Migrate from Public Folders to Office 365.docx

1、Migrate from Public Folders to Office 365Microsoft Online ServicesMigrate from Exchange Public Folders to Microsoft Office 365 White PaperMicrosoft CorporationPublished: September, 2011This document is provided “as-is”. Information and views expressed in this document, including URL and other Intern

2、et Web site references, may change without notice. Some examples depicted herein are provided for illustration only and are fictitious. No real association or connection is intended or should be inferred.This document does not provide you with any legal rights to any intellectual property in any Mic

3、rosoft product. You may copy and use this document for your internal, reference purposes. 2011 Microsoft. All rights reserved.ContentsOverview 3Public Folders Scenarios and Recommendations 3Basic Sharing of Calendar, Contacts, and Tasks 3Archiving Email Messages or Discussion Lists 5Document Sharing

4、 7Manual Workflow 8Automated Workflow and Customer Applications 8Free/Busy Lookups, OAB Distribution, and Outlook Security Settings 9Email Delegates, Send As, and Shared Mailbox 9Public Folder Content Migration 10Migration from Public Folders to SharePoint Online 10Migration from Public Folders to S

5、hared Mailbox 11Additional References 11OverviewExchange public folders are widely used in on-premises Exchange environments. However, Microsoft Exchange Online does not support customer usage scenarios of public folders. If you or your customers are using Exchange public folders, there are special

6、considerations for migrating to Microsoft Office 365. This document outlines these considerations, discusses the most common public folder scenarios and how they are represented in Office 365 services. It also provides the information you need to decide whether Office 365 is a good match for you bas

7、ed on your current public folder usage. Public Folders Scenarios and RecommendationsThis section describes common public folder scenarios and proposal for accomplishing those scenarios in Office 365 services. Basic Sharing of Calendar, Contacts, and Tasks Archiving Email Messages or Discussion Lists

8、 Document Sharing Manual Workflow Automated Workflow and Custom Applications Free/Busy Lookups, OAB Distribution, and Outlook Security Settings Email Delegates, Send As, and Shared Mailbox ScenariosBasic Sharing of Calendar, Contacts, and TasksScenario DescriptionExchange public folders are frequent

9、ly used to set up calendars, task lists, and contact lists for team or group collaboration and events. People with appropriate permissions are able to view and edit the lists.RecommendationsYou can use either Microsoft SharePoint Online or the Shared Mailbox feature of Exchange Online to accomplish

10、this scenario.Use SharePoint OnlineFor this usage scenario, you can migrate the content to SharePoint Online. SharePoint Online provides rich functionality for managing events, tasks, and contacts, while still preserving full drag-and-drop and bidirectional synchronization with Microsoft Office Outl

11、ook for a similar experience as your Exchange public folders.How to Do This1. Create a custom list of the appropriate type on a SharePoint Online site collection to store calendar, contacts, and tasks.Note: For more information about how to move existing lists from public folders to SharePoint Onlin

12、e, see the Public Folder Content Migration section.2. In SharePoint Online, go to the newly created list, and then select Connect to Outlook from the Actions menu.3. You can have the same drag-and-drop and bidirectional synchronization with Office Outlook experience as that of Exchange public folder

13、s.Note: Bidirectional synchronization does not work for document libraries. For more information, see Archiving Email Messages or Discussion Lists.Benefits and DrawbacksBenefitsDrawbacks SharePoint lists provide more contexts for data, and more flexible ways of working with that data, including comb

14、ining data from multiple lists and rolling up summaries for reporting. Moderation workflows are built into SharePoint lists, so items can be optionally made visible after they are approved. Item-level version history can be optionally enabled to track changes to individual items in these lists. User

15、s can subscribe to alerts and feeds to have change notifications automatically sent to them. Notifications and acceptance cannot be tracked. Distribution lists will not transfer to SharePoint Online. DLs can be added as a contact, but group membership will not be available.Use Exchange Online Shared

16、 MailboxA shared mailbox is a mailbox that multiple users can open to read and send e-mail messages. Shared mailboxes allow a group of users to view and send e-mail from a common mailbox. You can use the shared mailbox feature of Exchange Online to share a calendar, contacts, and tasks.Note: A share

17、d mailbox has a 5 GB quota limit and appears as a unique mailbox type in the user interface.How to Do ThisThe “Set Up a Shared Mailbox” help topic guides you through the following basic steps to create the shared mailbox and assign permissions:1. Create an Exchange Online shared mailbox.2. Create a

18、security group for users who need access to the shared mailbox.3. Assign the security group FullAccess permission to access the shared mailbox.Note: Optionally, you can choose to share some or all of the shared mailbox folders (for example, the inbox folder) with selected users by assigning permissi

19、ons on the specified folder. If you give full permissions on the mailbox per-folder permissions are not possible.Once the shared mailbox has been created and permissions assigned, add this shared mailbox as a member of the specific distribution list so it receives a copy of every message received on

20、 that distribution list.Note: If your organization requires any of the following functionality for a shared mailbox, you have to assign it an Exchange Online (Plan 1) user subscription license: A shared mailbox that is larger than 5 GB, which is the maximum size allowed for shared mailboxes. The abi

21、lity to enable an archive mailbox for the shared mailbox.If, in addition to this functionality, your organization has to put a shared mailbox on litigation hold, you have to assign it an Exchange Online (Plan 2) user subscription license.Benefits and DrawbacksBenefitsDrawbacks Users get the same UI

22、experience as that of public folders. For example, users get full calendaring workflows. A large 5 GB quota for the shared mailbox. Legal hold capabilities are available (with specific Exchange Online plans) as well as retention policies to comply with organizational compliance requirements. For ver

23、sions earlier than Outlook 2007, separate Outlook profiles need to be created. Cannot open shared mailboxes in Office 365 if the on-premises mailbox is on Exchange 2003 or 2007.*For hybrid deployments onlyArchiving Email Messages or Discussion ListsScenario DescriptionExchange public folders are oft

24、en used to share project-related email messages or archive discussion contents on specified distribution lists. This is typically done in one of the two ways:1. Email messages that need to be shared are periodically moved, copied, or dropped into a public folder by a project member. This method is t

25、ypically used when only some email messages are relevant for saving or sharing. This is similar to how individuals manage email messages in PST files.2. A distribution list is created and a mail-enabled public folder is added to the distribution list. This method is typically used when all discussio

26、ns pertaining to a project must be captured. Mail enabled public folders have an SMTP address associated with them and receive emails just like a regular mailbox.Note: Mail-enabled lists are not available in SharePoint Online. While SharePoint Online does not allow for mail-enabled document librarie

27、s, third-party cloud services (such as vorApps) can be used. Alternatively, Microsoft SharePoint (for on-premises deployments) does allow configuration of mail-enabled document libraries. Mail-enabled lists in on-premises SharePoint convert message files to .eml format. There are a few things to be

28、aware of related to forwarding emails to mail-enabled lists: Attachments are lost or must be sent to a different list. You may require an Outlook 2007 hotfix to open .eml extension.RecommendationsThere are several ways to configure SharePoint Online or Exchange Online to serve this purpose. Please c

29、onsider each option, as there are benefits and drawbacks for both.Use SharePoint Online OnlyHow to Do This1. Create a document library on a SharePoint Online site collection to house the email messages.2. Open the document library in Windows Explorer and then copy or drag .msg files from Outlook int

30、o the explorer window. Depending on your operating system, you may need to copy them to a local folder first.Benefits and DrawbacksBenefitsDrawbacks When in SharePoint Online, .msg files and their attachments are indexed along with all other documents in SharePoint Online. SharePoint Online can stor

31、e a large number of items per document library, but each page view will have a limit of 2,000 items. While SharePoint Online does not allow for mail-enabled document libraries, client-side operations can be used. The drag-and-drop operations from Outlook to SharePoint are more complicated. * While S

32、harePoint Online does not allow for mail-enabled document libraries, third-party cloud services (such as vorApps) can be used, adding extra cost and complexity. Some email messages have invalid URL characters in their names, and these messages cannot be copied directly to SharePoint without renaming. Difficult to create views in SharePoint with email metadata because metadata is not automatically populated. *