Migrate from Public Folders to Office 365.docx

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Migrate from Public Folders to Office 365.docx

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Migrate from Public Folders to Office 365.docx

MigratefromPublicFolderstoOffice365

Microsoft

OnlineServices

MigratefromExchangePublicFolders

toMicrosoftOffice365

WhitePaper

MicrosoftCorporation

Published:

September,2011

Thisdocumentisprovided“as-is”.Informationandviewsexpressedinthisdocument,includingURLandotherInternetWebsitereferences,maychangewithoutnotice.

Someexamplesdepictedhereinareprovidedforillustrationonlyandarefictitious. Norealassociationorconnectionisintendedorshouldbeinferred.

ThisdocumentdoesnotprovideyouwithanylegalrightstoanyintellectualpropertyinanyMicrosoftproduct.Youmaycopyandusethisdocumentforyourinternal,referencepurposes.

Contents

Overview3

PublicFoldersScenariosandRecommendations3

BasicSharingofCalendar,Contacts,andTasks3

ArchivingEmailMessagesorDiscussionLists5

DocumentSharing7

ManualWorkflow8

AutomatedWorkflowandCustomerApplications8

Free/BusyLookups,OABDistribution,andOutlookSecuritySettings9

EmailDelegates,SendAs,andSharedMailbox9

PublicFolderContentMigration10

MigrationfromPublicFolderstoSharePointOnline10

MigrationfromPublicFolderstoSharedMailbox11

AdditionalReferences11

Overview

Exchangepublicfoldersarewidelyusedinon-premisesExchangeenvironments.However,Microsoft®ExchangeOnlinedoesnotsupportcustomerusagescenariosofpublicfolders.IfyouoryourcustomersareusingExchangepublicfolders,therearespecialconsiderationsformigratingtoMicrosoftOffice365.

Thisdocumentoutlinestheseconsiderations,discussesthemostcommonpublicfolderscenariosandhowtheyarerepresentedinOffice365services.ItalsoprovidestheinformationyouneedtodecidewhetherOffice365isagoodmatchforyoubasedonyourcurrentpublicfolderusage.

PublicFoldersScenariosandRecommendations

ThissectiondescribescommonpublicfolderscenariosandproposalforaccomplishingthosescenariosinOffice365services.

∙BasicSharingofCalendar,Contacts,andTasks

∙ArchivingEmailMessagesorDiscussionLists

∙DocumentSharing

∙ManualWorkflow

∙AutomatedWorkflowandCustomApplications

∙Free/BusyLookups,OABDistribution,andOutlookSecuritySettings

∙EmailDelegates,SendAs,andSharedMailboxScenarios

BasicSharingofCalendar,Contacts,andTasks

ScenarioDescription

Exchangepublicfoldersarefrequentlyusedtosetupcalendars,tasklists,andcontactlistsforteamorgroupcollaborationandevents.Peoplewithappropriatepermissionsareabletoviewandeditthelists.

Recommendations

YoucanuseeitherMicrosoftSharePoint®OnlineortheSharedMailboxfeatureofExchangeOnlinetoaccomplishthisscenario.

UseSharePointOnline

Forthisusagescenario,youcanmigratethecontenttoSharePointOnline.SharePointOnlineprovidesrichfunctionalityformanagingevents,tasks,andcontacts,whilestillpreservingfulldrag-and-dropandbidirectionalsynchronizationwithMicrosoftOfficeOutlook®forasimilarexperienceasyourExchangepublicfolders.

HowtoDoThis

1.CreateacustomlistoftheappropriatetypeonaSharePointOnlinesitecollectiontostorecalendar,contacts,andtasks.

Note:

FormoreinformationabouthowtomoveexistinglistsfrompublicfolderstoSharePointOnline,seethePublicFolderContentMigrationsection.

2.InSharePointOnline,gotothenewlycreatedlist,andthenselectConnecttoOutlookfromtheActionsmenu.

3.Youcanhavethesamedrag-and-dropandbidirectionalsynchronizationwithOfficeOutlookexperienceasthatofExchangepublicfolders.

Note:

Bidirectionalsynchronizationdoesnotworkfordocumentlibraries.Formoreinformation,seeArchivingEmailMessagesorDiscussionLists.

BenefitsandDrawbacks

Benefits

Drawbacks

∙SharePointlistsprovidemorecontextsfordata,andmoreflexiblewaysofworkingwiththatdata,includingcombiningdatafrommultiplelistsandrollingupsummariesforreporting.

∙ModerationworkflowsarebuiltintoSharePointlists,soitemscanbeoptionallymadevisibleaftertheyareapproved.

∙Item-levelversionhistorycanbeoptionallyenabledtotrackchangestoindividualitemsintheselists.

∙Userscansubscribetoalertsandfeedstohavechangenotificationsautomaticallysenttothem.

∙Notificationsandacceptancecannotbetracked.

∙DistributionlistswillnottransfertoSharePointOnline.DL’scanbeaddedasacontact,butgroupmembershipwillnotbeavailable.

UseExchangeOnlineSharedMailbox

Asharedmailboxisamailboxthatmultipleuserscanopentoreadandsende-mailmessages.Sharedmailboxesallowagroupofuserstoviewandsende-mailfromacommonmailbox.YoucanusethesharedmailboxfeatureofExchangeOnlinetoshareacalendar,contacts,andtasks.

Note:

Asharedmailboxhasa5GBquotalimitandappearsasauniquemailboxtypeintheuserinterface.

HowtoDoThis

The“SetUpaSharedMailbox”helptopicguidesyouthroughthefollowingbasicstepstocreatethesharedmailboxandassignpermissions:

1.CreateanExchangeOnlinesharedmailbox.

2.Createasecuritygroupforuserswhoneedaccesstothesharedmailbox.

3.AssignthesecuritygroupFullAccesspermissiontoaccessthesharedmailbox.

Note:

Optionally,youcanchoosetosharesomeorallofthesharedmailboxfolders（forexample,theinboxfolder）withselectedusersbyassigningpermissionsonthespecifiedfolder.Ifyougivefullpermissionsonthemailboxper-folderpermissionsarenotpossible.

Oncethesharedmailboxhasbeencreatedandpermissionsassigned,addthissharedmailboxasamemberofthespecificdistributionlistsoitreceivesacopyofeverymessagereceivedonthatdistributionlist.

Note:

Ifyourorganizationrequiresanyofthefollowingfunctionalityforasharedmailbox,youhavetoassignitanExchangeOnline（Plan1）usersubscriptionlicense:

∙Asharedmailboxthatislargerthan5GB,whichisthemaximumsizeallowedforsharedmailboxes.

∙Theabilitytoenableanarchivemailboxforthesharedmailbox.

If,inadditiontothisfunctionality,yourorganizationhastoputasharedmailboxonlitigationhold,youhavetoassignitanExchangeOnline（Plan2）usersubscriptionlicense.

BenefitsandDrawbacks

Benefits

Drawbacks

∙UsersgetthesameUIexperienceasthatofpublicfolders.Forexample,usersgetfullcalendaringworkflows.

∙Alarge5GBquotaforthesharedmailbox.

∙Legalholdcapabilitiesareavailable（withspecificExchangeOnlineplans）aswellasretentionpoliciestocomplywithorganizationalcompliancerequirements.

∙ForversionsearlierthanOutlook2007,separateOutlookprofilesneedtobecreated.

∙CannotopensharedmailboxesinOffice365iftheon-premisesmailboxisonExchange2003or2007.*

*Forhybriddeploymentsonly

ArchivingEmailMessagesorDiscussionLists

ScenarioDescription

Exchangepublicfoldersareoftenusedtoshareproject-relatedemailmessagesorarchivediscussioncontentsonspecifieddistributionlists.Thisistypicallydoneinoneofthetwoways:

1.Emailmessagesthatneedtobesharedareperiodicallymoved,copied,ordroppedintoapublicfolderbyaprojectmember.Thismethodistypicallyusedwhenonlysomeemailmessagesarerelevantforsavingorsharing.ThisissimilartohowindividualsmanageemailmessagesinPSTfiles.

2.Adistributionlistiscreatedandamail-enabledpublicfolderisaddedtothedistributionlist.Thismethodistypicallyusedwhenalldiscussionspertainingtoaprojectmustbecaptured.MailenabledpublicfoldershaveanSMTPaddressassociatedwiththemandreceiveemailsjustlikearegularmailbox.

Note:

Mail-enabledlistsarenotavailableinSharePointOnline.WhileSharePointOnlinedoesnotallowformail-enableddocumentlibraries,third-partycloudservices（suchasvorApps）canbeused.Alternatively,MicrosoftSharePoint（foron-premisesdeployments）doesallowconfigurationofmail-enableddocumentlibraries.Mail-enabledlistsinon-premisesSharePointconvertmessagefilesto.emlformat.Thereareafewthingstobeawareofrelatedtoforwardingemailstomail-enabledlists:

∙Attachmentsarelostormustbesenttoadifferentlist.

∙YoumayrequireanOutlook2007hotfixtoopen.emlextension.

Recommendations

ThereareseveralwaystoconfigureSharePointOnlineorExchangeOnlinetoservethispurpose.Pleaseconsidereachoption,astherearebenefitsanddrawbacksforboth.

UseSharePointOnlineOnly

HowtoDoThis

1.CreateadocumentlibraryonaSharePointOnlinesitecollectiontohousetheemailmessages.

2.OpenthedocumentlibraryinWindows®Explorerandthencopyordrag.msgfilesfromOutlookintotheexplorerwindow.Dependingonyouroperatingsystem,youmayneedtocopythemtoalocalfolderfirst.

BenefitsandDrawbacks

Benefits

Drawbacks

∙WheninSharePointOnline,.msgfilesandtheirattachmentsareindexedalongwithallotherdocumentsinSharePointOnline.

∙SharePointOnlinecanstorealargenumberofitemsperdocumentlibrary,buteachpageviewwillhavealimitof2,000items.

∙WhileSharePointOnlinedoesnotallowformail-enableddocumentlibraries,client-sideoperationscanbeused.Thedrag-and-dropoperationsfromOutlooktoSharePointaremorecomplicated.*

∙WhileSharePointOnlinedoesnotallowformail-enableddocumentlibraries,third-partycloudservices（suchasvorApps）canbeused,addingextracostandcomplexity.

∙SomeemailmessageshaveinvalidURLcharactersintheirnames,andthesemessagescannotbecopieddirectlytoSharePointwithoutrenaming.

∙DifficulttocreateviewsinSharePointwithemailmetadatabecausemetadataisnotautomaticallypopulated.

∙

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