connectors to share free/busy information between Exchange and Google Apps. Consult with your deployment specialist to determine whether this is the best approach for your enterprise, and to determine the best ways to facilitate that approach.

Can I use an approach like migrating just the last two weeks of my users' email, and then move anything older than that to your email archiving solution?

If you want to archive existing messages, contact your Google Apps sales representative to inquire about that service.


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