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Page 1: Sponsored by - Office 365 Migration Tools › wp-content › uploads › 2017 › ...Exchange Online there are roughly 9 steps with many sub-steps to consider. Step 1: Download the
Page 2: Sponsored by - Office 365 Migration Tools › wp-content › uploads › 2017 › ...Exchange Online there are roughly 9 steps with many sub-steps to consider. Step 1: Download the

Sponsoredby

Established in 1999, Priasoft was first to market a trusted toolset to expertly migrate customer emails to and from messaging platforms. Since then, their solutions have continued to “set the standard” for

proven migration practices and have resulted in the successful migration of over 30,000,000 Microsoft

Exchange Mailboxes and Public Folders worldwide.

Tolearnmore,visitwww.priasoft.com

.

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ConversationalPublicFolderMigrationtoOffice365

(MiniEdition)byJ.PeterBruzzese

©2017ConversationalGeek

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ConversationalPublicFolderMigrationtoOffice365(MiniEdition)PublishedbyConversationalGeekInc.www.conversationalgeek.com

Allrightsreserved.Nopartofthisbookshallbereproduced,storedinaretrievalsystem,ortransmittedbyanymeans,electronic,mechanical,photocopying,recording,orotherwise,withoutwrittenpermissionfromthepublisher.Nopatentliabilityisassumedwithrespecttotheuseoftheinformationcontainedherein.Althougheveryprecautionhasbeentakeninthepreparationofthisbook,thepublisherandauthorassumenoresponsibilityforerrorsoromissions.Norisanyliabilityassumedfordamagesresultingfromtheuseoftheinformationcontainedherein.

TrademarksConversationalGeek,theConversationalGeeklogoandJ.theGeekaretrademarksofConversationalGeek®.Alltermsmentionedinthisbookthatareknowntobetrademarksorservicemarkshavebeenappropriatelycapitalized.Wecannotattesttotheaccuracyofthisinformation.Useofaterminthisbookshouldnotberegardedasaffectingthevalidityofanytrademarkorservicemark.

WarningandDisclaimerEveryefforthasbeenmadetomakethisbookascompleteandasaccurateaspossible,butnowarrantyorfitnessisimplied.Theinformationprovidedisonan“asis”basis.Theauthorandthepublishershallhaveneitherliabilitynorresponsibilitytoanypersonorentitywithrespecttoanylossordamagesarisingfromtheinformationcontainedinthisbookorprogramsaccompanyingit.

AdditionalInformationForgeneralinformationonourotherproductsandservices,orhowtocreateacustomConversationalGeekbookforyourbusinessororganization,pleasevisitourwebsiteatConversationalGeek.com

PublisherAcknowledgmentsAllofthefolksresponsibleforthecreationofthisbook:

Author: J.PeterBruzzeseProjectEditor: StevenZimmermanCopyEditor: JohnRughContentReviewer(s): KarlaReina

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The“Conversational”Method

Wehavetwoobjectiveswhenwecreatea“Conversational”book:First,tomakesureit’swritteninaconversationaltonesothatit’sfunandeasytoread.Second,tomakesureyou,thereader,canimmediatelytakewhatyoureadandincludeitintoyourownconversations(personalorbusiness-focused)withconfidence.

“GeekintheMirror”Boxes

Weinfusehumorandinsightintoourbooksthroughbothcartoonsandlightbanterfromtheauthor.Whenyouseeoneoftheseboxesit’stheauthorsteppingoutsidethedialogtospeakdirectlytoyou.Itmightbeananecdote;itmightbeapersonalexperience.

WithintheseboxesIcansharejustaboutanythingonthesubjectathand.Read’em!

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TheChallengeofMigratingPublicFolderstoOffice365

WhenthinkingaboutmigratingtoOffice365(specifically,ExchangeOnline),it’sprettylikelyyouarehyper-focusedonmailboxmigration.Afterall,mailboxesaretheprimaryfocusofyourExchangeenvironment.

But,formanyofyou,publicfoldersarestillakeypartofhowyourorganizationoperates–andyetit’s

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usuallythecasethatverylittlethoughthasbeenputintomigratingpublicfoldersspecifically.ThismaybebecausemigrationstoOffice365aregenerallyhyper-focusedwiththemailboxmigrationfirst,causingpublicfolderstotakeabackseatinthemigration‘to-do’list.YoumightalsobeexcitedaboutthebettercollaborationtoolsinOffice365(likeSharePointOnline)thataregoingtoreplacepublicfolders.Butyoustillneedtodeterminewhatyou’regoingtodowithyourexistingpublicfolderdata.

Therewasatimewhenpublicfoldersweretheanswertoa

collaborationprayer(andstillareformany).Buttheyquickly

becamethedumpinggroundfordatathatgrewstalequickly.

Let’sfaceit,whetheryoucullthedataornot,migrationcanbeanightmare.Butit’sworthdoingitrightratherthancontinuingtojustmoveitfromoneflavorof

Exchangetoanotherinperpetuity.

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Youhavedecisionsbeforeyou.Willyouanalyzeyourpublicfolderhierarchiestodeterminewhichdatacanbeprunedasopposedtomigrated?Wherewillyoumovethepublicfolderdata?Youcanmoveittoa“modern”publicfolderinOffice365,ortoOffice365Groups,ortoasharedmailbox.WillyouusethefreetoolsMicrosoftprovidesorgowithathird-partysolutiontoassist?

Ifyouhaveaverysmallpublicfolderinfrastructure(sub30GB)youcanconsiderusingOutlookPSTexportasanotheroption.Butthereareissueswith

permissions,dataintegrity(likeappointmentownership)andauto-splitwhenyouusethisapproachwithlargerpublic

folderdata.Microsoftdoesn’trecommenditandneitherdoI.

Asitturnsout,despiteMicrosoftprovidingPowerShellscripts(inMarchof2017)tomoveyourpublicfoldersaspartofabatchmigration,thestepsinvolvedleaveagreatdealofroomforerror.As

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MicrosoftMVPTonyRedmondcalledtheprocess“manualandtiresome”withCSVfilemanipulationandsuch.

Assumingyourorganizationstronglyreliesonpublicfolders,shouldyougetthemigrationwrong,theimplicationscanbesubstantial.Fromverytacticalandtechnicalissues–likefailurestotransferdataproperly–tostrategicandbusiness-impactingissueslikeaninabilitytocollectrevenueoradegradationinprovidingsupporttoacustomer.

Theotherfactorhereistime.ThelongeryourmigrationtakestotransitionfromanolderversionofExchangetoExchangeOnline,thereareramificationsaroundend-userproductivity,andtheperceptionofIT.

So,thequestionbecomes,howshouldyouapproachpublicfoldermigrations?

BeginwithasurveyofyourexistingenvironmentbyreviewingtheExchangeflavorsyou’reworkingwith,theextentofyourpublicfolderuseandsizeofthosefolders.GetabetterunderstandingofthenewarchitectureinExchangeOnline,lookingatwhatyou

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plantomigratethere,andthenbuildingamigrationplanthatusestherightprocessandtoolsetstoensureusabilityandvisibilitythroughoutthemigration,whilemaintainingtheavailabilityandproductivityofpublicfolderdataitself.

Mygoalfortheremainderofthisbookistoeducateyouonthespecificchallengesthatexistwithpublicfoldermigration.I’lllookathowthechangesinpublicfolderarchitecture,aswellasthemigrationitself,allcancreatealess-than-desirablemigrationexperience.

I’llalsoprovidesomedirectiononwhatstepstotaketomakeyourmigrationasseamlessandpainlessaspossible.

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PublicFolderArchitecturalChallengesinMigratingtoOffice365

I’mguessingmostofyouhadnoideathepublicfolderarchitecturechangedunderthehoodinthelastfewyears.You’veprobablyjustthoughtpublicfoldersarepublicfolders.

Buttherehavebeensomechangestothearchitecturethatimpactmigrationsofpublicfoldersthatyouneedtobeawareof.Microsoftintroduced“modern”publicfoldersinExchange2013.

Publicfoldersarenowpartofamailboxdatabaseratherthanhavingtheirownseparatedatabase.OnevaluetothisapproachisthatyoucannowmakepublicfolderspartofaDAGfornativedataprotection(akaredundancythroughpassivecopies)ratherthanusingpublic

folderreplicas.

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PublicFolderMailboxes

PriortothereleaseofExchange2013,publicfoldersusedtobeasimplemonolithicpublicfolderdatabaserepository–therewerenosizeboundaries,soyoucouldkeepgrowingthemaslongasyouhaddiskspace.Inaddition,youwouldusereplicastoputthatpublicfolderdataclosertothepeoplethatneededtoaccessit.

SinceExchange2013,thathaschanged.TheconceptofPublicFolderMailboxes–essentiallypartitionedstoragecontainerswithsize,depth,andmaximumuserlimitations–tookoverandcontinuestothisdaywithbothExchange2016andExchangeOnline.Witha100GBsizelimitation(withE3/E5plans),andarecommendationfromMicrosoftnottoexceed50%ofthatamount,anypublicfolderdatamigratedautomaticallygetspartitionedintosegmentedpiecesofdata.Thisiscalled‘auto-split’.

Auto-Split

InExchangeOnline,publicfoldergrowthismanagedwithanauto-splitfeaturethatautomaticallysplitsthepublicfoldermailboxwhencertainsizesare

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reached.Itdoesn’tlike,however,whenthereisasuddengrowthinsizewhichiswhythePSTexportoptionisn’trecommended.

Theauto-splitprocessgoesintoactionwhenthepublicfolderreachesthewarningquotaof24.5GB.Itwillthenstartlookingtomovepublicfolderdataintoanotherpublicfoldermailboxthathasroomoractuallycreateanotherpublicfoldermailboxtosplitthatdataintotwoparts.

ThedirectionfromMicrosoftonpublicfoldermigrationsforExchange2013/2016isthatyoumustfirstlookatthesizeofsinglepublicfoldersandifanyarelargerthan25GB,thesemustbeshrunkdown(akadeleteordividethedata)ortheydon’trecommendyoumovethosepublicfolders.

So,whatstepsdoyouneedtotaketoalignyourexistingPublicFolderswithExchangeinOffice365?

Pre-ArchitectYourSourcePublicFolders

Beginbyassessingthepublicfolderstructureyouhavetoday.Youcanvisuallywalkthesourcetree,lookingatthenumberoffolders,theamountofdata

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storedwithinafoldertreeandevenwithinasinglefolder–allcalculatingwhatthiswilllooklikeonceyoumoveittoOffice365andhowyoucanallowforgrowth.

YoucanusetheExchangeManagementShell(EMS)toviewstatisticsforpublicfolderand

publicfolderitems.

https://tinyurl.com/y793qs6w

Asinglesetofpublicfoldershousing200GBsneedstobesplitinto8separatedatasetsofsub-25GB.Singlefolderswith50GBsormoreneedtobereassessedtoseeifthedatacanbebrokenintomorethanonefolder.

Allthisresultsinrestructuringthesourcepublicfoldersbeforethemove.It’spossibleyoumayneedtodothisexercisemultipletimesbecausethelastdesign,whilemeetingmigrationrequirements,doesn’tmeetthecurrentbusinessrequirements.So,beginyourpre-architectingwithcaution,asyouneedtobethinkingaboutboththepresentandthefutureneeds.

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TheMicrosoftMigrationProcess

LookingattheprocessMicrosoftprovidesthroughTechNetfor2013and2016publicfolderstoExchangeOnlinethereareroughly9stepswithmanysub-stepstoconsider.

Step1:Downloadthemigrationscripts

Step2:Prepareforthemigration

Step3:Generatethe.csvfiles

Step4:CreatethepublicfoldermailboxesinExchangeOnline

Step5:Startthemigrationrequest

Step6:LockdownthepublicfoldersintheExchange2013/2016environmentforfinalmigration(publicfolderdowntimerequired)

Step7:Finalizethepublicfoldermigration(publicfolderdowntimerequired)

Step8:TestandunlockpublicfoldersinExchangeOnline

Step9:Finalizethemigrationon-premises

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ChallengesinthePublicFolderMigrationItself

Let’sassumeyou’vegotyoursourcefoldersarchitectedproperlyandyouturnyourattentiontothemigrationitselfwiththestepsandsub-stepsinmind.Therearestillsomechallengestokeepinmindbeforemakingthemove.

• Limits–Knowyourpublicfolderlimitsbeforeyoumakethemove.Forexample,10GBmaxsinglefoldersize,andthe1,000publicfoldermailboxceiling.

• MigrationTime–Synchronizingevenjust50GBsofdatawon’thappenin5minutes;it’sgoingtotakeasubstantialamountoftime–likelyinthedaysorweeksoftimerealm,dependingonhowmuchdatayouhave.

• Inflexibility–evenwithre-architectingthesource,thescriptsaren’tdesignedtodogranularmoves.

• LimitedVisibility–ThePowerShellscriptsmovethedataautomaticallywithnoreal

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insightintowhat’shappening.However,onceyoukickoffamigrationyoucanviewtheprogressandcompletionthroughtheExchangeAdminCenter(EAC)orusingtheGet-MigrationBatchcmdlet.

Althoughwe’vefocusedonExchange2013/2016migration,therearedirectionsforlegacymigrationstoo.Inaddition,youcanfinddirectionfromMicrosoft

formigratingyourExchange2007/2010publicfoldersto

ExchangeOnline.

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MakingyourMigrationUsable

Mostmigrationsstartasatechnicaldiscussionofhowitcanbeaccomplished,whattoolsarenecessary,andwhatdatasetsareinvolved.Buttokeepbusinessestodayrunning,ITcannolongerlettechnologydictatethemigrationpath.

So,whatpreliminarystepsshouldyoutake?

Step1.StartwiththeBusiness

Starttheplanningprocessfromabusinessobjectivesstandpointfirst,andthendecidehowtoleveragetechnologytoaccomplishandmeetthebusinessgoals.Whichpublicfoldersarecriticaltooperations?Whicharenecessaryforanad-hocarchive?Whatpartsofthebusinessaccesseachfolder?Understandexactlyhowthefoldersareusedwithinthebusiness.Onceyou’veansweredthesequestions,youcanbegintoformulatehowthemigrationneedstohappenand,therefore,whatpre-migrationworkmaybenecessary.

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Step2.Re-Architect

Withtheorganization’sneedsinfullview,youcanapplythosebusinessobjectives,theexistingfoldertree,andthelimitationsinOffice365toproperlyplanoutanewarchitecturethatwillfacilitatebothasmoothmigrationandusabilityofthedataoncemigrated.

KeepinmindthespaceandfolderlimitationsinOffice365,andmixthatwiththebusinessneedsofeachsourcefoldertocreateasourceenvironmentthat,oncemigrated,willbeabletogrowastheorganizationdoes.

Step3.PlantheMigration

Here’swhereyouneedtofigureoutexactlyhowyou’llperformthemigration–willyouusetheMicrosoft-providedscripts?Create/Modifyyourown(whichisn’tsupported),orleverageathird-partytool?Theidealanswerisactuallytoleverageasolutionvendorthatwantstopartner–andnotjustprovidetools–thathasthedesireandexpertisetomakethetransitionasuccessatbothatechnicallevelandatabusinessandITperceptionlevel.

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TheBigTakeaways

ThemovetoOffice365isn’tassimplewhenitcomestopublicfolders.Thechangesfromolderon-premversionsofExchangetothecurrentversionofExchangeOnlinemakesimplypushingpublicfolderdataintothecloudabitclunky.

ByunderstandingthelimitationsinOffice365,andthemethodsbywhichMicrosoftaddressthemasyoupushpublicfolderdatain,youcanbetterformulatehowyourcurrentstructureneedstolooktobebestmigrated.

Leveragingpartnerswithsolutionswilllikelyincreasethespeed,accuracy,andusabilityofyourpublicfoldersbothduringthemigration,andafterwards.

I’vedonebatchmigrationsofbothmailboxesandpublic

foldersandpersonally…Ipreferworkingwithasolidthird-party

solutiontohelpmedoit.

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NOTES

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NOTES

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