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Office 365 Migration: End User Communication Templates

Mar 29, 2019 by Tiffany Bailey


You’re about to move your data—congratulations! You might be moving from a legacy system into Office 365. Or, a merger, acquisition, divestiture, or consolidation might mean you‘re moving things around in the cloud—an Office 365 tenant-to-tenant migration. Either way, you might wonder what to tell the users whose data is getting migrated.

If you’re looking for some email templates to send to users, look no further. This article breaks it all down for you. First, you’ll see an overview of the phases of a migration project. Then, you’ll get some communication templates you can copy, edit, and send to users to tell them about your upcoming project.

Phases of Office 365 migration

Before you decide when (and what) to tell users about the migration, you need to understand the phases of the project. Let’s take a closer look at the process:

Phase 1: Planning

This is when you’ve decided to move the data and you begin getting everything ready for the project. You scope out the project. You ensure you meet system requirements. You determine when to start the project and when you hope it’s complete. During this phase, you might decide to communicate to users:

  • Project announcement: You might send an email explaining the integration/migration project to users and giving them an idea when the project will take place.
  • Downsizing: You might ask users to clean up files and folders they manage, so you’re not moving unnecessary or duplicate data to the new environment. You might also have them clean up old permissions.
  • Education: You might send information teaching users about the new systems and features you’re implementing.
  • Reminder: For those who are prone to miss (not read) email messages, you might decide to send an email (or a few emails) reminding users about the items from the project announcement and downsizing emails.

Phase 2: Testing

During this phase, you’ll set up the source and target environments. You’ll test the setup with just a few users. There’s not really anything to communicate with users during this phase unless you want to send more of those reminder emails I mentioned at the end of the Planning section above.

Phase 3: Execution

It’s go time! Your tests are done and you’re ready to start moving data to the target system. Users will probably move to the new system in waves (or batches). Here’s what you might want to tell users during this step:

  • Moving day: Let the users know when their data is next to move to the new system. Encourage them to contact you if they notice anything out of the ordinary.
  • Welcome: Tell the user that their data was successfully moved. Again, encourage them to contact you if they notice anything abnormal.

Phase 4: Wrap-up

All data is moved to the new location—yay! This is when you finally start sleeping again and plan your next vacation. If resting doesn’t keep you too busy, you can reach out to users again with these messages:

  • Training information: If your project was a tenant-to-tenant migration, users probably won‘t need any training information. However, if you migrated email archives to Office 365 , you might want to use this opportunity to give them some Office 365 training resources.
  • Thank you/project close out: Let them know that the project is complete. The data was successfully moved to the new location. Remind them that they can contact you with any questions or concerns.

Understanding these phases should help you plan out when and what to communicate to users. Now, are you ready for the templates? I bet you are.

End user communication templates

Here’s some text that you can copy, customize, and send to users during your project. Since there’s slightly different messaging, I broke these templates down into two categories. Select a category to retrieve the templates.

Again, these templates are just examples. Please, customize them so they fit your actual project/environment/users.

How‘s your project going?

I hope your Office 365 migration goes well, but if you’ve had some snags, let’s chat about getting it back on track. We can move your data quickly and safely with one of our super fast and secure Office 365 migration services.

Co-authored by Tiffany Bailey & Mike Weaver