Controlled Migration from Classic Outlook to New
Budget / SalaryC$30–250
TypeFreelance project
LocationRemote
Posted1 hour ago
Project Overview
We are looking for an experienced Microsoft 365 administrator/consultant to assist with a controlled migration from Classic Outlook for Windows to New Outlook for Windows across an organization of approximately 400 active staff members.
Currently, approximately 63–70% of staff are already using New Outlook, while the remaining users are still using Classic Outlook. The primary objective is to safely identify the remaining Classic Outlook users, assess migration readiness, and complete the transition with minimal disruption to users.
Current Environment
* Approximately 400 active staff
* Microsoft 365 environment
* Exchange Online
* Microsoft Entra ID
* Microsoft Intune
* Windows 10/11 endpoints
* Existing users are a mixture of Classic Outlook and New Outlook
* Shared mailboxes and shared calendars are in use
* Resource/room mailboxes and calendar delegation may be in use
* Organization uses Microsoft 365 administrative portals for management
Scope of Work
1. Current-State Assessment
* Determine the actual number of users using Classic Outlook and New Outlook.
* Identify users who are still dependent on Classic Outlook.
* Provide a reliable user-level migration inventory.
* Identify inactive accounts or users who should be excluded.
* Identify potential migration blockers and feature dependencies.
2. Migration Readiness Assessment
Review potential dependencies such as:
* Shared mailboxes
* Calendar delegation
* Shared calendars
* Room/resource mailboxes
* Outlook rules
* Add-ins
* Mailbox functionality
* Other business-critical Outlook features
Identify users who can be migrated immediately and users who require additional testing or an exception.
3. Pilot Migration
* Develop a small representative pilot group.
* Migrate/test pilot users.
* Validate email, calendar, shared mailbox, delegation and other required functionality.
* Document issues and resolutions.
* Provide recommendations before organization-wide deployment.
4. Phased Migration
Develop and execute a controlled migration plan for the remaining eligible users.
The migration should be performed in manageable waves rather than moving all users simultaneously.
The consultant should recommend an appropriate deployment method using available Microsoft 365/Intune/administrative controls.
5. Monitoring and Troubleshooting
* Monitor migration progress.
* Identify users who experience issues.
* Troubleshoot migration-related problems.
* Document known issues and resolutions.
* Provide recommendations for users who need to temporarily remain on Classic Outlook.
6. Documentation and Handover
Provide documentation covering:
* Current-state assessment
* Migration methodology
* User migration list/status
* Exceptions and reasons
* Deployment configuration
* Troubleshooting procedures
* Rollback/exception procedures
* Final migration status
* Recommendations for maintaining New Outlook as the standard going forward
Expected Deliverables
1. Current-state Outlook usage report/inventory
2. List of users requiring migration
3. List of users requiring investigation or exception
4. Migration readiness assessment
5. Pilot plan
6. Phased migration plan
7. Migration implementation
8. Post-migration validation
9. Troubleshooting/support documentation
10. Final migration report and handover documentation
Important Requirements
The migration must prioritize user continuity and minimal disruption.
No tenant-wide or organization-wide changes should be made without prior approval.
The successful bidder should have strong experience with:
* Microsoft 365 administration
* Exchange Online
* New Outlook for Windows
* Classic Outlook
* Microsoft Intune
* Microsoft Entra ID
* Microsoft 365 Apps policies
* Outlook shared mailboxes and calendars
* Microsoft 365 migration planning
* Troubleshooting Windows endpoints
Proposal Requirements
When submitting a bid, please include:
* Relevant Microsoft 365/Outlook migration experience
* Proposed migration methodology
* How you would identify Classic vs. New Outlook users
* Recommended tools/reports for assessing the current environment
* How you would handle users with Classic Outlook dependencies
* Proposed pilot approach
* Proposed migration/wave strategy
* Expected timeline
* Estimated cost
* Assumptions and prerequisites
* Any information you require before beginning the project
Success Criteria
The project will be considered successful when:
* All eligible active staff have been transitioned to New Outlook.
* Known dependencies and exceptions have been documented.
* Users can perform their required email and calendar functions.
* Migration issues have been resolved or documented.
* The organization has a sustainable process for onboarding new users directly into New Outlook.
* Complete migration documentation has been provided.
We are looking for an experienced Microsoft 365 administrator/consultant to assist with a controlled migration from Classic Outlook for Windows to New Outlook for Windows across an organization of approximately 400 active staff members.
Currently, approximately 63–70% of staff are already using New Outlook, while the remaining users are still using Classic Outlook. The primary objective is to safely identify the remaining Classic Outlook users, assess migration readiness, and complete the transition with minimal disruption to users.
Current Environment
* Approximately 400 active staff
* Microsoft 365 environment
* Exchange Online
* Microsoft Entra ID
* Microsoft Intune
* Windows 10/11 endpoints
* Existing users are a mixture of Classic Outlook and New Outlook
* Shared mailboxes and shared calendars are in use
* Resource/room mailboxes and calendar delegation may be in use
* Organization uses Microsoft 365 administrative portals for management
Scope of Work
1. Current-State Assessment
* Determine the actual number of users using Classic Outlook and New Outlook.
* Identify users who are still dependent on Classic Outlook.
* Provide a reliable user-level migration inventory.
* Identify inactive accounts or users who should be excluded.
* Identify potential migration blockers and feature dependencies.
2. Migration Readiness Assessment
Review potential dependencies such as:
* Shared mailboxes
* Calendar delegation
* Shared calendars
* Room/resource mailboxes
* Outlook rules
* Add-ins
* Mailbox functionality
* Other business-critical Outlook features
Identify users who can be migrated immediately and users who require additional testing or an exception.
3. Pilot Migration
* Develop a small representative pilot group.
* Migrate/test pilot users.
* Validate email, calendar, shared mailbox, delegation and other required functionality.
* Document issues and resolutions.
* Provide recommendations before organization-wide deployment.
4. Phased Migration
Develop and execute a controlled migration plan for the remaining eligible users.
The migration should be performed in manageable waves rather than moving all users simultaneously.
The consultant should recommend an appropriate deployment method using available Microsoft 365/Intune/administrative controls.
5. Monitoring and Troubleshooting
* Monitor migration progress.
* Identify users who experience issues.
* Troubleshoot migration-related problems.
* Document known issues and resolutions.
* Provide recommendations for users who need to temporarily remain on Classic Outlook.
6. Documentation and Handover
Provide documentation covering:
* Current-state assessment
* Migration methodology
* User migration list/status
* Exceptions and reasons
* Deployment configuration
* Troubleshooting procedures
* Rollback/exception procedures
* Final migration status
* Recommendations for maintaining New Outlook as the standard going forward
Expected Deliverables
1. Current-state Outlook usage report/inventory
2. List of users requiring migration
3. List of users requiring investigation or exception
4. Migration readiness assessment
5. Pilot plan
6. Phased migration plan
7. Migration implementation
8. Post-migration validation
9. Troubleshooting/support documentation
10. Final migration report and handover documentation
Important Requirements
The migration must prioritize user continuity and minimal disruption.
No tenant-wide or organization-wide changes should be made without prior approval.
The successful bidder should have strong experience with:
* Microsoft 365 administration
* Exchange Online
* New Outlook for Windows
* Classic Outlook
* Microsoft Intune
* Microsoft Entra ID
* Microsoft 365 Apps policies
* Outlook shared mailboxes and calendars
* Microsoft 365 migration planning
* Troubleshooting Windows endpoints
Proposal Requirements
When submitting a bid, please include:
* Relevant Microsoft 365/Outlook migration experience
* Proposed migration methodology
* How you would identify Classic vs. New Outlook users
* Recommended tools/reports for assessing the current environment
* How you would handle users with Classic Outlook dependencies
* Proposed pilot approach
* Proposed migration/wave strategy
* Expected timeline
* Estimated cost
* Assumptions and prerequisites
* Any information you require before beginning the project
Success Criteria
The project will be considered successful when:
* All eligible active staff have been transitioned to New Outlook.
* Known dependencies and exceptions have been documented.
* Users can perform their required email and calendar functions.
* Migration issues have been resolved or documented.
* The organization has a sustainable process for onboarding new users directly into New Outlook.
* Complete migration documentation has been provided.
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