Migration Profiles

What is a Migration Profile?

A Migration Profile allows you to customize all migration parameters related to Prepare, Sync and Cutover. A Migration Profile can be assigned to a single user or by Migration Wave. You can customize the existing Default profile or create as many as you need to fit your project.


The wizard will take you through the choices, which will include the following options and parameters. (The actual options vary by project type).

  • Choose Power365 Setup Pro for Outlook, cutover options.

    • Enable or Disable Outlook Cutover Feature

    • Silent Installer (MSI) or Download Installer (EXE)

    • Wait for User to Finish or Continue Cutover

  • Decide if you want to allow users to be created for non-matches.

  • Choose personal contact information sync options.

  • Decide if you want to allow distribution groups to be created for non-matches.

  • Choose distribution groups sync options.

  • Choose whether to sync OneDrive or Mailbox Archives.

  • Choose if to copy Litigation Hold settings and data to destination.

  • Define the Type of content to migrate. (Email, calendar entries, tasks…etc.)

  • Define Filter options, between data range and age filters based on different content types.

  • Define thresholds for handling of "large items."

  • Define thresholds for handling of "bad" items for online mailboxes and OneDrive for Business.

  • Define thresholds for handling of folders that can't be synced for online mailboxes and OneDrive for Business.

  • Determine your optimization options.

  • Define your destination User’s Office 365 licensing options.

  • Customize the default subject and body of the final cutover email sent to users when the cutover is complete.


How do I create or modify a Migration Profile?

  1. Login to Power365 and open your project of choice.
  2. Choose Profiles from the top left pulldown menu to navigate to the Migration Profile Management view.

  3. Click Add Profile to create a new profile. See figure 1.

    Figure 1: Migration Profile Management View – Add Profile

  4. Click Modify to edit an existing profile.
  5. Click Copy to duplicate an existing profile.
  6. Click Delete to remove an existing profile.

    Figure 2: Migration Profile Management View – Modify, Copy, Delete


When should I create my Migration Profiles?

Create your first profile just after the project setup or edit the existing default profile before running pilot migrations.

Create additional profiles as needed to assign to waves of users to manage how and what is being synchronized to the destination environment.


How do I assign a migration profile to a wave?

There are two methods to set a migration profile on a user(s).

    1. Set per User – Set the profile on individual users.

      1. Select the user or users in the user management view.

      2. Select the Add to Profile action.

      3. Click the Apply action.

      4. Choose the desired Profile.

      5. Click OK to apply.

    2. Set per Wave – Set the profile on individual users assigned to a wave.

      1. Select the wave or waves in the wave management view.

      2. Select the Add to Profile action.

      3. Click the Apply action.

      4. Choose the desired Profile.

      5. Click OK to apply to all users in the wave(s).

Figure 3: User Action - Add to Profile


What options are available to optimize my syncs?

There are 4 primary methods to manage and control what data is synchronized and when. These options are controlled using the Migration Profile. When creating a new profile or modifying an existing one, a migration profile wizard will walk through the numerous options and features available for a prepare, sync or cutover job. This article will focus on the 4 options related to sync optimization and performance.

  1. Mailbox Data Filters

    Mailbox Data Filters allow you to control what type of content will be migrated to the destination and the scope of this content. Mailbox data filters effect the Primary and Online Archive mailbox of that user. Mailbox Data filters do not impact OneDrive migrations.

    The three primary controls related to mailbox data filters are:

    1. Content Types – Select between mailbox content such as, Email, Contacts, Calendar, Tasks & Notes.

    2. Date Range – Filter mailbox content using a start date and end date.

    3. Age – Skip mailbox content older than the assigned days.

      Figure 4: Mailbox Data Filter Options

  2. Thresholds

    During any data migration, there will be mailbox and OneDrive for Business items that cannot be migrated or large items you would like to filter out. There are 3 threshold parameters that can be modified within a Migration Profile.

    1. Large Items – This specifies the maximum item size in MB. This applies to all mailbox items, e.g. emails, meetings, tasks, etc. The default option is “include all”. The recommendation is to meet your destination environments item size policies.

    2. Bad Items – This specifies the number of corrupt items that is allowed before marking a sync job as failed. The default is 0 with no max limit. The recommendation is 10 or lower.

    3. Bad Folders – This specifies the number of folders that can be skipped due to bad items or permission issues before marking a sync job as failed. The default is 0 with no max limit. The recommendation is 10 or lower.

  3. Personal Content (Workload) Filters

    During a Sync job, the user’s primary Mailbox, the Archive Mailbox (if present in source) is synchronized in sequence. If you wish to skip either the Online Archive or OneDrive migration, deselect the checkbox as illustrated in figure 1.

    Please Note: User Licensing provisioning of OneDrive for Business and Exchange Online occur during the 1st Sync or Initial Sync of a user. If this feature is disabled during the first sync job but later enabled on that user.

    Figure 5: Migration Profile Wizard Personal Content Sync Options

    Personal Content Options:

      1. Online Mailbox Archive – If disabled, the user’s archive mailbox will not be migrated to the destination.

        Please Note: If the online archive is enabled on the source user, it will automatically be enabled on the destination user, regardless of this option.

      2. OneDrive for Business – If disabled, the destination user will not be licensed for OneDrive and no content will be migrated.

  4. Sync Optimization

    During a User Sync Job, mailbox and folder permissions and Litigation Hold settings (if applicable) are synchronized during each sync job. These options help you manage when this data is synchronized to the destination. Providing a method to speed up your syncs or fast track your user cutovers.

    Figure 6: Migration Profile Optimize Options

    Sync Optimization Options:

      1. Optimize Prestaging My Syncs – Choose this option to speed up all preliminary syncs jobs. This option will reduce the initial and delta sync times during the preparation stage, by keeping the sync of permission and litigation hold settings until the cutover event, at the very end. Use this option if you wish to ramp-up fast to a cutover event. Keeping plenty of time for each cutover.

      2. Optimize Cutover – Choose this option to reduce the cutover event time. This option will reduce the overall time of a cutover event by skipping the permission and LH settings, which have been previously migrated. Use this option to manage the amount of time a single cutover event will take. Maybe you need to fit more users into a cutrover event, this option was designed to do just that.

    If you choose both options, both permissions and LH settings are never synchronized.


How do I customize the cutover email?

During a user cutover, the user will receive a final cutover email from Power365 informing them the migration is complete and they may now cutover their Outlook client if needed.

To customize this cutover email:

  1. Confirm you would like to edit the default subject and body of the cutover email during the migration profile setup.
  2. Download the default template for editing.
  3. Edit the subject and body of the default template. Note that the subject has a 256 character limit.
  4. Upload your custom template.

To review the formatting of the cutover email, click the Test icon to send a test cutover email to an email address of your choice.

Note that the cutover email can be resent to users by using the Send Cutover Email action.


What litigation hold options are available?

For more information about Litigation Hold options and implications, see the Litigation Hold topic.


What user license options are available?

Power365 Premium Integration project types provide automatic license assignment for destination users. For the Basic Migration and Advanced Migration project type, license assignments are a prerequisite and the responsibility of the administrator’s setting up the project.

During the first synchronization job of a user, the Provisioning job runs. During this step, user licenses are assigned to the destination user based on the migration profile options.

Power365 only enables the associated service plan for the Product License selected. For example, if you choose the E3 license, only the Exchange Online service plan will be enabled. All other service plans will be left to the administrator to enable when desired. Optionally, the SharePoint Online server plan is enabled if OneDrive is being migrated.

The migration profile provides two options to assign Office 365 product licenses and the associated service plans needed for Exchange Online Mailbox or OneDrive migrations.

  • Default – A license that matches your source mailbox will be used. NOTE: this applies only for E3, E4 or E5 licenses.
  • Preferred SKU – Determines which SKU should be applied to your target mailbox.

If your preferred SKU is not available, please contact Binary Tree support for assistance.


What options are available to create users?

For Integration projects types, Power365 gives you the power to create unmatched users in the destination environment without running PowerShell or accessing your Microsoft 365 admin portals.

Select Yes, if you want your missing users created during the Prepare step.

Select No, if you don’t want your unmatched users created during Prepare. If you run Prepare for a user assigned to a Profile with No select, the prepare action will fail. This will be reflected in the log.

Figure 7: Create Users Options

In additional to creation, Power365 helps keep your user’s collaborating by maintaining their personal contact information in the Global Address Lists during the migration and integration project. Using Power365 keeps your user’s most common contact information in synch. Information such as phone, department and title. For a complete list, see the Eligible Attribute List.

By selecting Yes, Users and Mail Contacts matched or created by Power365 will be updated with the source user’s contact information until the user is cutover to the new environment. This type of user information will be visible in the Global Address List.


Additional Information