SysTools Migrator – Frequently Asked Question & Answers

Questions Asked By Our Customers For The Ease Of Migration

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Listed Commonly Asked Questions and Answers

1. What are the factors that may affect migration?

The following factors are important:

  1. The data source i.e. device or service which hosts the data. There could be limitations on the data source which may affect the overall migration speed such as G Suite, which has a limit on how much data can be extracted from their service or speed of hard disk or internet speed in case of migrating PST/NSF to cloud destination.
  2. The type of data that needs to be migrated depends upon the user’s functional role he/she may have particular type of data like a designer working in a construction company has a lot of drawings as attachments which are large in sizes. Another user may have more number of items but smaller in size. The mailbox with large attachments will migrate much faster as compared to more items. The reason being, each item i.e. email/contact/calendar is a request, so, more number of items means more requests.
  3. The hardware used for migration is an important factor. Most of the times, to reduce the cost of migration, the customer uses a low powered machine which impacts the performance of migration. It is recommended to use high power servers for migration.
  4. The speed of the internet is another important factor for migration. It is highly recommended to use high speed bandwidth for migration.
2. What is Throttling in Office 365? How is it important for migration?

The throttling mechanism is used by Office 365 to ensure the avaiability of data security and services. Throttling mechanism imposes a limitation on the amount of data to be accessed by third-party applications. If you are migrating users without changing the throttling limit, there is a possibility of slower migration rate and high failure rate. It's highly recommended to increase the throttling before starting the migration. The recommended throttling value is 90 Days.

There are two options:

  1. At the beginning of the migration, this will ensure the new emails arrive successfully at the destination.
  2. Or, at the end of the migration, delta migration is required to be done after the mx record is changed to the destination.

During the Office 365 tenant migration scenario, the mx record should not be changed in between the migration.

The Group mapping CSV contains the mapping of source users to destination users i.e. how the user id in source is mapped to the user id in destination. There is a likelihood of source user id being different in the destination platform. The group mapping CSV is referred by application while migrating Calendars and Documents.

Most of the times, the migration can be done in batches i.e. not all users are migrated at once. While exporting the calendars/documents, the migration engine uses the CSV to determine the destination userid of the source user found in calendar/documents and perform the task appropriately.If you don't provide it for the calendar migration then, user groups as attendees will not get exported. Similarly, if you don't provide it for the documents migration then, the shared list will not be migrated.

Yes, you can migrate the Users in Batches.

You can migrate the following:

  • Mails
  • Calendars
  • Contacts
  • Documents

Note: To migrate documents, permissions from source to destination accounts should be enabled by marking the “Migrate Document Permissions” option.

Basically, mapping will simplify the migration process. So, we recommend having all the user ids mapped in a CSV while migrating documents and calendars. If you are exporting documents, the user mapping is required to maintain the document sharing. If you are migrating calendars, then user mapping is required to maintain the attendees of an event.
Moreover, the software also provides “User Group Mapping option”. It allows to map the group from source to destination. The mapping between source group and its corresponding group is provided on the Users section.

No, SysTools Migrator does not support Team Drive Migration.

For any migration, whether small, medium or big, if the appropriate planning is not done then, it is bound to fail. It is highly recommended that appropriate planning is done for migrating data. Some of the important things to consider for planning are:

  1. Change the MX Record strategy before or after the migration
  2. Change management plan
  3. Capacity planning for migration

Capacity planning for migration is the determination of infrastructure required for migration. The important factor which the plan is derived on is:

  1. The size of the user’s data and
  2. Expected timeline for migration i.e. how many days the migration should be completed in

We recommend using 1GB/user/hour as baseline for the speed of migration. The concurrency is set at 10 users at a time i.e. the migration engine takes 10 users for migration in parallel. Based on this, we can estimate that for a given machine it will migrate 240 GB per day.

Depending upon the expected timeline for migration, we can decide the number of machines. For e.g if we have to migrate 1 TB of data over a weekend, say, between Friday evening 6:00 PM to Monday morning 8:00 AM, then we need 5 machines to migrate the data.

The thing to note is that for large mailboxes, we have seen a deterioration of speed over a period of time. For a mailbox size of, say 100 GB, we may initially get a speed of 1GB/hour but over a period of time it reduces to 0.75 GB/hour or less.

Some other points to be considered for planning the Migration are
a) Migration of Multiple projects
b) Concurrent Migration.

Now, in the Settings option, the software provides two options which allow the user to fine tune the performance parameters for the migration. These are:

  1. Enable Multiple Accounts: This option enables the user to configure multiple projects to be used for migration. If enabled, an icon to add multiple projects will appear on the source and destination screen. The multiple projects are useful for migrating a higher number of accounts concurrently on machine with high-configuration.
  2. Concurrent user This option enables users to set the maximum number of users to be migrated concurrently per project. That is, Number of Users in Migration = Concurrency Value * Number of Valid accounts.

Two users licenses are provided for trial meaning that 2 user's data can be completely migrated using those 2 trial license.

No, there is no data limit in trial version.

To upgrade the SysTools Migrator trial version, you need to buy the full version of the tool. We recommend to use the same email id that is registered for the demo version while placing the order to avoid further troubleshooting.

System Requirements of the software:

  • 500 MB for installation and 20GB of free hard disk space to store the data is required
  • Minimum 8 GB of RAM is recommended
  • Minimum 8 Core Processor
  • Operating System: Windows 2012 / 2016 Server, Windows 10 (64-bit)
  • Microsoft .NET Framework v4.8.0

Yes, we do support 100% migration unless there is a limitation of the destination platform which prevents the migration engine to export data.

Once the migration is completed for the User mailbox, the migration engine has the ability to transfer new data created in the mailbox after the migration has started. One of the most important things to be noted is that delta migration can be done only from the machine where the original migration was performed for the user. It is highly recommended not to uninstall the software unless the project is completed.

If you are migrating only emails and documents then, you need to define only emails and documents scopes. However, for authentication purpose, SysTools Migrator validates the scopes depending upon the selected workload.

No, It will migrate duplicate data to the destination account.

No, but if you have multiple projects then, the software provides an option i.e. “Enable multiple accounts”. It enables the user to configure multiple projects to be used for migration. If enabled, an icon to add multiple projects will appear on the source and destination screen. These multiple projects are useful for migrating a higher number of accounts concurrently on the machine with high-configuration.

Also, the software provides “Concurrent user” option. It enables the user to set the maximum number of users that will be migrated concurrently per project. That is, Number of Users in Migration = Concurrency Value * Number of Valid accounts.

Currently we are getting 1GB per hour. It is important to note that for large mailboxes, the speed may deteriorate as the data gets migrated. For example, for a 100 GB mailbox, the initial speed is 1 GB/hour but as the migration progresses, it reduces.

No, you have to manually click on the “Download Report” button to save the reports. The tool creates 2 types of reports including:

  • Summary Report: This option allows the user to download a single report file for all the users that have been selected for migration. The downloaded file will be in .csv format.
  • Detailed Report: This option allows the user to download a detailed report for individual users. The detailed report contains information about every selected workload category and the items migrated within the category in a zip file.

Note: The Summary Report and Detailed report will not be generated for pending accounts.

There are several cases in which the tool fails to maintain the folder hierarchy.

  1. Document migration
    1. In case of G Suite as the source : If the end user creates folders/files under the folder which is owned by another user then, at destination, such files/folders will get migrated to root level.
    2. In the case of G Suite to Office 365 : OneDrive allows max 400 characters in the total path. If file/folder name is trimmed to max 100 characters. If the folder/file path length is more than 320 characters then, we place such files/folders at the root level.
  2. Email Migration:
    1. In case of Office 365 to G Suite: G-suite supports max 225 character length for folder path. To overcome this limitation we are trimming each folder name to 20 characters.
    2. If total folder path length is more than 225 characters then, it will get created at the root level.

Yes, you can retry failed items. Once the migration gets completed, users can click on the “Retry Failed” button to migrate failed items.

Yes, you can reuse the same activation code for the same set of migrated users.

There are numerous logs generated by the SysTools Migrator tool. You can cross check the entire activity performed by the tool by checking the logs saved at the path C:\ProgramData\SysTools\WorkSpace.

Yes, you have to do pre-provision target OneDrive before migration. This is very important or else, the migration will not work.

The reason why users face this error is when you don't register the domain within the tool in SysTools CRM.

Yes, you can do that by executing the following steps:

  1. Go to Services tab in Task Manager and Stop "SysTools Service.exe" from there. Then open the Tool, click on "Stop Migration" button and wait for it to respond.
  2. Now, restart "SysTools Service.exe", open the tool again and go to Users tab.
  3. Here, select the Users that you want to add for migration and validate them.
  4. After successful verification, click on "Start Migration" button.

There could be multiple reasons for validation failure as explained below:

  1. The users at destination platform are not created.
  2. You haven't assigned all the required permissions during Azure Project Creation. To know more about permissions in detail, please visit here.

Yes, SysTools Migrator supports migrating between various Exchange Server versions like 2010, 2013, 2016, and 2019. It migrates emails, contacts, calendars, and tasks to the destination Exchnage Server.

Advance settings allow you to configure concurrent migration settings for better efficiency. Which improves and speeds up the entire migration. Note: It requires high-end system configurations.

Exchange Impersonation is necessary for accessing other user's mailboxes during migration. It's needed for proper data transfer.

Yes, you can migrate data from a subdomain by selecting the "Include Sub Domain" option.

You can fetch users from the source domain, import users via CSV, or manually create a CSV with source and destination users.

You can use the "Re-Run Migration" option to retry failed items, re-run the entire migration, or perform a delta migration for newly arrived data.

You can find completed migrations under the "Completed" tab in the tool's interface.

After migration, you can click on the "Download Report" button to generate either a summary report or a detailed report.

Summary reports provide a single .csv file containing migration reports for all selected users, while detailed reports offer specific mailbox migration details.

Yes, the tool often supports batch migration, allowing you to migrate multiple mailboxes at once, saving time and effort.

SysTools Migrator Specifications

Software Download

Size : 167 MB

Version : 5.9

Trial Limitations

Trial version of SysTools Migrator will migrate complete data(Email, Contacts, Calendar & Documents) for 2 users only.

System Specifications

Hard Disk Space
Around 500 MB for installation & tool requires at least 20GB of free space to store data

Minimum 8 GB of RAM is recommended

Minimum 8 core Processor

Supported Editions

For Windows: Windows 2012 / 2016 Server, Windows 10 (64-bit)

For Linux: Ubuntu 18.04 LTS
Architecture: x86-64

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