Before You Begin: Why Microsoft 365?
Microsoft 365 is the productivity backbone for millions of businesses worldwide. For Canadian SMBs, it offers enterprise-grade email, collaboration tools (Teams, SharePoint), cloud storage (OneDrive), and built-in security features — all at a predictable per-user monthly cost. But a successful migration requires careful planning.
Phase 1: Pre-Migration Assessment
Inventory Your Current Environment
- Document all existing email accounts, distribution lists, and shared mailboxes
- Catalog file shares, cloud storage, and collaboration tools currently in use
- Record any third-party integrations (CRM, accounting software, phone systems)
- Note the total data volume for email and files
Choose the Right Microsoft 365 Plan
- Business Basic: Web-only Office apps, Exchange email, Teams, 1 TB OneDrive
- Business Standard: Desktop Office apps plus everything in Basic
- Business Premium: Everything in Standard plus advanced security (Intune, Azure AD P1)
- Enterprise plans: For organizations over 300 users with advanced compliance needs
Verify Your Domain
- Ensure you own and control your business domain (e.g., yourcompany.ca)
- Gather DNS login credentials — you'll need to update MX, CNAME, and TXT records
Phase 2: Planning
Create a Migration Timeline
- Set a target migration date at least two weeks out
- Plan for a pilot group (5–10 users) to migrate first
- Schedule the full migration during low-activity periods
- Communicate the timeline to all staff
Prepare User Accounts
- Create a master list of all users with email, display name, and department
- Assign appropriate Microsoft 365 licenses to each user
- Plan security groups and distribution lists
Data Migration Strategy
- Decide what data to migrate: all historical email, or only recent years?
- Plan file migration from shared drives to SharePoint or OneDrive
- Identify any large mailboxes (over 10 GB) that may need special handling
Phase 3: Migration Execution
DNS Configuration
- Update MX records to point to Microsoft 365
- Add SPF, DKIM, and DMARC records for email authentication
- Verify domain ownership in the Microsoft 365 admin center
Mailbox Migration
- Use Microsoft's migration tools or a third-party tool for batch migration
- Migrate the pilot group first and verify everything works
- Proceed with remaining users in batches
- Monitor migration progress and address any errors
File Migration
- Move shared drive contents to SharePoint document libraries
- Migrate individual files to OneDrive
- Update any shared links or shortcuts
Phase 4: Post-Migration
Verify and Test
- Confirm all mailboxes are receiving and sending email
- Test calendar sharing, contacts, and distribution lists
- Verify file access permissions in SharePoint and OneDrive
- Test Teams functionality including meetings and channels
User Training
- Provide hands-on training for Outlook, Teams, OneDrive, and SharePoint
- Create a quick-reference guide for common tasks
- Designate internal champions to help colleagues
Security Configuration
- Enable multi-factor authentication (MFA) for all users
- Configure conditional access policies
- Set up data loss prevention (DLP) rules if needed
- Review and configure mobile device management (Intune)
Working with a Migration Partner
While it's possible to handle a Microsoft 365 migration internally, working with a certified Microsoft partner like NexFortis ensures zero-downtime migration, proper security configuration, and expert support. Our team has completed hundreds of migrations for Canadian businesses and includes 30 days of post-migration support as standard.