Microsoft 365® migration guide for enterprise clients

Microsoft 365® Migration: Tips, Best Practices, and FAQ

It is our goal to provide our clients with a smooth and successful migration to Microsoft 365®. We understand that migrating to Microsoft 365® can be challenging for businesses, which is why we offer a comprehensive migration guide. Our migration guide is designed specifically for mid-sized and large enterprises and provides valuable assistance for a successful migration process. The migration process covers not only IT-specific topics, but also content on strategic planning.

Microsoft 365 product page
Microsoft 365 and Office 365
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6 Success Factors in Successful Microsoft 365® Migration.

How to successfully migrate your Office environment to Microsoft 365®.

The migration to Microsoft 365® goes far beyond the mere installation of a software. It affects all departments and processes in the company, from communication and collaboration to data management. That is why it is important that not only the IT department, but also other departments, are involved in the change process. Above all, those who are directly affected by the introduction should be involved in the decision-making process.

A close exchange between IT and other departments is crucial to ensure that Microsoft 365® is used optimally and that all relevant processes are adapted. Involving all departments can ensure a successful introduction of Microsoft 365® that offers real added value for the company.

One of the most important decisions when implementing Microsoft 365® is the selection of tools and systems to be used in different organizational areas. This should not be done by simply using all 30 available Microsoft 365® tools, but it is important to define the appropriate systems for the specific needs of each area.

An important step in defining leading systems is to carefully analyze the work processes and needs in each area of the organization. Then, the appropriate Microsoft 365® tools should be selected that are best suited to streamline processes and make work easier for employees.

By defining leading systems, employees can focus on using the most important tools and the complexity of Microsoft 365® is reduced. This not only makes work easier, but also saves time and money. It also allows area managers to better track and control the progress and success of Microsoft 365® implementation in their areas.

When implementing Microsoft 365®, it is important to focus on the four core areas of work organization:

  • Communication
  • File storage
  • Planning
  • Documentation

For each of these areas, there are specific tools within Microsoft 365® that should be used selectively to optimize workflows. If all the Microsoft 365® tools are used in an unreflective manner, it can quickly lead to confusion and impact work efficiency. Therefore, companies should carefully consider which tools are best suited to their needs and use them in a targeted manner to ensure effective work organization.

When it comes to structuring Teams® and Sharepoint®, it is important to provide a clear delineation and not rely solely on employees. Otherwise, structures may be created twice or ambiguously, causing unnecessary confusion. This means that as a company, you should define clear guidelines as to who has access to which data and information before implementing Microsoft 365®. In doing so, it makes sense to organize employees into different groups and restrict access to certain areas accordingly.

In addition, when structuring, you should ensure that the teams and SharePoint® sites are named in such a way that the names are unique and reflect the function of the respective group. This makes it easier to navigate and find specific information.

By considering these points, you can ensure that your teams and SharePoint® sites are used effectively and efficiently, and that only employees have access to information that is relevant to their work.

Digital collaboration training is an important part of a successful Microsoft 365® rollout. This is not just about explaining the user interface to employees and imparting technical knowledge, but also about establishing rules of the game for collaboration.

It is important that employees understand how they can use the various Microsoft 365® tools to collaborate more effectively and optimize processes. This includes, for example, understanding the correct use of channels in Teams® or how to organize documents in SharePoint®.

In addition, training should also set the rules of the game for collaboration to ensure that all employees have the same expectations. This may include, for example, setting rules for communication, use of tools, and shared documentation of workflows.

Training should be tailored to the needs of the business and the employees. Good training should be interactive and allow employees to apply what they learn in practice. Training can be offered both online and in-person, depending on the needs of the business. Successful training for digital collaboration can motivate employees and increase the acceptance of Microsoft 365® in the company.

An important issue when migrating to Microsoft 365® is security and data protection. It is essential that a comprehensive security and data protection concept is developed and implemented before the migration. This includes, for example, defining security policies and access authorizations for user groups, implementing data protection requirements, encrypting data, securing interfaces, and monitoring accesses and activities.

The security and data protection concept must be adapted to the individual needs of the company. Legal requirements and compliance regulations, such as the GDPR, must also be observed, particularly with regard to the handling of personal data.

The implementation of a comprehensive security and data protection concept is a decisive factor for the success of the migration to Microsoft 365®. It helps to ensure that sensitive data and information are effectively protected and user confidence in the system is strengthened.

The introduction of Microsoft 365® can be a major challenge for a company, as it can affect many areas. It is therefore important to take sufficient time to develop a clear strategy before starting the introduction. It makes sense to first think about which Microsoft 365® functions are really important for the company and how to make the most of them. Both the requirements of the employees and the business processes should be taken into account.

It is also advisable to involve employees in the process at an early stage and inform them about the introduction of Microsoft 365®. Training should be planned and carried out at an early stage so that employees become familiar with the new tools and systems and quickly find their way around. Clear communication about the process of introduction and about possible changes in everyday working life is also important to avoid uncertainties and resistance.

A successful introduction of Microsoft 365® therefore requires thorough preparation and a clear strategy. Only in this way can the benefits of the new tools and systems be fully exploited and a smooth transition to the digital working world succeed.

Microsoft 365 product page

6 Common Mistakes when Migrating to Microsoft 365®

These are the mistakes you should avoid when migrating to Microsoft 365®

A common mistake when migrating to Microsoft 365® is the lack of a clear migration strategy. It is important to plan in advance exactly which data is to be migrated, which applications must be used and how the migration will be carried out. Without a clear strategy, delays, data loss or even system failures can occur.

It is advisable to work with an experienced migration expert to develop a detailed migration strategy that takes into account all the necessary steps and also includes potential risks and problems. A clear strategy can also help to make the schedule more realistic and to plan buffer times for unforeseen events.

Successful migration therefore depends to a large extent on a clear migration strategy that is defined and communicated in advance. This can minimize potential risks and ensure a smooth transition to Microsoft 365®.

Another common mistake when migrating to Microsoft 365® is for companies to set unrealistic timelines. This can lead to important steps being skipped or to bottlenecks that can delay the migration or even bring it to a complete standstill.

Therefore, it is important to create realistic timelines when planning the migration and allow sufficient buffer time for unforeseen issues. Organizations should also consider test and downtime planning to ensure that the migration can be completed without interruptions and that any potential issues can be resolved quickly.

In test and downtime planning, companies can run through and test different scenarios to identify potential issues and find solutions. This can also help prepare employees for potential disruptions and provide training or workshops to minimize the impact of migration.

Through careful planning and preparation, organizations can ensure that the migration to Microsoft 365® runs smoothly and that the impact on business operations is minimal.

An important aspect of the introduction of Microsoft 365® is the training of employees and their involvement in the process. A lack of training and involvement can lead to problems when using the new systems and affect employee acceptance. It is important to educate employees on the benefits and advantages of the new systems and involve them in decision-making and planning.

Training should cover not only the technical aspects, but also collaboration and communication within the organization. Training can take a variety of forms, such as webinars, on-site training, or through manuals and tutorials.

The sequence of the individual steps is an important factor in the migration to Microsoft 365®. Often, the migration is carried out without a clear structure and procedure, which can lead to errors and data loss. Careful planning of the steps and precise implementation are crucial for a successful migration. It is therefore advisable to divide the migration into several phases and to carry out the steps in the correct order. This includes, for example, the clean setup of the tenant, the verification of user accounts and groups, the migration of data, and the verification and adjustment of settings. Detailed planning and coordination of the steps with all parties involved is essential to carry out the migration without any problems.

Another common mistake when migrating to Microsoft 365® is the failure to obtain a comprehensive data overview prior to migration. Such a data overview is important to ensure that all necessary data is migrated and that no important information is lost. In addition, a comprehensive data overview can also help uncover potential data protection issues, for example, by identifying personal data that may not be stored or processed.

Another important aspect is data cleansing. Before migrating data to Microsoft 365®, it is important to clean it up and delete redundant or obsolete data. This not only ensures that only relevant data is transferred to the new system, but can also avoid costs for storing unnecessary data. It is therefore advisable to allow time for data cleansing before migration and, if necessary, to enlist external help.

A lack of a security and data protection concept can pose a major risk during a Microsoft 365® migration. It is important to create and implement a solid concept in advance to avoid potential security gaps or data protection breaches.

The most important steps in creating a security and data protection concept include identifying risks and threats and defining measures to minimize risks. Legal requirements, such as the GDPR, should also be taken into account here.

In addition, the security and data protection concept should also clearly define the terms of use for employees and ensure that they adhere to the guidelines. It is advisable to offer training and education for employees to raise awareness of data protection and data security. Depending on the usage concept, it may also make sense to adapt company agreements on the use of Microsoft 365®. Our “Managed Security 365” add-on, which is included free of charge, automates many of these tasks.

Comprehensive monitoring and regular updating of the security and data protection concept is also important in order to quickly identify and eliminate potential vulnerabilities. This should also take into account the latest developments in IT security and data protection regulations.

Overall, a solid security and data protection concept contributes significantly to the success of a Microsoft 365® migration and ensures that sensitive data and information are protected from unauthorized access.

Microsoft 365 product page

Microsoft 365® Migration Step by Step

Here’s how the Microsoft 365® migration works at cloudshift®

The initial contact is non-binding and of course free of charge. We first listen to you carefully to understand exactly what your requirements are for a migration to Microsoft 365®.

A migration to Microsoft 365® can be a complex matter and requires careful planning as well as precise implementation. To ensure that the migration is successful, it is important to think through all the steps in advance and prepare for potential challenges. In this context, it is helpful to enlist the support of experts who have the necessary strategic and technical know-how and experience in carrying out migrations.

Our cloudshift® team of migration specialists is available to assist you with your migration to Microsoft 365® and help you develop a suitable migration strategy. We clarify your questions and requirements in advance and support you in implementing the migration. In the process, our migration specialist is available to you as a personal contact to ensure that the migration runs smoothly and that no problems occur. With our support, you can be sure that the introduction of Microsoft 365® will be a success for your company. We advise you in advance not only with regard to the technical details, but are also happy to provide strategic advice. More than 20 years of experience in the Microsoft Office® environment help us to do this.

In order to successfully migrate to Microsoft 365®, thorough preparation is necessary. Here, our team supports you in creating the necessary prerequisites. Among other things, this includes preparing your domain name for use with Microsoft 365®. We help you to perform the necessary steps and make sure that your domain is configured correctly. In addition, we support you in creating users, groups and contacts to ensure that all necessary information is recorded correctly and completely. We also assist you in preparing for the data transfer and ensure that all necessary steps are taken to ensure a smooth transition.

During the migration process, our migration specialist ensures that your data is transferred to Microsoft 365® securely and without affecting users. First, all your data is backed up in the background and transferred to the cloud to ensure that all important information is available on the new platform.

On the day of migration, your domain name will be changed for use with Microsoft 365® and the final data will be transferred to the new platform. During the entire process, our migration specialist will be available to you as a personal contact and will continuously inform you about the current status of the migration. Should any problems arise during the migration, our migration specialist will respond quickly and reliably and ensure that any issues are resolved.

After the data migration and the change of the domain name, it is important that the employees are also converted to Microsoft 365®. Here, the configuration of Outlook® in particular plays an important role in ensuring a smooth transition. Our team will actively support you here as well and provide you with the appropriate instructions to ensure a quick and uncomplicated changeover of the employee PCs. If any problems should arise in the process, we are of course available at any time to provide you with advice and assistance.

In this final meeting, we take time to review the migration with you and gather feedback. We make sure that all processes are running smoothly and go through any open questions and problems together with you. In addition, we can give you further tips and tricks for using Microsoft 365® during this conversation and show you how to make the most of the platform’s benefits. It is important to us that you feel fully supported even after the migration, and that we continue to assist you as needed.

Upon request, our support team is always there for you even after the migration and assists you with all concerns regarding the use of Microsoft 365®. Whether it’s about the configuration of email accounts, the use of Microsoft Teams® or the management of files in OneDrive®, we are there to help you in word and deed. You can rest assured that our support staff are always up-to-date with the latest technology and familiar with the latest developments in Microsoft 365®. This enables us to help you quickly and competently with questions or problems and to reduce downtime to a minimum.

Talk to us about the possibilities for extended support contracts, depending on your requirements.

Microsoft 365 product page

Frequently Asked Questions about Migrating to Microsoft 365®

Our Microsoft 365® migration FAQ

Microsoft® works with numerous partners who sell Microsoft® licenses and products and advise and support companies in this regard. These partners are usually smaller than Microsoft® and can therefore focus more intensively on individual companies. One example of this is cloudshift®, a Microsoft® partner that places particular emphasis on high competence, experienced experts and customer proximity.

In contrast to large companies, where the customer is often just a number in a call center and is looked after by support staff, customers at cloudshift® have a direct contact person for sales and support of the services. Furthermore, cloudshift® offers helpful trainings, additional services like migration and exclusive additional add-ons like Managed Security 365. cloudshift® even offers many tariffs at better conditions and shorter terms than larger partners or Microsoft® directly. Such and other advantages can often only be offered by partners. For a detailed consultation, please feel free to contact us.

Microsoft 365® is available in different tariffs that differ in terms of scope, up-to-dateness and payment method. For private users, there are the one-time payment plans such as Office Home & Student 2019, which contain fewer applications and functions. Microsoft 365® plans for private users (Single, Family) can be subscribed to monthly or annually.

The Microsoft 365® plans we offer with a monthly payment option are aimed exclusively at businesses and offer a greater range of functions as well as applications and features for professional use. These tariffs are usually paid per user. However, there are differences depending on the tariff and source of supply. cloudshift®, for example, offers customers the option to also use the Business or Enterprise tariffs with a monthly term, while Microsoft® only offers them in an annual license.

Office 365® and Microsoft 365® are two cloud-based software suites from Microsoft. Office 365® is the older suite and includes the familiar applications such as Word®, Excel®, PowerPoint®, Outlook®, etc. as well as additional services such as SharePoint®, OneDrive®, Skype for Business®, and Teams®. Microsoft 365® is an evolution of Office 365® and includes all the applications and services of Office 365® plus additional security, compliance, and device management features. Microsoft 365® includes advanced security features such as Microsoft Defender®, Azure Information Protection®, and Intune® for device and app management.

Microsoft’s® Office software was first released in 1989 and is one of the company’s most recognized brands, along with Windows®. In the past, applications such as Word®, Excel®, PowerPoint® and Outlook® were sold together as Microsoft Office®. Now, Microsoft® has decided to no longer bundle these applications under the name Microsoft Office®, but to rename them and offer them under the name “Microsoft 365®“. However, they are still the same applications, only the bundling and distribution model has changed.

The duration of a Microsoft 365® migration depends on various factors, such as the size of the company, the number of users, the complexity of the existing IT infrastructure, the amount of data that needs to be migrated, and the migration method chosen. A simple migration of smaller companies can be completed in a few days, while larger companies may require several weeks or even months.

However, good planning and preparation can help speed up the migration process and avoid unforeseen complications. It is therefore important to seek advice from an experienced migration specialist and create a realistic schedule to ensure a smooth migration.

To transfer the users and mailboxes, simply create a list in the format we provide with the appropriate mailbox properties such as email address and username. It is also possible to transfer public folders. Our migration experts will be happy to assist you and help you prepare the required data. This ensures that the migration runs smoothly and that you can work directly with your new Microsoft 365® account after completion.

We recommend developing a comprehensive strategy prior to migration to get the maximum result from your migration to Microsoft 365®. We would be happy to support you in this with our experience.

Yes! We take sufficient time for thorough planning that focuses on your individual requirements. In a personal meeting, we clarify all open questions and agree on the optimal migration time for you.

If necessary, we will also assist you with the preparations via screen sharing. Before the data transfer, we set up your mailboxes, contacts and groups according to your specifications so that you can find your way around immediately after the migration. So you can rest assured that we will take the utmost care to protect your data during the migration to Microsoft 365®.

No! A complete migration of data to Microsoft 365® should ensure that no data is lost. However, if a problem occurs and certain files are not automatically transferred, we will be notified and will manually handle the import of this data for you. However, we recommend performing a full data backup prior to migration for added security.

During Microsoft 365® migration, your data is secure as we offer different transfer methods that are tailored to your preferences. The mailbox contents can either be transferred in encrypted form via an FTP upload or transferred via our online migration. If you use the FTP upload, you will be given your own account, which will be deactivated once the transfer is complete. This way, we ensure that your data is protected and can only be edited by authorized persons during the migration process.

Yes! During the migration to Microsoft 365®, you can access your emails at any time via the browser-based Outlook on the Web (formerly Outlook Web App). Access is unrestricted and offers you the advantage that your Outlook® is constantly synchronized during the migration process. This keeps you up to date and allows you to access your e-mails at any time.

Yes, it is possible to keep your existing domain when migrating to Microsoft 365®. Usually, a DNS record is created during the migration that links your domain to your new Microsoft 365® account. This way, you can continue to use your existing email address and do not have to change it. However, it is important to make sure that your domain is configured correctly to ensure that your emails are forwarded properly. If you need assistance configuring your domain, we will of course be happy to support you.

Since 2019, Microsoft® has provided multiple data centers in Germany for its Microsoft 365® customers to ensure compliance with data protection laws and reliable data availability. These data centers are designed to be synchronized and mirrored with each other. This ensures high availability of data and services, even if one data center fails. Microsoft® is also committed to storing and processing all data within Germany to meet data protection requirements.

Microsoft 365® has several security and privacy measures in place to ensure that your data is safe and secure. Data is stored in multiple ISO 27001 certified data centers in Germany that have the latest technology and security measures to protect your data from threats. Microsoft® also guarantees high availability, which means there is very little chance of a failure or outage.

Additionally, your data in Microsoft 365® is automatically encrypted and two-factor authentication is recommended to increase account security. Microsoft 365® also has security incident monitoring capabilities to detect and respond to threats.

However, it is important to note that even Microsoft 365® cannot protect 100% against all threats. It is therefore important that you, as a user, also take responsibility by choosing strong passwords, reporting suspicious activity, and conducting data security and privacy training. Our free Managed Security 365 add-on fully automatically monitors and continuously adjusts over 300 security settings in Microsoft 365®.

Yes, you can use Microsoft 365® on macOS® without any restrictions.

Yes, some apps from the Microsoft 365® plans are also available as a mobile app for iOS® and can therefore be used on iPhone® and iPad®. However, these apps are partially limited in their scope or adapted to the respective device. The available apps include Microsoft Teams®, Outlook®, Word®, Excel®, PowerPoint®, OneNote®, OneDrive®, Office Lens®, Skype for Business®, Skype®, Yammer®, Delve® and Microsoft Stream®.

Users with a qualifying Microsoft 365® plan have access to advanced app features.

Yes, it is possible to use individual apps from the Microsoft 365® plans as a mobile app on the Chromebook or in the PlayStore®. However, these apps may be trimmed or modified in scope due to customization for the specific device.

With a Microsoft 365® account, users can use various apps such as Microsoft Teams®, Outlook®, Word®, Excel®, PowerPoint®, OneNote®, OneDrive®, Office Lens®, Skype for Business®, To Do®, SharePoint®, Planner®, Stream®, Power Automate®, Microsoft Intune®, and Power Apps on Chromebooks® and Android® devices. When a qualifying Microsoft 365® plan is in place, users have access to advanced features.

In principle, it is possible to change the license for the various Microsoft® tariffs, but each provider has its own contract terms and conditions. To find out more details, you should contact the contract partner from whom you purchased the license. Microsoft® offers help articles for business plans.

As a cloudshift® customer, you can also perform tariff upgrades during the contract term. To do so, simply contact our customer support. Tariff downgrades are only possible after the end of the contract term. Please note that a tariff change does not reduce the license quantity of your current contract.

For further information, please do not hesitate to contact us. You can reach us by e-mail at support@cloudshift.de and by phone at +49 69 17 53 73 46 – 0. Our support team is looking forward to helping you.

Yes, with cloudshift® you can easily transfer a license from one user to another. However, it is important to back up the data and documents of the first user if necessary, as no transfer is allowed for data protection reasons. If you need help, please feel free to contact us by email at support@cloudshift.de.

You have full control over your data at all times. When you cancel your Microsoft 365® subscription, you have the option to download your data, such as emails and documents, from team websites and store it somewhere else. It is advisable to do this before you cancel. After canceling your subscription, you will still be able to access a limited-function account for 90 days with administrator privileges to access the data associated with your Microsoft 365® account. This gives you enough time to back up and migrate your data.

Microsoft 365 product page

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