A Guide to Office 365 Migration Cost

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One of the first questions our potential customers want to know when they call our company is…

How much does it cost to migrate email to Office 365?

Although this is a very difficult question to answer because not all environments are the same, we will do our best to explain some general pricing guidelines and what you need to consider for the Office 365 migration project.

What is Office 365 (O365)?

Office 365 is a set of cloud-based software by Microsoft (MS). Depending on the plan or subscription you purchase, it may include the latest version of Exchange Email, SharePoint and One-Drive for file and online storage, Office Suite (Outlook, Word, Excel, PowerPoint, and Teams or Skype for Business).

The plan you select will depend on the business needs for your employees.

The most popular plans include Office 365 Business Essentials, Business Premium, and Enterprise E3.

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Factors That Influence Your Office 365 Migration Cost

Once you determined the Office 365 Plan that is right for your business, you will need to budget for the cost of migrating your email from the current email system to O365.

For the purpose of this article, we will focus on the migration to Office 365 Exchange email only. We will not cover SharePoint, OneDrive, Teams, or any other online products that are included in Office 365 plans as they would not be considered part of the email migration project. An email migration project will transfer all emails and folders from one email account into another email account. For example, from jane.doe@gmail.com to jane.doe@xyz.com.

Here are some of the factors that could affect your migration cost:

Number of Users or Mailboxes

In general, the more mailboxes you have, the lower the cost per mailbox you will pay for the migration project. To be clear, ask for a Scope-of-Work (SOW) including “What Is” and “What Is Not” covered in the migration services. eSudo provides a complete SOW with each project.

Size of the User’s Mailbox

The size of the user’s mailbox refers to how large or the total of all email messages (all the email messages including attachments in one account). The larger the mailbox size, the longer it takes to migrate to Office 365. Some users with a large mailbox size (over 25 GB) may also have corrupted messages and may need to be cleaned up before the account is migrated over to O365. Some messages may not migrate if the attachment is corrupted or too large. To reduce the mailbox size, we often recommend emptying deleted messages and deleting any old sent messages over 3 years old. Alternatively, we recommend archiving messages over 4 years old to a local personal Outlook file. This will help reduce the amount of time it takes to download the messages (during the migration process), this also has the benefit of helping with the overall performance of your Outlook Client.

Existing Email Server or Data Source

Will the age of your current email system affect the cost of your migration? Migrating emails from older Microsoft Exchange server systems or non-Microsoft email servers will take more time to prepare before we start the migration process.

For example,

  • If you are currently using an older in-house or On-Premise Exchange 2010 (or older), there some additional steps involved before we can start the migration process
  • If you are using POP3/SMTP servers, Google G-suite (G-apps), all your messages may have to be downloaded to Outlook and stored locally
  • If you are using multiple PCs for email, there may be different copies of your messages on different PCs because your messages are downloaded; meaning, they are not synced with each other. As a result, we will need to determine which PC stores your most recent messages and try to consolidate them into one copy (onto one PC). This will require additional time to prepare and conduct a cleanup before we are able to start the migration process

Integration with Windows Active Directory Server

Businesses that have invested in Windows Active Directory for user accounts and password management usually do not want to keep track of another password when moving to Office 365. There is a solution for this. Implementing Single Sign-on with Active Directory using Azure AD Connect can help maintain the coexistence between Cloud and on-premise servers to use the same Windows Domain account password as for Office 365 email. I.e. one username/password sign-on for both AD and O365.

This integration makes it simpler to manage user email addresses and passwords and will result in saving time and money for your business; however, adding this feature contributes to more setup cost.

Integration with third-party application or network devices

Do you have any third-party applications, such as a CRM, network scanner or copier, that needs to send out emails? We will need to look into the compatibility of the application or network device. For example, the application or network device must meet the security requirements for Office 365 before it is allowed to send or relay email via the Office 365 mail server.

If so, we can assess your options and determine the time for setup and the associated cost involved.

Three Different Migration Options to Office 365 Email

While companies can migrate to O365 on their own, the most effective way to transition their environment, and to minimize downtime, is by relying on a Microsoft Cloud partner like eSudo.

eSudo offers a variety of services to get you started, from simply walking you through the signup and initial configuration to turn-key migrations from existing in-house email servers or another hosted email provider.

Option 1 – Basic implementation without mail migration. This involves setting up a custom email domain for your business and verifying that you can send and receive emails.

Option 2 – Implementation with Mail Migration and Outlook or PC Configuration. In addition to Option 1 and 3, eSudo will help configure PC Outlook Mail Client and Mobile devices (iPhone, iPad, Android, Windows Phone) to connect to Office 365. This include some on-site services. It is our most popular option for customers that need end-to-end service.

Option 3 – Implementation with Mail Migration. In addition to Option 1 services, eSudo will migrate email, calendar and contact data for email users from Exchange or POP3/SMTP servers or Google G-suites.

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Based on our extensive experience, eSudo can remove the worry and hassle from the migration process with proven results! Whether you have 5 or 100+ users, we have the experience to meet your organization’s unique deployment needs.

  • Experienced Support Team in the USA
    Local team to provide you remote and onsite support when you need us.
  • Cost Effective
    Starting at just $50.00 to migrate to Office 365, our services are priced well below industry standards.
  • Proven Methodology
    The last thing anyone wants is a surprise, so go with the team that has done it before, from transitioning 1 mailbox to 100+ mailboxes.

Maximize your investment in Office 365 with the guidance of eSudo's experts.
Call 408-216-5800 or sign up for free migration assessment.

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