Moving Exchange User Mailboxes

Moving Exchange User Mailboxes

When moving mailboxes in previous versions of Exchange, moves were completed through the Active Directory Users and Computers snap-in using the Mailbox Move Wizard. This tasks could become difficult when moving multiple mailboxes because administrators were required to locate each mail-enabled account in the Active Directory tree, regardless of where they resided.

These limitations of Exchange 2000 Server move tools have been eliminated in Exchange Server 2003. By including the Move mailbox functionality in the Exchange System Manager, administrators can select and move objects with much greater flexibility. Using the Exchange System Manager to move mailboxes now enables them to move multiple mailboxes easily and effectively.

Using the Mailbox Move tool through the Exchange System Manager, entire Exchange server mailbox stores or mailboxes within a store can be selected and moved from one location to another easily.

Simple Tasks to Prepare for Moving Mailboxes

Before moving a mailbox or multiple mailboxes, tasks can be completed in advance to avoid the loss of mail data and streamline the move process.

By backing up the Exchange information stores and eliminating unwanted mail data using the Mailbox Manager and mailbox recipient policies, administrators can perform moves in less time through eliminating unwanted data residing in the mailboxes being moved. This allows the newly moved mailboxes in the destination store to be populated only with information needed.

Backing Up Exchange Mailboxes

Before moving and removing mail data from mailboxes, it is always a good practice to back up the Exchange server from where mailboxes are being moved. Also, backing up the individual mailboxes before cleaning and moving allows for the recovery of any messages if mailbox owners identify messages that needed to be recovered.

To back up a mailbox or a group of mailboxes, administrators can effectively use any of the following methods if the recovery of mail information is required:

• Full and brick-level backup Use a third-party backup product to back up and validate the backup of the Exchange information store or individual Exchange mailboxes.

• Export mail data to PST files Use Exchange utilities such as the Microsoft Exchange Server 2003 Exchange Merge Wizard (Exmerge.exe) to export all user mail data to individual PST files. To obtain the Exchange Merge Wizard, download the tool from Microsoft by going to www.microsoft.com/exchange/tools/2003.asp.

Cleaning Unneeded Mailbox Data

Using the Mailbox Cleanup Wizard to remove unnecessary mailbox information such as deleted items and outdated calendar information shortens the total amount of time required to move mailboxes. Cleaning mailboxes before moving also ensures that the mailbox data being moved is only what is required and clean.

Use the Mailbox Cleanup Wizard to remove unwanted mailbox information before moving mailboxes. To open and schedule mailbox cleanup, see the section "Implementing Mailbox Recipient Policies," later in this chapter.

Moving Mailboxes Between Storage Groups and Servers

Limitations for moving mailboxes have been greatly reduced in Exchange Server 2003. When leveraging the Mailbox Move tool through the Exchange System Manager, administrators can move mailboxes or groups of mailboxes and can run multiple instances of moves at the same time.

Also, options can now be configured to address corrupted mail items and scheduling that previously interrupted the move process or caused it to fail.

Through the options available with the Mailbox Move tool in Exchange Server 2003, corrupted mailboxes and mailbox items can now be skipped and not moved instead of causing the entire move to fail. In addition, these corruptions are now written to a log file and can be retrieved to review and address issues with corrupted mailboxes.

View the Mailbox Move logs to troubleshoot failed item moves and resolve any issues with the move. Move logs can be retrieved by going to Documents and Settings, Profile, My Documents, Exchange Task Wizard Logs folder (where the drive letter is the drive of the Documents and Settings folder and profile represents the account being used).

Options can also be configured to determine the total number of corrupted items to be skipped. Using the Maximum Number of Corrupted Items to Be Skipped option, values can be configured manually between 3 and 100 .

CAUTION

When using the Mailbox Move tool options, the default setting for skipping corrupted items is set to three items.

When corrupted items are skipped, items are deleted and not retained in the information store. Be sure to back up information to avoid the loss of any mail items not intended to be deleted.

Scheduling and Move Cut Off times are also now available and configurable for scheduled mailbox moves. For example, administrators can schedule moves of mailboxes to be run outside business hours. If the move has not completed by the specified cutoff time, the mailbox being moved and the remaining mailboxes are left in the original location.

Multiple Mailbox Move Tool

The Exchange Server 2003 version of the Move Mailbox tool allows administrators to run several instances of mailbox moves at the same time. Depending on level of hardware resources, such as memory and processor speed available, multiple instances of the Mailbox Move tool can be run in parallel with adequate performance.

TIP

Test a handful of mailbox moves using the Mailbox Move tool to ensure that the server performance is not affected when running multiple instances of the move function.

Moving Mailboxes Between Storage Groups

To move mailboxes between administrative storage groups, open the Exchange System Manager and select the Administrative Group where the mailboxes to be moved reside. Complete the following steps to move Exchange mailboxes between storage groups:

1. Highlight the mailboxes to be moved.

2. From the Action menu, select the Exchange Tasks option and click the Next button on the welcome screen.

3. At the Available Tasks page, select Move Mailbox and click the Next button to continue.

4. Select the destination mailbox store where the mailboxes will be moved. Click the Mailbox Store option and choose the destination store where the mailboxes will be moved. Select Next when complete.

5. Configure the options for addressing corruption, and set the desired limits for this move. Select the Next button to begin the mailbox move.

6. To continue moving the mailbox, on the Schedule Page, select Next to continue.

7. On the summary page, review the results of the mailbox move, and select Finish.

Moving Mailboxes to a Different Exchange Server

Moving mailboxes from one Exchange server to another is often done to assist administrators in load-balancing multiple Exchange server environments and even when replacing outdated hardware.

This task is accomplished in the same manner as moving mailboxes between storage groups. Using the Mailbox Move tool, mailboxes can be moved between servers with same options available when moving mailboxes on the same server. This can help administrators ensure that corrupted information is not moved to the new mailbox store, causing failures at a later time.

To move mailboxes between servers, follow these steps:

1. Select the mailbox store where the mailboxes reside. Select and highlight the mailboxes to be moved.

2. From the Action menu, select the Exchange Tasks option and click the Next button on the welcome screen.

3. At the Available Tasks page, select Move Mailbox and click the Next button.

4. Select the destination mailbox store where the mailboxes will be moved. Click the Server option and choose the destination server where the mailboxes will be moved to. Select Next when complete.

5. Configure the options for addressing corruption and set the desired limits for this move. Select the Next button to begin the mailbox move.

6. To continue moving the mailbox, on the Schedule page, select Next.

7. On the summary page, review the results of the mailbox move and select Finish to complete the move.

NOTE

Mailboxes can be moved between servers only when the servers are part of the same site. When servers are in different sites, the mailboxes cannot be moved using the Move Mailbox function. Moving mailboxes between servers in different sites requires the use of the ExMerge utility, covered in the section "Backing Up Exchange Mailboxes."