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Zephyr’s Office 365 Migration Services

365 Migration Services

Moving your email to Office 365 is a great move for business efficiency, and disaster recovery. Microsoft have a 99.9% guaranteed up-time for email services and that’s a financially-backed guarantee. After a disaster, as long as you have internet access and a working computer, you will have access to your company’s email.
However you need to keep in mind that while the Office 365 plans are now great value, you still need to migrate your existing email (and your shared files, if you are going to use SharePoint) to Office 365. Once migrated – that’s it, your email is now on Office 365.

Zephyr understands this isn’t your core business and it’s likely you don’t want to do the migration yourself. Office 365 is a great product but the migration process can get very time consuming if you don’t know what you are doing.

Zephyr have some simple to understand, fixed-price plans to help you get your email to Office 365 and (optionally) upgrading your current Microsoft Office program to the latest version.

Note that moving shared files to SharePoint will need more business processes like an audit to occur – we are happy to discuss this – just click here


 

What is Office 365?

Office 365

People get confused between Office 365 and the Office Suite. Office 365 is a group of products that are mostly based in the cloud (email, SharePoint, Skype for Business); Office is the program you use to create documents with Word, email with Outlook or spreadsheets with Excel. You may currently be using an old version of Office, like 2003, 2007 or 2010.

Most Office 365 plans come with an online version of Office – this means you can simply use a web browser to open documents or spreadsheets, and you do not need to have Office 2013 installed on your PC to do that. This is really handy if you are on a computer at home that doesn’t have Office installed, or at an airport lounge etc.

Some of the Office 365 plans come with an additional ‘desktop version’ of Office. This software can take some time to install on each PC – as well as removing any old versions you have (e.g. Office 2007, or Office 2010).

Note that your computer must be running Windows 7 or 8 to be able to install or upgrade to Office 2013. You cannot install or upgrade a computer that is running Windows XP to Office 2013.

There are many Office 365 plans – Zephyr is happy to sit with you and get a list of requirements and then advise on the best plan for your business. You can also change plans at any time. Most companies pick the Office 365 Business Premium plan, as it includes the full Microsoft Office desktop suite (Word, Excel, Outlook, Publisher, PowerPoint, OneNote). For further details on Office 365 plans offered by Microsoft click the button below.


Nuts & Bolts of Office 365 for Email

If you use Microsoft Exchange or Gmail as your email service, Zephyr Support can migrate your email to Office 365. Email is migrated across during the night (or even the day depending on the size of your organisation) and then on a Friday night we cut the email over to Office 365. By Monday morning, all going well, all users will be running on Office 365 for email. We will need access to every user’s computer and mobile device to change their email settings to Office 365.

Any rules users might have for Outlook will be lost during migration – each user will need to recreate these themselves or Zephyr can do this for an additional fee.


Shared Files & Office 365

In addition to migrating email and upgrading Office to the latest version, Office 365 allows for the migration of your shared files to the cloud using Microsoft Sharepoint technology.

Sharepoint is a web based application that integrates your Intranet, Content Management and Document Management. It can provide intranet portals, document and file management, collaboration, social networks, extranets, websites, enterprise search, and business intelligence. It also has system integration, process integration, and workflow automation capabilities.

As you can see from the description above, it can do many things!

Consequently, implementing an Office 365 Sharepoint solution for your company and migrating your shared files to it can be very different and unique to each company. As a result Zephyr does not provide a standard price for migrating to Office 365 Sharepoint.

Our approach is to conduct an audit of your environment, discuss the Sharepoint possibilities with you, and tailor a solution that meets your needs.

If you want to explore the opportunities that Sharepoint can provide your business, please do not hesitate to contact our Zephyr Account Manager Lynda Turner.


Migration Plans

There are three plans available

 Email Only

Migration of your existing email to Office 365 in the cloud.

Email & Office

Migration of your existing email to Office 365 in the cloud and the installation/upgrade of your desktop Office applications to the latest version.

Email, Office & Shared Files

Migration of your existing email to Office 365 in the cloud, the installation/upgrade of your desktop Office applications and the migration of your shared files to sharepoint online.

Email Only

What is Migrated?

For a fixed-price per user, we migrate your company’s email for each user. For each user’s email, the items that are migrated include: All email and respective email folders, public folders, notes, contacts and calendars.

Note that settings need to change on each computer to get the email from Office 365, once it’s migrated. For our fixed cost, we will do this and also for any mobile devices a user might have (up to a maximum of 2 mobile devices per user).

What isn’t Migrated?

We can also migrate your company’s shared contacts and distribution lists, but as this is different for each company (some have hundreds of shared contacts) this is not included in the migration cost.

We can give you a price for doing this on request, or we can show one of your staff how to do this if you feel comfortable with that.

We don’t recreate any ‘rules’ you might have in your Outlook. These will be lost during migration. This fixed-price migration offer is only for email – not any shared files and folders, should you wish to move these to SharePoint Online. Talk to us about this.

Other Potential Costs

If you do not have an Office365 company account yet, we can set this up for you at no cost. However you need to have your users in place in Office 365 first to be able to migrate email to it. If your company uses a domain (see below) then this is done automatically using a synchronisation tool.

Domain Network

If your company has a domain-based network (if you have to CTRL-ALT-DEL to log on, then you do have a domain network) then we need to install and setup a Microsoft tool which synchronises the user names and passwords between your domain and Office 365. This does have a time component for installation and setup and we have a fixed fee for this of $800/site (up to 100 users).

No Domain Network

If your company doesn’t have a domain then we would need to create your Office 365 user accounts manually before we can migrate your email. Again, to give you peace of mind we have fixed costs for this:

Cost

You can create the Office 365 accounts yourself of course, and we can show you how to do this. If you’d like us to do it for you, you will need to supply a list of names/details for each user.

Notes

Please note any costs mentioned are for migration or setup services only. You will need to pay separately for a Microsoft Office 365 subscription.

Zephyr can migrate email from the following server versions: Exchange 2003, 2007, 2010 and 2013. SBS2003, 2008 and 2011. If you have a different email server than these ones listed or you just don’t know, please contact us so we can discuss how we can help.

All costs are GST exclusive. And if you still aren’t sure… just call +64 (4) 473 2737 or email us to discuss your options in plain language.

Email & office

What is Migrated?

For a fixed-price per user, we migrate your company’s email for each user as detailed in the ‘Email Only’ section above.

Zephyr will also install Office Desktop to any computers that have an associated Office 365 account and valid Microsoft subscription. Where Microsoft Office already exists, Zephyr will upgrade it to the latest version. If your computers are already on the latest version, we will still do the upgrade as this will give you ‘free’ future upgrades to new Office versions, as long as you keep paying the Microsoft subscription cost.

What isn’t Migrated?

We can also migrate your company’s shared contacts and distribution lists, but as this is different for each company (some have hundreds of shared contacts) this is not included in the migration fixed cost.

We can give you a price for doing this on request, or we can show one of your staff how to do this if you feel comfortable with that.

We do not migrate any Office files/folders from your existing disk storage to the cloud. Should you wish to migrate your existing files and folders to the cloud refer to our sharepoint migration offer

Notes

You do not need to have Microsoft Office already installed to be upgraded to the latest version of Office. This is provided with the appropriate Microsoft Office 365 subscription.

Email Office & Shared Files

Sharepoint Information

In addition to migrating email and upgrading Office to the latest version, Office 365 allows for the migration of your shared files to the cloud using Microsoft Sharepoint technology.

Sharepoint is a web based application that integrates your Intranet, Content Management and Document Management. It can provide intranet portals, document and file management, collaboration, social networks, extranets, websites, enterprise search, and business intelligence. It also has system integration, process integration, and workflow automation capabilities.

As you can see from the description above, it can do many things!

Consequently, implementing an Office 365 Sharepoint solution for your company and migrating your shared files to it can be very different and unique to each company. As a result Zephyr does not provide a standard price for migrating to Office 365 Sharepoint.

Our approach is to conduct an audit of your environment, discuss the Sharepoint possibilities with you, and tailor a solution that meets your needs.

If you want to explore the opportunities that Sharepoint can provide your business, please do not hesitate to contact our Zephyr Account Manager Lynda Turner.


Migration Pricing

Number of users with email accounts Migrate email only (per user cost) Migrate email and install/upgrade to latest Office version (per user cost)
1-5 $165 $250
6-10 $160 $245
11-20 $155 $240
21-30 $150 $235
31-50 $145 $230
51-100 $140 $225
100+ (Please contact us for a quote)