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 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 GSuite has limit on how much data can be extracted from their service or speed of hard disk or internet speed in case migrating PST/NSF to cloud destination.
  2. The type of data that need to be migrated i.e. depend upon the user’s functional role he/she may have particular type of data such as a designer working in a construction company will have lot of drawings as attachments which are large in size and 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 request.
  3. The hardware used for migration is an important factor. Most of the time to reduce the cost of the migration the customer uses a low powered machine which impacts the performance of the 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 make sure data security and service availability. 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 should be 90 Days.

There are two options

  1. At the beginning of the migration, this will ensure the new emails come on the destination.
  2. Or At the end of the migration, this will require a delta migrations to be done after the mx record is changed to the destination.

It is highly recommended for 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 userid in source is mapped to destination server. There is a likelihood of source user id being different in destination platform. The group mapping CSV is referred by application while migrating Calendars and Documents.

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

Yes, we can migrate the Users in Batches.

We can migrate

  • Mails
  • Calendars
  • Contacts
  • Documents

Note: To migrate document permissions from source to destination accounts enable the “Migrate Document Permissions” option.

Basically, mapping will simplify the migration process. So, we recommend having all users mapping while migrating documents and calendars. If you are migrating documents the user mapping is required to maintain the document sharing with the users. 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 mapping from source to destination. The mapping between source group and its corresponding group can be 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 the migration. Some of the important things to consider for planning are

  1. MX Record change strategy i.e. before the migration 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 on which the plan is derived is:

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

We recommend using 1GB/user/hour as baseline for 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 i.e. between Friday evening 6:00 PM to Monday morning 8:00 AM, then we need 5 machines to migrate the data.

One of the thing to note is that for large mailbox 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 Setting option the software provides two options which allows 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 the 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 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.

Two users licenses is provided for trial i.e. 2 users 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:

  • 5 GB of free hard disk space is required for installation
  • Minimum 8 GB of RAM is recommended
  • Minimum 4 core Processor 2.2 GHz Processor
  • Operating System: Windows 2012 / 2016 Server, Windows 10 (64-bit)
  • Microsoft .NET Framework 4.6

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

Once the migration is completed for the User mailbox, the migration engine has the ability to migrate the delta i.e. data created in the mailbox after the migration has started. One of the important thing to be note 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 validate scopes depending upon the selected workload.

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

No, but if you are having 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 the 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.

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 for large mailbox the speed may deteriorate as the data gets migrated. For e.g for a 100 GB mailbox the initial speed is 1 GB/hour but as the migration progresses it reduces.

No, We have to manually click on the “Download Report” button to save the reports. The tool create 2 reports these are:

  • Migration 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 fail to maintain the folder hierarchy.

  1. Document migration
    1. In case of GSuite as a 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 GSuite to Office365 : One Drive 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 the 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, we 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 are 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, we have to do pre pre-provision target OneDrive before migration. This is very important unless the migration will not work.

SysTools Migrator Specifications

Software Download

Size : 9.6 MB

Version : 4.0.2

MD5 : 35c4341e34de395e8bad3ef5903d3592

Trial Limitations

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

System Specifications

Hard Disk Space
100 MB of free hard disk space is required for installation

Minimum 4 GB of RAM is recommended

Intel® Pentium 1 GHz processor (x86,x64) or equivalent

Operating System

Windows 2012 Server, Windows 7/8/8.1, Windows 10 (32-bit & 64-bit)

Pre Requisites

  • If you are using Windows 10/8.1/8/7 or Vista, then please launch the tool as "Run as Administrator"
  • Destination User(s) should be already created at destination Admin account.
  • Migration Settings for SysTools Migrator Software. Read More
  • Create Console Project for both Source & Destination accounts



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