Company is relocating offices - help needed with Exchange Server

Hi There,

My company is relocating and we have an SBS server and host our own Exchange Server. We will be using a new ISP and will get a new IP address at the new office, obv.

I'd like the transition to be as seamless as possible. Ideally, we shut down our Exchange server in our old server room, physically move it to the new rack in the new office's server room, start it up and start receiving email. We don't want any email to bounce and we want to send and receive email as soon as possible.

How? Do I add a new MX record with our new static IP, but with a lower priority? Do I adjust the TTL?

What's the best way?

Thanks! Kristin
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AmitIT ArchitectCommented:
Don't your ISP have option to hold emails. Most of the ISP provide this option. Did you checked this option with your ISP?
Well if this server is handling all your company email, definitely while it will be powered off you will not get email.
Add an MX with new IP and with higher priority (let's say 10) than current MX (let's say it has 5).
On current MX lower TTL.
After server is up and you receive mail, on new MX set a lower priority, like 2 (the one with 10) than original one (the one with 5).
Joe MikaCommented:
Make the TTL on ALL records as low as possible.

Set up a second MX record with the new IP address.  It should have a lower priority than your current one until you are ready to cutover.  

When you are ready to shut down the servers, go in and change the priority to a lower number (since the server will be shut down on the old IP address, that mx will fail and it will go to the other one anyways.

Don't forget to change your autodiscover records and any host records so your webmail, smartphones, and external outlook begin working (this is why you put the TTL as low as possible).

Also, if you have a SPF record, don't forget to update that with your new IP address.  You may even consider adding the new IP address to the old record before the move.

After the move, remove old MX records and make sure the SPF records are correct.
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Will SzymkowskiSenior Solution ArchitectCommented:
ISP don't hold mail for you. Unless you are using a 3rd party for spam filtering like MX Logix or Mime Cast (or something like that) your mail will not be able to be received. If you do not have an appliance ONLINE then users will get a bouce back stating that the Exchange server is not reachable.

Because you are doing a physical move you "could" have possible email bounce. However mail will not get missed. External Users will be informed and will then need to resend the message again.

You need to do the following...
- A head of time create another MX Record pointing to your NEW IP (if you know what it is) set the priority to something higher then what you are currently using (100).
- when you are ready to move the Exchange server, set the NEW MX record to the lowest valued priority 5 or 10 (lower one will get used first. you want to do this ahead of time while you are doing the move because it will not update automatically takes time to propegate).
- power up your Exchange server at the new office (if the new MX record has completed the propegation you should start to receive email from domains on the internet)
- Contact your ISP and have them setup your reverse PTR record for your new MX record for

The last step is highly important because if you do not do this step and you start sending email and do not have a reverse record you will flagged as a spammer.

If at all possible, if you know your External IP you will be getting from your ISP i would create an SPF recrod ahead of time and add this IP to the SPF record along with the ones that you are currently using. Once it is changed over, remove the old IP's from the SPF record.


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Dirk MareSystems Engineer (Acting IT Manager)Commented:
Ask your ISP that holds/manages your public domain name to add a 2nd MX record to point to your new routers public IP..

Remember to disconnect your old router otherwise emails will still flow to this router if your 2nd MX record priority is lower then the new one.

Remember to ask your new ISP to FW port 25 to your exchange server IP. otherwise emails will get blocked at the router.

forcedexposureAuthor Commented:
thank you!
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