Processes to convert from Add2Exchange to Add2Outlook - Moving Add2Outlook - Installing Add2Outlook - Optional clean up of older replicated items
Licenses needed: Add2Outlook, Add2Outlook ToolKit add-on
TIP: If you are currently using Add2Exchange or another product, before a Migration to hosted Exchange or Office 365 using Add2Outlook, you should dereplicate the Add2Exchange replicated data prior to the migration to make it faster and easier and avoid deleting the stuff later. Please read entire post and see below for more details. If you have already migrated the mailboxes with replicated Add2Exchange data, see the option at the bottom to use the Toolkit to remove older synced items from Add2Exchange. Add2Outlook and Add2Exchange use different technologies and the sync done by Add2Exchange must be removed prior to the movement of Mailboxes or public folders.
To get ready for a new Add2Outlook install or a crossgrade from Add2Exchange Standard or Enterprise, do the following:
Select a machine to do the Add2Outlook replication: Machine Requirements
TIP: Add2Outlook now works in Outlook 2010 and Outlook 2013. If running a 64 bit system, use the 64 bit version of Outlook. Be sure you turn off UAC prior to the installation.
Tip: Remember, your users can be using any version or combination of Outlook 2003, 2010, 2013 or OWA or any Smartphone mobile to view and edit the data, it is just that the replication server is designed and optimized to do actual syncing in Outlook 2010 or 2013 at this point. If you change versions of Outlook on the replication server, it is necessary to uninstall Add2Outlook and reinstall the version from the Full install.
New Add2Outlook Installation
The Replication machine Prerequisites
Turn UAC Off and REBOOT from above
If more than 5 Mailboxes are to be opened for relationships, once the sync account user is logged on (or from whatever account to that users profile in Outlook) add or change the following key:
Outlook 2010 values: change to 15 from the default 5. More instructions here:
1. Add2Outlook Replication machine must be on at least a Windows7 machine, and if 64 bit system, must use Outlook 64 bit version to replicate. If a 32 bit system, use a 32 bit version of Outlook.
Important: We highly recommend creating a dedicated synchronization workstation, so the system can operate without user interference. If you make a dedicated synchronization workstation for this purpose, you should also use a NEW "synchronization service account" (like "zA2OSync" or "ZAdd2Outlook") to ensure high security.
On the Add2Outlook dedicated replication workstation, the account you are logged in as for the sync profile has to be local administrator of the machine. Login as the Add2Outlook service account and install Outlook, either 32 or 64 bit, depending on the processor. If 32 bit machine processor, install Outlook 32 bit. If 64 bit machine, install Outlook 64. Activate Outlook, do all MS/Windows and Outlook critical patches, and UAC off. - reboot prior to the right clicking and installing Add2Outlook Full Install as administrator. We also suggest you run Microsoft Office Analyzer Tool later to get any hidden patches, available here and apply them.
Important: If converting from Outlook 32bit versions to Outlook 64bit version, it WILL NOT WORK. We will have to either reformat the machine or use another. Careful though, if this machine has begun a sync at all, you will have to "Undo" that sync before the format.
If you have already installed Add2Outlook - delete all relationships and select to remove destination items. Another way is to go into Debug and select the option to Relationships reset from the Addins page.
After a full desync, verify it did dereplicate and proceed. If not, contact Tech support or license the A2O toolkit and reset product folders.
TIP: It will not work to upgrade an Outlook 32 bit to Outlook 64, even if you uninstall or in place upgrade to Outlook 64bit.
Once dereplicated, Format the machine, then Install the 64 bit version of Outlook and activate. Make the profile for the service account as before. Then close Outlook and reinstall the FULL version of Add2Outlook (right click - as administrator) to install the full versions Add2Outlook will install the correct version for you.
Post Install Tips:
Power Settings Procedures
Optimization of power settings
• Power management = off on all options, no screensaver, Sys settings = power opt= high
• Set Display settings to adjust for best performance
• Turn on DEP for only Window programs
• Do all critical updates including other Microsoft products
Disable Antivirus Active File Scanning from our directories:
C:\Program Files\OpenDoor Software® and all subdirectories
C:\Program Files\Microsoft SQL Server Compact Edition and all subdirectories
C:\Program Files (x86)\OpenDoor Software® and all subdirectories
C:\Program Files\Microsoft SQL Server Compact Edition and all subdirectories
2. In Hosted Exchange/365: Grant Owner or Full Mailbox permissions to your Online Administrator account so you can give permissions for the Add2Outlook service account. The Add2Outlook Outlook Sync Profile will be in cached mode and we only want to cache the folders we are replicating to and from.
Create an Outlook profile for your existing Hosted Exchange / 365 Administrator account in ONLINE MODE. Add the end user mailboxes that will be in the sync, to the Administrator Outlook Profile.
Use the Administrator account to add the permission to the end user mailbox profile and the folder(s) Add2Outlook will be syncing from (source folder) or To (destination folder).
Add Granular Permissions: For all end user mailboxes, add the service account (zAdd2Outlook) to the entire mailbox permissions and make visible, no details. For any parent folder do the same. For the ultimate source and destination folder permissions (Contacts, Calendar, or Task etc) add the service account Add2Outlook and grant "Owner".
TIP: In the manual under folder permissions where it says to give permissions, only give "Folder Visible checkbox instead of full Reviewer to avoid other folders from being seen. Give "visible" to any parent folder and Owner to the actual child where A2O will be replicating to and or from. Make the folders if needed, with some convention like PubContacts Sync to differentiate the two if creating subfolders.
After all permissions are set, wait 20 to 30 min for Exchange to apply permissions changes
Important: Next, you can create the Outlook Profile for "ZAdd2Outlook Sync Profile" in Cache Mode. Add the end users mailboxes to the ZAdd2Outlook Outlook Sync Profile. Note: Please make sure all the granular permissions are in place for the zAdd2Outlook service account before you create the zAdd2Outlook Sync Profile to avoid downloading the entire mailbox in cached mode.
The ZAdd2Outlook Cached Mode Profile for the new zAdd2Outlook or Replication Service account will do the syncing. If you open up Outlook in Cached mode and you see all the folders for the end users then perhaps they have given reviewer to all mailboxes or you have done the permissions incorrectly in the first step. Again, we want to avoid downloading the entire mailbox in cache mode so close outlook and go back into your Permissions profile.
In the cached mode ZAdd2Outlook profile. To replicate faster, and if replicating a Public Folder, add that public folder as a favorite now. Right click and Add to Favorites. If the folder is named the same in the destination, it is helpful to call it something like Pub [Name] to differentiate it in the Contacts Shortcuts.
Go to the Mail profile settings and select the checkboxes to download public folder mailboxes and shared folders. Then open Outlook with the Zadd2Outlook Sync Profile and go to Define Send and Receive Groups: Edit the setting to include the account in the normal Send and Receive. You can uncheck the automatic if you wish, but certainly uncheck every 30 minutes. Edit that profile, include the account - uncheck all details (all checkboxes) of the ZAdd2Outlook service account and go to the bottom of the list and check the Public Folder Favorite you created above if it applies. Apply and Select Send And Receive all.
On the Dedicated Add2Outlook machine create a new folder on the computer and name it something like zlibrary. This is where you will keep the Add2Outlook setup software and licenses for safe keeping. Download the Full version to that folder.
3. Before you install Add2Outlook close Outlook
4. Install Add2Outlook zip from the website put A2O in the zlibrary folder. Then right click and extract the files. Open the Add2Outlook file right click the FULL version of Add2Outlook and run as administrator to install the Add2Outlook will install the correct full version for you.
Tip: The setup will install the correct version and the correct supporting files for the version of Outlook you have installed.
TIP; On a 64bit system, you will also need to install the 64 bit upgrade to the MS SQL Server compact sp2 we installed, available here.
5. Open A2O_Sync Outlook profile go to File / Options / Addins / Com Addins / and if not there, put a check in the Add2Outlook box / close. http://guides.diditbetter.com/a2o-guide/activating_the_add_in.htm
Make all Information Relationships from the Add2Outlook Console.
6. Go to File, Options, Add ins and select the Add2Outlook tab. If you are using normal fonts, you can access the console from Right click on any folder in the Folder list and go to properties / Add2Outlook tab. Now select Relationships, ADD. Now you can create the relationships. Follow the steps below.
If you have not done this already, select "Send and Receive All" at least once, and then wait until complete.
Tip: If you are converting from Add2Exchange, you will need to go to the Add2Outlook Console, Select Display Settings and select the checkboxes to Include Add2Exchange Originals and Copies. Be sure you have removed all old data from the destinations as outlined below prior to the sync to avoid duplication.
Start Add2Outlook from the Addins Tab, [Start Add2Outlook Sync] [Start Add2Outlook Timer]
[Start Add2Outlook Sync] = will start the sync / will change to [Stop Add2Outlook Sync]
[Stop Add2Outlook Sync] = will stop the sync / will change to [Start Add2Outlook Sync]
[Start Add2Outlook Timer] = will start the time interval / will change to [Stop Add2Outlook Timer]
[Stop Add2Outlook Timer] = will stop the time interval / will change to [Start Add2Outlook Timer]
Start the Add2Outlook timer from Addins top drop down or wait 5 minutes, or select Sync Start to sync now. TIP: The timer will start when you close the Add2Outlook Tab. To access the relationships while it is syncing, you will need to Select Stop Sync and wait until the button changes to see/modify the relationships.
Tip: The Addins TAB for Add2Outlook configuration is called the Add2Outlook Console. Again, closing the Add2Outlook Console (or restarting Outlook) automatically starts the sync timer (again) and if you are making a bunch of relationships, you may close it and it may start to sync with partial relationships. This is fine, but not optimal for the first sync for many items in the source folders. The longest sync is the first sync, so be careful not to accidentally close the A2O Console before you finish making all your relationships. If you forget and make more later, or by oversight, let it start to sync prematurely, it is ok, just will just take a bit longer for the first and second sync. The second sync records deltas, so that is relatively fast.
License Add2outlook follow these steps: http://guides.diditbetter.com/a2o-guide/lic_add2outlook.htm
Add2Outlook Migration install or crossgrade from Add2Exchange Standard or Enterprise:
Select a machine to do the Add2Outlook replication: Machine Requirements
TIP: A2O does not activate in Outlook 2013 at present, use an Outlook on the 2010 replication box. If you own 2013, you can use prior version as part of your license for free.
Migration Add2Outlook from one Machine to another Add2Outlook Machine.
If applicable: You have the older Add2Outlook Sync Computer you are migrating from
1) Stop and Disable Sync from older machine - stop and disable the Add2Outlook Service
2) Open Regedit [HKEY_LOCAL_MACHINE\SOFTWARE\OpenDoor Software] copy the Opendoor software folder. Put it in the zlibrary folder name Registry old_migrate.reg. If Outlook is 32 bit please go to this page and create a support ticket: so we can help convert it to 64bit if necessary.
NEW MACHINE: Follow the New Add2Outlook Installation steps above.
Next: Follow this tip: http://support.diditbetter.com/Forums/Thread.aspx?pageid=120&mid=180&ItemID=12&thread=194
Crossgrading from Add2Exchange to Add2Outlook without dereplicating first
If you have not removed the old replicated items from other DidItBetter Software solutions such as Add2Exchange, and the existing Add2Exchange server is up and operational, and you have not moved mailboxes or public folders yet, follow these procedures or else skip to the next section:
If the Add2Exchange server is still up and connected to these accounts and you have not migrated the mailboxes to Hosted/365 you can use Add2Exchange to remove the older replicated items.
Log on to the Add2Exchange Server as the Add2Exchange Service Account
Open up the Add2Exchange Console,
Export the Setup from Help, Export Setup - This is the list of all active relationships you will recreate in Add2Outlook. Save or email this ti be able to mirror the settings in the Add2Outlook technology. Save this file to the new replication workstation.
Add2Exchange Standard: Delete all individual Add2Exchange relationships and when prompted, select to remove the destination items.
Add2Exchange Enterprise Edition:
Tip: This step assumes no relationships are in Alert Status. If the relationships are for those who will set up relationships again, you should fix them with the Recovery and Migration Manager and then delete them.
If there are single relationships in the Console, delete all individual Add2Exchange relationships and when prompted, select to remove the destination items. Next, delete all Templates From the left top relationship menu dropdown click on the Relationship Group Manager. When the Relationship Group Manager open’s select each template and delete all the templates and when prompted, select to remove the destination copied items. If the delete option is not available, cancel the template deletion and edit the template and select to delete destination items option, save it, now select to delete the relationship templates again.
Open the Services Utility Tab and turn on all sync options for the kinds of relationships you have. If yours is the Enterprise Edition, select to turn on Relman. Make sure the replication is set to occur for Calendars, Contact and Tasks and all folders with relationships even if you are not using them. It does not matter what time it is set to sync.
Close the Add2Exchange Console.
Start the Add2Exchange Service / after Add2Exchange de-replicates disable the Add2Exchange service so no further replication can be done through Add2Exchange.
Tip: Review the Add2Exchange Event logs for success audits for each type of folder. If there are errors in the log, review the logs and keep track of the failures. If the relationship errors are for users who are no longer there, you can continue. If there are any errors, please make note of the errors for the relationship names in the error message in the log and save them for support personnel or for further clean up using the Add2Outlook Toolkit or Add2Exchange Toolbox. If there are errors with the existing installation, with users who are still there, log a support ticket for priority support prior to moving mailboxes.
Now would be the best opportunity to migrate Mailboxes and Public Folders to the cloud with no Replicated data from Add2Exchange.
Follow the New Add2Outlook Installation steps above.
Note: If you have already migrated the Mailboxes to Hosted/365, and did not de-replicate Add2Exchange then you will need the Add2Outlook ToolKit to clean up the mailboxes from the Add2Exchange sync to avoid duplication.
TIP: Review the best type of installation of Add2Outlook for your hosted environment by submitting a free email support request.
Read the Add2Outlook Manual.
Once you have the optimal environment down, install Add2Outlook as the new sync service account user or for the account from which you are going to perform replication.
Removing replicated data with Add2Outlook Toolkit: Cleanup process from botched Exchange/Add2Exchange migration or for Disaster Recovery.
If the mailboxes have already been migrated, and the procedure to remove destination items above has not been done prior to the migration, you still have destination items in the mailboxes or public folders. You will have to manually clean those items out. We can assist with a Level 2 or Level 5 Premier Support session and do the next steps for you. We highly recommend this option for best results and guidance.
At the very least, since this is a very important step, we would really like to help you through this part of the process. If you have not submitted a request, please do so: http://support.diditbetter.com/support-request.aspx
Removing old Add2Exchange or Add2Outlook Items: Add2Outlook ToolKit Procedures
TIP: You should probably back up your folders items during this next step. The Toolkit has a process to backup prior to the removal of older items.
Close Outlook. Download and extract the A2O Toolkit install. Right click and run as administrator (if applicable) the Full A2OToolkit install.
Open the A2O Toolkit and select the online mode profile from the list. We will use this tool to remove Add2Exchange copies from each and every DESTINATION folder. We can also make copies originals again. These are copies made from Add2Outlook, or Add2Exchange copies which were still there after the Exchange migration. If you are migrating Add2Outlook from one machine to another, and have the older machine, this step is not necessary in that case.
READ CAREFULLY: You will have to select Reset Products and choose each and every Source folder(s) and remove the Add2Exchange named property (NP) from each original item. In most cases you will want to delete the copies, but if you have a copy you want to make originals, just remove the copy flag named property. Be Careful.
Then, after this is done, verify all copies are gone. Then following the installation procedures in the Add2Outlook Manual, make the desired relationships from with Add2Outlook.
**How long does it take for Add2Outlook to Sync? Review OpenDoor Software event log to see which relationship is being processed and status of how long it takes.
To estimate how long it will take to Sync each relationship look at minutes taken of first relationship success, and multiply the time of one relationship by the number of relationships, and divide by 60, you will get the number of hours for first sync.
License Add2Outlook follow these steps: http://guides.diditbetter.com/a2o-guide/lic_add2outlook.htm