NHSmail Office 365 Hybrid service · 2019-10-07 · Tenant Manual Migration Third-party Tools Export / Import Comments Microsoft Exchange Online No N/A N/A N/A Both Microsoft Exchange

Copyright © 2019 NHS Digital.

NHSmail Office 365 Hybrid service Tenant to Tenant Migration Overview

October 2019

Version 2

NHSmail Office 365 Hybrid service

Copyright © 2019 NHS Digital 2

Contents

Introduction 3

High level process 3

Pre-Requisites 4

Application migration options: summary overview 6

Important considerations 7

OneDrive for Business 8

SharePoint Online 11

Yammer 16

Office 365 (O365) groups 20

Microsoft Teams 21

Sway 22

Forms 24

StaffHub 26

Planner 27

Power BI 28

OneNote 30

Project Online 32

Visio 33

Flow 34

PowerApps 36

Stream 38

Guest Users 39

ProPlus subscription activation 40



Introduction

This document is intended to support organisations that already have an Office 365 (O365) tenant but wish to migrate onto the NHSmail O365 Hybrid tenant. The sections in this document covering pre-requisites and important considerations highlight all the technical pre-requisites that need to be considered ahead of this type of migration, before outlining steps that can be considered for each specific application.

It is important for an organisation to fully understand the functional comparison documentation published by NHS Digital before kicking off the migration process. This document outlines all the key differences between the NHSmail O365 Hybrid tenant and a native O365 tenant provided by Microsoft.

High level process The below flow diagram shows the steps that an organisation will need to go through to complete the migration onto the NHSmail O365 Hybrid tenant.

Engage third-party supplier(s) (if required) & the NHSmail development team

Follow licence onboarding transfer process

Understand necessary pre-requisites

Determine local migration approach using this document as a guide

Complete application-based migrations

• Read through this document to understand the migration requirements

• Understand the functional comparison between native Microsoft O365 tenants & the NHSmail O365 Hybrid platform. Produce a business case

• Develop approach – including what data needs to be migrated, from which application & how

• Create a deployment plan & timeline • Carry out a risk workshop

• Formally raise a request with your Microsoft reseller & the NHSmail helpdesk to transfer your O365 licences

• Please follow the process

• Complete migration process & necessary testing to ensure data is accessible on the new tenant

• Phase out and eventually decommission the legacy tenant

• Engage any third parties needed for the migration • Raise a request with the NHSmail development

mailbox detailing migration & administrator access requirements (as detailed in the pre-requisites section)

https://s3-eu-west-1.amazonaws.com/comms-mat/Comms-Archive/NHSmail_O365_Functional+Comparison.pdf

https://s3-eu-west-1.amazonaws.com/comms-mat/Comms-Archive/NHSmail_O365_Functional+Comparison.pdf

https://s3-eu-west-1.amazonaws.com/comms-mat/Comms-Archive/NHSmail_O365+Hybrid+Onboarding+Guidance+Document.pdf



Pre-Requisites

Pre-Requisite Detail

Microsoft Exchange (NHSmail)

An organisation must be an existing NHSmail user i.e. on the NHSmail platform before tenant to tenant migration of O365 applications can be considered. The Microsoft Exchange migration would follow a standard managed migration or self-migration approach for NHSmail. The details and a comparison between self-migrations, supported migrations, managed migrations and third-party migrations to help organisations plan their approach can be found on the NHSmail support site.

Microsoft Skype for Business (SfB)

Once the Microsoft Exchange migration is completed, users’ accounts will be enabled for NHSmail Skype for Business (Instant Messaging & Presence). Users will be able to sign-in to Skype for Business using their @nhs.net account. More details on NHSmail Skype for Business is available on the NHSmail support site. If an organisation needs co-existence with existing SfB integrated systems (i.e. meeting rooms), this can be explored through SfB federation. SfB contacts should be backed up ahead of the move. Existing federation links can be requested through the existing process. The costs of additional Skype services (including audio/video and dial-in functionality) can be accessed from [email protected]

Domains

The NHSmail O365 Hybrid tenant (nhs.onmicrosoft.com) is configured to use nhs.net for all NHSmail users. As part of the tenant to tenant migration for organisations, existing locally configured domain(s) cannot be configured on the NHSmail O365 Hybrid tenant. Co-existence of domains for Microsoft Exchange only is possible as part of the managed migration process for email (for a maximum of six months). This means that after an email migration, users will still receive emails sent to their old email address; but cannot send emails using their old address

Administrator Rights & Global Administrators

Global Administrator rights to the NHSmail O365 Hybrid tenant cannot be granted to individuals from local organisations, as this would allow them to impact other NHS organisations and access their data. There are circumstances where Accenture can perform Global Administrator actions on behalf of a migrating organisation if it does not impact other organisations or tenant wide security. Please contact [email protected] if you have a particular Global Administrator request, although you may not be granted full administrative access we will work to try to find a solution.

Administrator Access Process

Organisations wishing to use Global Administrator privileges will need to raise a request via [email protected] outlining their requirements. This will typically be required for any third-party tooling needed during the migration process. Standard requests will be completed without needing to procure additional migration support services; where an organisation requires non-

https://support.nhs.net/knowledge-base/registering-an-nhs-or-publicly-funded-organisation-supporting-the-provision-of-publicly-funded-health-and-social-care/

https://support.nhs.net/article-categories/using-skype/

https://s3-eu-west-1.amazonaws.com/comms-mat/Comms-Archive/GuidanceandtechnicalinformationonhowtofederateSfBwithNHSmailv1.pdf

mailto:[email protected]

mailto:[email protected])




standard support or would like dedicated migration support this must be procured as professional services days from the NHSmail catalogue. The NHSmail development team will advise on all requests following engagement.

O365 Licence Transfer Process

The NHSmail O365 Hybrid service is based on a bring-your-own licence model, where organisations will procure their Microsoft O365 licences from a reseller and on-board them to NHSmail. Organisations with existing O365 licences can transfer them to the NHSmail O365 Hybrid tenant. Please see the transfer process. A full list of the supported licence types is included in the table below.

Licence SKU

O365 F1 Stream Plan 2

O365 E1 Project Online Essential

O365 E3 Project Online Professional

O365 E5 Project Online Premium

Visio Online Plan 1 Project Online (with Project for O365)

Visio Online Plan 2 PowerBI Pro

Flow Plan 1 PowerBI Free

Flow Plan 2 PowerApps Plan 1

Stream Plan 1 PowerApps Plan 2

https://s3-eu-west-1.amazonaws.com/comms-mat/Comms-Archive/NHSmail_O365+Hybrid+Onboarding+Guidance+Document.pdf



Application migration options: summary overview

*The content (documents and conversation) in O365 can be considered for migration using third-party tools.

Service Name

NHSmail

O365

Hybrid

Tenant

Manual

Migration

Third-

party

Tools

Export /

Import Comments

Microsoft

Exchange Online No N/A N/A N/A Both Microsoft Exchange and Skype for Business are hosted on-

premise as part of NHSmail. Therefore, these online services

cannot be considered for migration to the NHSmail O365 Hybrid

tenant. Skype for Business

Online No N/A N/A N/A

SharePoint Online Yes Yes Yes Yes A tenant-to-tenant migration can be performed using a manual

(import / export) feature; third-party tools are also available.

OneDrive for

Business Yes Yes Yes Yes A tenant-to-tenant migration can be performed using a manual

(import / export) feature; third-party tools are also available.

Yammer

Enterprise Yes No No No

A tenant-to-tenant migration is not supported. Existing content

cannot be migrated; however, a list of existing groups can be

exported, and similar groups can be created on the NHSmail

O365 Hybrid tenant.

Planner Yes No Yes No

The migration of Planner tasks / comments is not supported and

cannot be completed manually. One third-party tool can perform

export / import tasks.

O365 Groups

(Teams) Yes Yes* Yes* No

A list of all existing O365 groups / members can be exported and

re-created on the NHSmail O365 Hybrid tenant in bulk. This can

be used to replicate Teams without the content (message

history).

StaffHub Yes No No No The migration of StaffHub is not supported or manually possible.

Users can export a schedule for reference and use it.

Sway Yes Yes No No External sharing can be used to duplicate and copy Sways to the

NHSmail O365 Hybrid tenant.

Power BI Pro Yes No No Yes

Power BI reports (created using the desktop client) can be

exported / imported. However, data mapping will need to be re-

configured on the NHSmail O365 Hybrid tenant. The sharing

feature can be used to share existing dashboards (this requires a

pro licence).

Forms Yes Yes No No External sharing can be used to duplicate and copy Forms to the

NHSmail O365 Hybrid tenant.

OneNote Business Yes Yes No Yes OneNote can be exported and imported. The sharing feature can

also be used to access via an NHSmail account.

Flow Yes Yes No Yes

Flow import / export functionality can be used to migrate Flows.

However, there are limitations to consider around connections

and Common Data Service (CDS).

PowerApps Yes Yes No Yes

PowerApps import / export functionality can be used to migrate

PowerApps. However, there are limitations to consider around

connections and CDS. PowerApps Plan 2 is required.

Stream Yes No No Yes Stream videos can be downloaded and uploaded by users to their

nhs.net account.

Project Online Yes No No No A tenant-to-tenant migration of Project Online is not supported.

Visio Online Yes Yes Yes Yes Visio Online files can be migrated as part of the OneDrive for

Business migration.

B2B Guest Users Yes Yes No Yes External guest user can be exported (using PowerShell) and

imported to the NHSmail Portal by following an approval process.



Important considerations

Before reading through the rest of this document there are some important considerations to be made. These are outlined below.

• The information provided in this document is accurate at the time of writing. O365 is a cloud platform which is subject to regular updates from Microsoft. These updates have the ability to change some of the processes and procedures highlighted in this document.

• The manual migration instructions for each application are outlined as a high-level guide. Local Administrators can follow a different path if deemed more applicable. Screenshots and specific steps are likely to vary depending on the operating system and browser being used.

• Where available tools are highlighted, it is important to note that these are not endorsed by either Microsoft, NHS Digital or Accenture. An organisation should perform the necessary due diligence to determine the tool suits the requirements.

• Before procuring any third-party tooling, it is essential that an organisation considers the level of administrative access required for it to work. As mentioned in the pre-requisite table, global administrative access cannot be provided to local organisations. Therefore, where use of global administrative rights is required for a third-party tool, it is important for organisations to understand that they will need to procure professional service days to support this activity

• Please contact the NHSmail development team ([email protected]) ahead of your migration to understand the level of support required and associated professional services needed to support your tenant to tenant migration.




OneDrive for Business

Microsoft OneDrive for Business is a user’s file hosting service. Data within OneDrive can be migrated manually or in bulk using a third-party tool. Microsoft has no ‘out of the box’ solution (excluding the standard copy / paste mechanism) to transfer OneDrive for Business data between O365 tenants. However, there are third-party tools which can be considered for a OneDrive migration (documents, permissions, metadata) in bulk.

Manual Migration Process

The manual migration (copying to NHSmail account) can be considered using the OneDrive sync client. The OneDrive sync client can be used to add accounts onto a local machine. Once the accounts are added, users can drag and drop content from their existing drive to a new drive. Please note pre-existing shared permissions and versioning at the document level will not copy across during this process.

Step Instructions

1. Setup a local OneDrive sync client

Select the OneDrive icon in the taskbar, click more and settings. This will open a OneDrive dialogue box. Select Account & Add an account

2. Enter credentials to setup a new OneDrive account

Enter your credentials & follow the steps to complete mapping the local OneDrive client



3. Copy files across Once both OneDrive clients are mapped, users can copy files in bulk from the legacy location to the new OneDrive client using the File Explorer.

OneDrive for Business has some limitations when synchronising files, such as:

• invalid characters in file names (e.g. *, :, ?) • specific strings of characters in file names (e.g. COM1) • specific strings in folder names • maximum number of documents per library (100,000) • 15GB file size limit • files names or paths with more than 400 characters; which includes the path separator • document versioning will not copy across (just the latest version) • pre-existing document sharing permissions will not be copied across.

An updated list of invalid file names is available from Microsoft. Performing an analysis of OneDrive data before a migration must be completed to avoid any synchronisation issues.

https://support.microsoft.com/en-au/help/3125202/restrictions-and-limitations-when-you-sync-files-and-folders

https://support.office.com/en-gb/article/invalid-file-names-and-file-types-in-onedrive-onedrive-for-business-and-sharepoint-64883a5d-228e-48f5-b3d2-eb39e07630fa?ui=en-US&rs=en-GB&ad=GB#windowsspecific



Third-party tools

As with all the following applications, Microsoft does not offer an out of the box solution to migrate data between O365 tenants. However, there are some third-party tools that can be used to automate the process. These are outlined per application where applicable, as shown below.

* Available Tools

The following third-party tools can be considered to perform a OneDrive tenant to tenant migration.

• Binary Tree (https://binarytree.com)

• Quest on Demand Migration (https://quest.com/on-demand)

• Sharegate (https://en.share-gate.com)

• MigrationWiz from BitTitan (https://bittitan.com)

• Cloud Essentials (https://www.cloudessentials.com)

https://binarytree.com/

https://quest.com/on-demand

https://en.share-gate.com/

https://bittitan.com/

https://www.cloudessentials.com/



SharePoint Online

SharePoint Online is a collaborative platform, not just a storage platform. Therefore, a SharePoint Online migration is the migration of the site configuration and structure as well as the data.

Manual migration process

The migration of SharePoint Online site content to another SharePoint Online account can be performed using the ‘Save site as template’ functionality and then copying the content. In order to use this method – the publishing feature (SharePoint Server Publishing Infrastructure) must be disabled and custom scripting must be enabled at the site level.

Note: Metadata / tagging will not be migrated as part of this manual migration process. Some third-party tools may have the functionality to support the migration of metadata.

Classic SharePoint sites: Option 1

Step Instructions

1. SharePoint site owner opens site settings

Open site settings in the legacy SharePoint site collection. Navigate to Site Actions & select Save site as template

2. Save site as a template

Give the file a name, tick Include Content and select Save



3. Download the saved template to a local machine

Navigate to the Solution Gallery of your site collection. Click on the saved template to save it to a local machine in the .wsp format.

4. Create a new SharePoint site collection in the NHSmail Portal

Follow the standard steps to create a new SharePoint collection through the NHSmail Portal.

5. Upload the saved template

Once the new site collection is in place, navigate to the Solution Gallery to upload the saved template. Select the .wsp file & select OK. In the next screen select Activate then Close



6. Return to the site collection page and select the custom template

Once activated, return to the site collection page to select the Custom template. Create a site collection based on the previously exported template and content. It is important to note, there is no guarantee all the data will be copied across as part of the .wsp file. There may be a requirement to manually copy across additional data.

Classic SharePoint sites: Option 2

Step Instructions

1. Map SharePoint sites as local network drives

Users can take advantage of the network mapping feature to migrate SharePoint Online data. In your File Explorer, select Map Network Drive and Connect to a Web site that you can use to store your documents and pictures



2. Add in the SharePoint URL

Enter the address of the SharePoint site collection and select Next.

Once both sites are mapped locally you will be able to copy data across. Remember, to use this approach you will first need a Local Administrator to create the new SharePoint collection on the NHSmail O365 Hybrid tenant (Option 1, step 4).

Please note for this network drive mapping to work, users must be logged into O365 using Internet Explorer (v11). Other versions of Internet Explorer may work but are not recommended by Microsoft.



Modern SharePoint sites

By default, scripting capabilities are not enabled within modern SharePoint sites (template GROUP#0). Therefore, modern SharePoint sites cannot be exported as templates (as per the instructions listed in Option 1). To save a modern site as a template, organisations must disable the “DenyAddAndCustomizePages” property for modern sites. This can only be configured using SharePoint Online PowerShell.

Step Instructions

1. Run the following commands to enable the ‘save site as a template’ method

Open Powershell (SharePoint Online). The top command can be run for an individual SharePoint site (make sure to replace the URL with your organisation’s local SharePoint site).

The second command will make the change for all modern SharePoint sites in your tenant.

2. Follow the steps in Option 1

Once you have completed this step you will be able to follow the instructions outlined in the Classic SharePoint sites: Option 1

Important Note

For both Classic and Modern SharePoint site migrations it’s important to consider that there is a 50MB size limit for templates in SharePoint Online. Therefore, you must not include content that takes it above the 50MB limit. Once the template has been created in the NHSmail O365 Hybrid tenant, data can be manually copied across. There is also a list view limit of 5,000 that can block the creation of a site template. Most of the features in a site are included and supported by the template, however there are several features that are not supported.

Supported: Lists and libraries (if within default view limit), external lists, data source connections, list views and data views, custom forms, workflows, content types, custom actions, navigation, site pages, master pages, modules and web templates.

Unsupported: Customised permissions, running workflow instances, list item version history, workflow tasks associated with running workflows, people or group field values, taxonomy field values, publishing sites / pages and stapled features.

SharePoint maintains information about each file stored within a document library. Most of this other information isn't preserved when the files are downloaded during a manual migration approach. For example, the following information isn't included when a file is downloaded:

• Document properties

• File access permissions

• Relative links between files



• Workflow information

• Versioning information

Third-party tools

The manual approach can be considered by end-users for a small number of site collections.

For large and complex site collections, there are third-party tools which can be considered for the SharePoint Online migration. The complexity of SharePoint Online integrated features means that there is no application that can mirror every single configuration to a new environment.

* Available Tools

Following third-party tools can be considered to perform a SharePoint Online tenant to tenant migration.

• Binary Tree (https://binarytree.com)

• Sharegate (https://en.share-gate.com)

• MigrationWiz from BitTitan (https://bittitan.com)

• Cloud Essentials (https://www.cloudessentials.com)

Yammer

Yammer tenant to tenant migrations (cross tenant and data migration) are not recommended by Microsoft. Therefore, Yammer data (messages, standard groups and connected groups) from an individual tenant cannot be migrated directly to the NHSmail O365 Hybrid tenant. There are, however, a few manual steps that can be taken to help support the process.

Manual Migration Process

Organisations using Yammer on their local O365 tenant can export a list of all the groups and then re-create them in bulk as new greenfield Yammer groups on the NHSmail O365 Hybrid tenant - this will be a manual process. The O365 Global Administrator or Yammer Administrator can export a list of groups using the Yammer ‘Export Yammer Network Data’ functionality. A list of all ‘Groups’ can be found in Groups CSV file in the downloadable attachment.

Please note, due to the multi-organisation Hybrid model there is a possibility that Yammer group names will already be in use. In this scenario, your organisation’s organisation data services (ODS) code will be added to the name in order to differentiate it.

https://binarytree.com/

https://en.share-gate.com/

https://bittitan.com/

https://www.cloudessentials.com/



Step Instructions

1. O365 Administrator / Yammer Administrator exports Yammer groups

Navigate to the Export Data section of the administration options. Set the time / date parameters & select Export

2. Export all the group members

Once you have selected Export, a CSV file should be generated with all the group names

Note Requests for the bulk creation of Yammer groups (if applicable) should form part of an organisation’s tenant to tenant migration support request to the NHSmail development mailbox (as outlined in the pre-requisite section).

The above process will help to re-produce new greenfield versions of the old Yammer groups. Should you wish to replicate the members within these groups, a more detailed series of steps can be followed. Before attempting these, the Yammer Administrator must have access to all private Yammer groups on the Organisation’s tenant. This can be done through enabling ‘Private Content’ mode.



Export Yammer group members using the Yammer API

Step Instructions

1. Register an application to produce a token

In a web browser go to https://www.yammer.com/client_applications and register an application. All the fields are required – dummy data can be entered. Select Continue

2. Generate a developer token

Select Basic Info & click Generate a developer token for this application. Once a token is generated keep it safe & secure. This will be used to export a list of private / public group members in PowerShell

https://www.yammer.com/client_applications



3. Run a PowerShell command to export a list of group members for each Yammer group

Insert the token generated where appropriate in the below script. This will generate a CSV file with the group names & members.

The O365 support team can be contacted via the NHSmail helpdesk to re-create these groups in the NHSmail O365 Hybrid tenant using the generated CSV file.

NHSmail organisations can consider using their existing Yammer network as a freemium service during the transition period. The freemium service doesn’t require all users on the Yammer network to be licensed. You will, however, be required to run two O365 tenants during this period – which can cause interoperability issues. Using separate browsers is recommended for this approach.



Office 365 (O365) groups

O365 groups are tightly integrated with various applications such as Teams, SharePoint, Planner, Power BI Pro and Stream. Therefore, migrating O365 groups from one tenant to another is not supported by Microsoft. There are no third-party tools available to automate this process either. Some manual steps can be taken to support the migration.


The recommended approach is to export a list of all O365 groups and re-create them (with the NHSmail domain) on the NHSmail O365 Hybrid tenant using the functionality available in the NHSmail Portal. Once the groups are created, document libraries can be migrated manually or by using a third-party application.

Step Instructions

1. Export a list of O365 groups and members from existing tenant

The below PowerShell examples can be used to complete this task:

Note Requests for the bulk creation of O365 groups (if applicable) should form part of an organisation’s tenant to tenant migration support request to the NHSmail development mailbox (as outlined in the pre-requisite section).

Third-party tools

* Available Tools

There are no third-party tools available for tenant to tenant migrations of O365 groups. Once the O365 groups are created as outlined above, MigrationWiz from Bittitan (https://www.bittitan.com/) can be considered for group document migrations.

• O365 group to O365 group (documents)

https://www.bittitan.com/

https://help.bittitan.com/hc/en-us/articles/115008113567



Microsoft Teams

Once O365 groups have been replicated in the NHSmail O365 Hybrid tenant (as outlined in the O365 groups section), organisations will be able to setup, create and use the associated Teams. These can be created directly in the Teams client, by selecting ‘Join or create a team,’ followed by ‘Create Team’ and then selecting the appropriate O365 group listed.

There is no specific tooling available to migrate a Teams chat history, conversations and integrated applications from one tenant to another.



Sway

Microsoft Sway allows users to create and share interactive reports, personal stories, presentations and more.


Currently, Sways can only be exported into Word or a PDF document - there is no feature provided by Microsoft to import Sways into another account or tenant. Existing Sways can be saved as a template however, the template cannot be used for export / import functions.

The external sharing feature can be used to share Sways with a nhs.net licensed account (as an external user) with an option to view and edit (share as a template). Once shared, the nhs.net account can save the Sway as a template or duplicate it for future use. This option cannot be done in bulk therefore users will be required to share each of the Sway’s they will need in the future with their nhs.net account.

Step Instructions

1. Open Sway on the legacy O365 tenant

Navigate to the Sway that needs to be migrated to the NHSmail O365 Hybrid tenant. Select Share and Anyone with a link. It is important to make sure edit is also selected.

2. Open Sway on the NHSmail O365 Hybrid tenant

Navigate to the NHSmail O365 Hybrid tenant and open the link generated in step 1. Select Duplicate this Sway or Save as Template



Note: For this method to be successful, external sharing of Sways must be enabled on the legacy O365 tenant. Users can also export their existing Sways as a Word or PDF document as a backup for future reference.



Forms

Microsoft Forms allows users to create surveys, quizzes, polls and easily track results.


Like Sway, the Form’s external sharing feature can be used to share Forms with an nhs.net licensed account (as an external user) with an option to view and edit (share as a template). Once shared, nhs.net accounts can save the Form as a template or duplicate the Form for future use. This option cannot be done in bulk therefore users will be responsible for sharing each of the Form’s they will need in the future with their nhs.net account.

Step Instructions

1. Open Forms on the legacy O365 tenant

Navigate to the Form that needs to be migrated to the NHSmail O365 Hybrid tenant. Select Share and Anyone with the link can duplicate

2. Open Forms on the NHSmail O365 Hybrid tenant

Navigate to the NHSmail O365 Hybrid tenant and open the link generated in step 1. Once the Share as a template URL is shared, users can use Duplicate it to create a local copy of the shared Form.

Note This process will not copy across any data held within Forms for existing surveys. To ensure you don’t lose this data, use the



Open in Excel functionality, save it in OneDrive and follow the steps outlined in the OneDrive section to migrate the content to the NHSmail O365 Hybrid tenant

As with Sway, external sharing of Forms must be enabled in the legacy O365 tenant for this method to work.



StaffHub

Microsoft StaffHub is a cloud-based platform that works across all devices to enable workers and their managers to manage time, communicate with their teams and share content. A StaffHub tenant to tenant migration is not supported by Microsoft.

Currently, only StaffHub schedules can be exported. There is no feature provided by Microsoft to import StaffHub teams and schedules into another account or tenant. Existing teams and schedules can be saved for future reference but cannot be automatically imported.


Step Instructions

1. Open StaffHub & export a schedule

Enter your schedule, select the three dots and Export Schedule

Note: From 1 April 2019, Microsoft StaffHub is no longer available for new tenants and will be removed from the Apple Store, Google Play Store and all other points of access. Anyone who attempts to open the app will be shown a message directing them to download Microsoft Teams.

After StaffHub transitions to Teams, the tenant to tenant migration approach may well change. Currently, there are no details published by Microsoft on how this process will work.



Planner

Microsoft Planner allows team to stay organised, assign tasks and keep track of progress.


Microsoft offers a scripting process to export Planner data. However, there is no feature provided by Microsoft to import Planner data. The process to export a user’s Planner data is available on Microsoft’s website. This process can only be executed by an O365 Global Administrator.

Third-party tools

There is one tool available to migrate Planner data such as tasks, buckets and labels by exporting / importing to new O365 plans.

* Available Tools

Apps4. Pro Planner Manager can be used to export / import Planner meta data. This is the only tool available to migrate a user’s Planner data. This would be done by Accenture as part of the standard migration process.

It requires you to have Google Chrome – where the extension from Apps4. Pro Planner Manager can be used to export and import Planner data

https://support.office.com/en-us/article/export-user-data-from-microsoft-planner-91258c96-b353-4da1-b6d9-d78e4809cf08

https://cdn.jijitechnologies.com/docs/apps4pro-planner-manager-chrome-extension-user-guide.pdf



Power BI

Power BI is a suite of business analytics tools that will help to deliver insights throughout the NHS organisation.


The Microsoft Power BI service allows Power BI report files to be exported in a .pbix format. Once the .pbix files are exported (downloaded), they can be imported as an NHSmail user in the NHSmail O365 Hybrid tenant.

Step Instructions

1. Download your Power BI file

Select File, Download report (Preview) and choose an appropriate location on your device.

There are a few Microsoft limitations when using the ‘Download report’ feature. This feature can only be used for reports that have been created using the Power BI desktop application after 23 November 2016. If it hasn’t met this criteria, the ‘Download report’ menu option will be greyed out.

2. Import the .pbix file into the NHSmail O365 Hybrid tenant

Once the .pbix report file is exported, it can be imported using the Power BI desktop client. Select Files under Create new content and choose the option based on where your .pbix file is located.



There are a few important considerations and limitations associated with downloading (exporting) a .pbix file from Power BI.

• To download the file, users must have edit access to the report.

• The report must have first been created using the Power BI desktop application.

• Reports must be published or updated after 23 November 2016. Reports published prior to then are not downloadable.

• This feature will not work with reports originally created in Power BI online, including content packs.

• Users should always be using the latest version of Power BI desktop when opening downloaded files. Downloaded .pbix files may not open in non-current versions of Power BI desktop.

• If the Power BI administrator has turned off the ability to export data, this feature will not be visible in Power BI online.

• Datasets with incremental refresh can't be downloaded to a .pbix file.

Depending on the Power BI dashboard in question, it will require updates to the data connections and configuration. The dashboard can only be republished if there are no issues with data connections. It will also require publishing and / or sharing as existing permission levels will not be maintained during the export / import process.



OneNote

OneNote is a free-form information gathering and multi-user collaboration tool.


The export / import functionality of a OneNote client (using the full desktop client) can be utilised by individual users to export a OneNote package and import it into the NHSmail O365 Hybrid tenant. To use the export functionality, it is recommended that the OneNote desktop client is used.

Option 1

Step Instructions

1. Export OneNote

Open your OneNote file using the desktop client application. Select File, Export, Notebook & then make sure the *.onepkg file type is selected

2. Open OneNote from the NHSmail O365 Hybrid tenant

Once the OneNote is exported, it can be imported and synced to an @nhs.net account using the OneNote desktop application. Open OneNote Online and select Edit in OneNote. This will create a connection between the OneNote desktop client & the web client.

3. Open the OneNote file

Double click on the exported OneNote package (*.onepkg) on your device & select the path from the drop down menu, pointing to the @nhs.net account. It will take some time to unpackage & sync.



4. Navigate to OneDrive to find your OneNote file

Navigate to the NHSmail OneDrive – here you will find the OneNote file saved. Open it up and begin using OneNote.

OneNote’s saved on OneDrive for Business and SharePoint Online can also be shared with nhs.net accounts (as external users) to access. Once accessed, content can be copied across to the appropriate @nhs.net account. The sharing must be enabled with nhs.net accounts before removing the user’s licence.

Option 2:

Step Instructions

1. Share OneNote from the legacy tenant

Select Share and enter your @nhs.net email address. Click Send



Project Online

Project Online is a tool used for scheduling, time, task and resource management.

It is built on Project Web App (PWA) enabled SharePoint Online sites. However, the migration of PWA / Project Online is different from a SharePoint Online site collection migration.

Manual migration method

Due to the complex nature of project plans there is no mechanism available to manually migrate from one tenant to another.

Third-party tools

There is also no ‘out of the box’ tool available to migrate Project Online from one tenant to another. NHSmail organisations with on-premise project servers can consider a migration to Project Online.

Several factors can affect how much effort will be required for this type of migration (for example, the number of projects, their complexity, as well as the version of the project server in question).

Depending on the requirement, organisations can consider third-party tools to migrate on-premise project servers to Project Online.

* Available Tools

Fluent Pro is one of the well-known tools to migrate (data and configuration) from an on-premise project server to Project Online. (https://fluentpro.com)

https://fluentpro.com/



Visio

Microsoft Visio is a diagramming and vector graphics application.

Manual migration method

Microsoft Visio files can be used with Visio Online. The files can be migrated (moved) individually or can also be considered as part of the OneDrive for Business data migration.

While moving Visio files and opening with Visio Online there can be compatibility issues, depending on the version used to create files. In addition, if there are hyperlinks (URLs) and network paths linked in Visio, they will need to be updated manually to redirect to a new location.



Flow

Microsoft Flow allows users to create automated workflows between applications and services.


Microsoft Flow allows users to export a flow as a package and import it into a different environment. This feature cannot be done as a bulk process - therefore, users are required to export Flows individually as a package and then import them into the NHSmail O365 Hybrid tenant.

Step Instructions

1. Export Flow as a package

Navigate to your Flow – select More, Export and Package (.zip)

2. Log into the NHSmail O365 Hybrid tenant & import the package

Log into the NHSmail O365 Hybrid tenant. Navigate to Flow & select Import

When exporting a flow, the dependent resources flow will also get exported into the package however, the packaging feature only supports the export of a subset of all possible resource types. This is outlined in the table below.

Resource Supported Import Options

Flow Yes There are two options to import a flow into an environment:

• Create new – the flow will be created as a new flow into the environment where the package is imported.

• Update – the flow already exists in the environment and will be updated when this package is imported.



Common Data Services (CDS) Entity Customisations and Picklists

Yes There are two options to import CDS Entities or Picklists into an environment:

• Overwrite

• Merge

Custom Connectors No If an app depends on a custom connector, packaging does not support exporting the connector as a part of the package. If you have an app that relies on a custom connector, the current option is to manually re-create or update the connector in the new target environment and select that connector while importing the package.

Connections No If an app depends on a connection (such as an SQL connection w/ credentials), packaging does not currently support exporting the connection or credentials as a part of the package. If an app that relies on a shared connection (like SQL), the only current option is to manually re-create that connection with the appropriate credentials in the new environment and select that connection while importing the package.

CDS Custom Roles and Permission Sets

No Exporting custom CDS roles and / or permission sets is not currently supported.

Note: The Data Loss Prevention (DLP) policies configured on a local tenant and the NHSmail O365 Hybrid tenant to restrict non-business data might vary. Therefore, depending on the flow configuration with non-business applications, an imported flow might not work on the NHSmail O365 Hybrid tenant.



PowerApps

PowerApps enables users to create custom applications using a simple, easy to navigate interface.


Microsoft PowerApps Plan 2 allows users to export an application as a package and import it into a different environment. This feature cannot be used as a bulk process - therefore, users are required to export the PowerApp as a package and then import it into the NHSmail O365 Hybrid tenant.

Step Instructions

1. Export PowerApps as a package

Navigate to your PowerApp – select the three dots & Export Package

2. Log into NHSmail O365 Hybrid tenant & import the package

Log into the NHSmail O365 Hybrid tenant. Navigate to PowerApps and select Import Package

As with Flow, when exporting a PowerApp, the dependent resources will also get exported into the package. However, the packaging feature only supports the export of a subset of all possible resource types. This is outlined in the table below.



Resource Supported Import Options

PowerApp Yes There are two options to import a PowerApp into an environment:

• Create new – the PowerApp will be created as a new PowerApp in the environment where the package is imported.

• Update – the PowerApp already exists in the environment and will be updated when this package is imported.

CDS Entity Customizations and Picklists

Yes There are two options to import CDS Entities or Picklists into an environment:

• Overwrite

• Merge

Custom Connectors

No If an app depends on a custom connector, packaging does not support exporting the connector as a part of the package. If you have an app that relies on a custom connector, the current option is to manually re-create or update the connector in the new target environment and select that connector while importing the package.

Connections No If an app depends on a connection (such as an SQL connection w/ credentials), packaging does not currently support exporting the connection or credentials as a part of the package. If an app that relies on a shared connection (like SQL), the only current option is to manually re-create that connection with the appropriate credentials in the new environment and select that connection while importing the package.

CDS Custom Roles and Permission Sets

No Exporting custom CDS roles and / or permission sets is not currently supported.

A PowerApps Plan 2 or PowerApps Plan 2 trial licence is required to export or import any application. Users with any other PowerApps licence (Plan 1 or F1, E1, E3 and E5) will not be able to use the packaging feature.

Note: The Data Loss Prevention (DLP) policies configured on a local tenant and the NHSmail O365 Hybrid tenant to restrict non-business data might vary. Therefore, depending on the PowerApp configuration with non-business applications, an imported PowerApp might not work on the NHSmail O365 Hybrid tenant.



Stream

Stream is a corporate video service that enables users to share and collaborate on video material.


Stream videos can be downloaded and uploaded individually by users. There is no other mechanism or tooling available to transfer videos from one tenant to another.

Step Instructions

1. Locate and download the original Stream video

Find the Stream video you wish to transfer, select the three dots and click Download original video

2. Log into NHSmail O365 Hybrid tenant & upload the video to Stream

Log into the NHSmail O365 Hybrid tenant. Navigate to Stream and upload the video you have just downloaded locally.



Guest Users

A migration of external users (guest users) from one tenant to another is not supported by Microsoft.


Requests for the bulk creation of guest user accounts (if applicable) should form part of an organisation’s tenant to tenant migration support request to the NHSmail development mailbox (as outlined in the pre-requisite section).

Guest user permission levels will need to be re-created in the NHSmail O365 Hybrid tenant by end users / guest sponsors i.e. access to specific documents, applications, O365 groups etc.

The below Azure AD PowerShell command can be used to get a list of all guest users that have accessed resources in the last 180 days. Users with no activity during this period will not be re-created on the NHSmail O365 Hybrid tenant.



ProPlus subscription activation

NHSmail organisations with E3 and E5 licences can download and use Office 365 ProPlus.

NHSmail organisations with an existing O365 subscription are required to remove their existing O365 ProPlus subscription before using a subscription with their @nhs.net credentials.


To remove an existing O365 ProPlus subscription, organisations can consider a batch process as outlined below. For a larger number of users, it is recommended that this process is scripted.

Remove activation key

Step Instructions

1. Close all Office applications

Close all the Office desktop applications

2. Open a Command Prompt

Press the Windows key, type cmd & open the Command Prompt as an Administrator

3. Input the following command

cd C:\Program Files (x86)\Microsoft Office\Office16

cscript ospp.vbs /dstatus

* This assumes the user is using 32bit Office version installed on C drive. This will need to be edited as appropriate depending on the installation location.

4. Copy the last five characters of the installed product key

Example shown at the bottom of this image

5. Run another command with the product key included to

Paste the last five digits of the product key into the below command and press enter

script ospp.vbs /unpkey:xxxxx



uninstall the existing active subscription

6. Reboot the device and open an Office application once restarted

Repeat the above steps if necessary until all keys are removed.

Remove cached identities in HKCU Registry

Step Instructions

1. Open the Registry Editor

In the Registry Editor navigate to HKCU\Software\Microsoft\Office\15.0 or 16.0\Common\Identity\Identities

2. Remove all the identities

Remove all of the identities under Identities

Remove stored credentials in Credential Manager

Step Instructions

1. Open Credential Manager

Select Windows Credentials



2. Remove all credentials

Remove all of the credentials listed for Office15 or Office16

Once you have completed the above three tasks, removed the activation key, cached identities and stored credentials, restart the device. Once restarted, open an Office application. When prompted, sign-in with the appropriate @nhs.net account.

Documents

NHSmail Office 365 Hybrid service · 2019-10-07 · Tenant Manual Migration Third-party Tools Export / Import Comments Microsoft Exchange Online No N/A N/A N/A Both Microsoft Exchange