O365Engage17 - Smart Email Migration Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment
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Semelhante a O365Engage17 - Smart Email Migration Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment
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O365Engage17 - Smart Email Migration Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment
- 1. 1 Slide 1 Smart Email Migration Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment
- 2. 2 Slide 2 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 WhoAmI • Office 365 MVP @alanmbyrne • Previously CEO of Cogmotive • VP of Product for Quadrotech alan.byrne@quadrotech-it.com
- 3. 3 Slide 3 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 What’s a PST? • A database file that stores email items (Messages, Calendar appointments, tasks etc) • 20 year old file format (With some small improvements over time) • Made popular by Outlook 97 • Allowed people to work with email offline
- 4. 4 Slide 4 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Old vs New PST file formats ANSI Format • Outlook 97-2002 • 2GB file size limit • Often corrupted Unicode Format • Outlook 2003 and beyond • 20GB limit initially, 50GB after Exchange 2010 • Less likely to be corrupted
- 5. 5 Slide 5 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 50 MB Limit Per Person! Why are there PSTs? My Mailbox Fast, Expensive Storage PST file My Desktop PC My Home Drive PST file PST file PST file PST file
- 6. 6 Slide 6 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Outlook AutoArchive • Dumping email to PST was so popular, that Microsoft automated it • Available in Outlook 2000 and beyond
- 7. 7 Slide 7 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Why are PSTs a problem? PST file PST file PST file PST file PST file PST file PST file PST file PST file PST file PST file PST file Exchange Server PST filePST filePST file
- 8. 8 Slide 8 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 PSTs became the defacto way to move emails • eDiscovery tools export to PST • Tools like ExMerge supported PSTs • 3rd Party Archive systems supported PSTs • “Leaver” mailboxes were stored on network shares as PSTs • When you formatted a workstation, you often backed up old emails in PSTs on USB disks
- 9. 9 Slide 9 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 PST Files The “Tupperware” of the email world. You have no idea: - What is in it? - When it was put there? - Who owns it? - Is it still good, or has gotten corrupted? (and will make me vomit)
- 10. 10 Slide 10 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Risks of PSTs • Security • Compliance • Resilience
- 11. 11 Slide 11 Follow us: #O365ENGAGE17 We don’t need PSTs anymore!
- 12. 12 Slide 12 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Modern Email Systems (Office 365) • 100GB Mailbox by default for E3 and above • OST files for Offline access • Online Archive for “excess mail” • Access email on multiple devices per person
- 13. 13 Slide 13 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Options • Ignore them • Delete them • Lock them as read-only • Move the data somewhere more appropriate
- 14. 14 Slide 14 Follow us: #O365ENGAGE17 Steps to a successful PST elimination project
- 15. 15 Slide 15 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Getting Internal Support • Understand the legal and regulatory requirements • Involve HR to help decide what happens with Leaver PSTs • Get budget, start a formal project • Involve Internal Communication Team to educate users Stakeholders IT Senior Management Security & Compliance HR
- 16. 16 Slide 16 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Find all the PST files • File can be anywhere: • Network • Local disks • Removable media • Custom Scripting • Microsoft Tools • 3rd party tools • Don’t forget .OLM files
- 17. 17 Slide 17 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Access the PSTs • Outlook is usually open 24/7, even when a PC is locked • PCs need to be online whilst you’re moving data off • Passwords need to be removed • Files need to be in a healthy state
- 18. 18 Slide 18 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Move the PSTs • Move the PSTs to a central store for processing • Disconnect the PST from Outlook first, or your helpdesk will get flooded • Prevent new PSTs • Set the DisablePST Outlook Registry key • Use a GPO
- 19. 19 Slide 19 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Identify Ownership • NTUser account isn’t accurate • 3rd Party tools look inside the PST at: • Most common sender • Most common recipient • Other metadata in messages
- 20. 20 Slide 20 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Import Data to Office 365 • Ship a Bitlocker encrypted disk full of PSTs to Microsoft • Upload files in the Security and Compliance center • Don’t use Outlook to Import PSTs
- 21. 21 Slide 21 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Communication and Training • Explain to users how to access their legacy data
- 22. 22 Slide 22 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Cleanup • Backup the PSTs somewhere safe in case you missed something • 30 days later, burn the backup in a fire PST file PST filePST file PST file PST file PST filePST file PST file
- 23. 23 Slide 23 Follow us: #O365ENGAGE17 Tools to help you
- 24. 24 Slide 24 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Microsoft PST Capture Tool • PST Capture Central Service • PST Capture Agent • PST Capture Console
- 25. 25 Slide 25 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Microsoft PST Collection Tool • Finds PSTs in the network • Disable PST Creation and Lock existing PST files • Copy PSTs to a central location • Import PSTs to Office 365 • Delete existing PST files
- 26. 26 Slide 26 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Quadrotech’s PST FlightDeck Discover Centralize Process Migrate Cleanup
- 27. 27 Slide 27 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 What makes PST FlightDeck Different? • 8 Factor ownership scanning • Dual Stream Technology – Migrate Open Files • Item level deduplication • Password Removal • Extensive, and automated, corruption handling • User communication engine • Bandwidth control • AIP ingestion into Office 365 • Mac client (olm file processing)
- 28. 28 Slide 28 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Want to know more? Go get the free PST Eradication eBook! www.quadrotech-it.com/pstbook/ Or Google “PST eBook”
- 29. 29 Slide 29 Follow us: #O365ENGAGE17 Public Folders Vasil Michev – vasil.michev@quadrotech-it.com
- 30. 30 Slide 30 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 What are Public Folders? • A repository for different information types • Organize content in a deep hierarchy (“Public Folder Tree”) • All users will see the full hierarchy in Outlook • Appear as folders in Outlook and OWA to store items (e.g., mail, calendars, tasks, journals, etc.) • Support every Outlook and OWA version* • Creation and access permissions can be managed in Outlook by end user • Can be made available offline
- 31. 31 Slide 31 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Common issues with Public Folders • Public Folder hierarchy was designed many years ago and is now outdated • Uncontrolled growth of Public Folders and Public Folder content • In some organizations – over 1m PFs and over 20TB of data! • No way to track usage and provide analysis • Who is accessing Public Folders? • What are they used for? • Are they even used at all? • No lifecycle management in place to automatically remove never used or obsolete public folders • Users use PFs to dump data and free up space in their mailboxes • Public Folder replication caused mail storms in the past • Compliance and data governance
- 32. 32 Slide 32 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 What are Modern Public Folders? Modern Public Folders were introduced with Exchange 2013: • Available in Exchange 2013/2016 and Exchange Online only • No change to end user experience • Public Folder databases replaced by mailboxes • Public Folder mailboxes are stored in regular mailbox databases • Each public folder mailbox includes the complete public folder hierarchy • Single writable copy of the hierarchy • The only issue Modern PF solve are replication and compliance*
- 33. 33 Slide 33 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Legacy vs. Modern Public Folders • xx Legacy Public Folders Modern Public Folders Content storage Public Folder database Public Folder mailbox Public Folder content replication Can be replicated between databases No replication High availability PF replication DAG PF Hierarchy storage One per PF database, multi-master Per PF mailbox, one master only PF Hierarchy synchronization Based on email Direct mailbox sync Search Items only Items and attachments (full-text) Public Folder Client permissions Access Control Lists (ACLs) Access Control Lists (ACLs) Admin Platform PF Management Console + EMS EAC + EMS
- 34. 34 Slide 34 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Exchange Online Public Folders • Public Folder storage at no additional cost! • 50 TB (1000 PF mailboxes with 50 GB quota each) • Microsoft manages Public Folder mailboxes • Customers migrate to service or create the first Public Folder mailbox • Microsoft manages storage from there on • Cross-premise access • Exchange Online users can access on-premises Public Folders • Exchange 2013/2016 on-premises users can access Public Folders in Exchange Online • Tenant admin can do folder management in EAC
- 35. 35 Slide 35 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 What’s new for Public Folders in 2017? • Public Folder mailbox limit increased to 1000 • Outlook for Mac – Supported Topologies • Modern Public Folders (2013/16) to Office 365 migration • Modern Public Folders to Office 365 groups migration (planned) • Max total public folder count of 1,000,000 (planned) • No new functionality introduced in over 10 years now!
- 36. 36 Slide 36 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Modern PFs usage and administration • Outlook • Folder view and Favorites • Create and manage PFs (self-service) • Search is only possible for single PF • Limited support (now) available in OWA • Public Folder picker and Favorites • No access on a mobile • Some third party tools • Administer via the EAC • PowerShell • Reporting
- 37. 37 Slide 37 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Uses for Public folders nowadays • Shared Calendars • Shared Contacts • Electronic bulletin board (Post discussions) • Org Forms library/Shared Forms • Move messages from mailboxes to public folders so they are stored together with a project, offer or purchase order • Shared Public Folder for inbound e-mail messages (e.g., call center for a team) • Task lists for teams
- 38. 38 Slide 38 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Public Folder alternatives • Office 365 Groups/Teams • Shared mailboxes • SharePoint/ODFB • Legacy to Modern PF migration • Export content to PST • Yammer • Other products
- 39. 39 Slide 39 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Public Folder alternatives – things to consider • Feature parity • Scalability • User experience and Client access • Search experience and discoverability • Customizability/extensibility • Management/permissions/self-service • Compliance and data governance • “Social features” and analytics
- 40. 40 Slide 40 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Public Folder alternatives comparison SharePoint Office 365 Groups Planner/Teams Shared Mailbox Room Mailbox Modern Public folders Other solutions Shared Calendar Poor Outlook integration Best for smaller teams or projects Room mailbox for advanced processing Best for large teams or entire organization Project Online Shared Contacts Best for smaller teams Exchange address lists Central email repository No support for (sub)folders, rules, views, etc. Doesn’t scale well Shared documents Best for large scale Best for small teams or projects DL archival Bulletin boards Yammer Moderated boards or lists Exchange DLs Forms and workflows Limited functionality Limited functionality Microsoft Flow PowerApps
- 41. 41 Slide 41 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Public Folders migration • Legacy to Modern • Legacy to Office 365 • Modern to Office 365 • Modern to Groups (under development by Microsoft) • Any to anything (PublicFolderShuttle, other 3rd party tools) • Analyze before migration • Report on permissions/nesting/sizes/usage • Clean up after analysis
- 42. 42 Slide 42 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Public Folders analysis and reporting • EAC • PowerShell • EWS-based reporting • Cogmotive reports • QUADROtech PublicFolderShuttle • Other 3rd party tools
- 43. 43 Slide 43 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 QUADROtech’s PublicFolderShuttle • Public Folder analysis and usage reports in a detailed way • Both Legacy and Modern Public folders • For free! • Provide a project-oriented approach to work on Public Folder migrations – not an all-or-nothing approach • Decide on a per folder or per folder structure basis, what target to move to • Modern Public folders • Shared mailboxes • Office 365 Groups • Export to PSTs • Test Public Folder usage by “hiding” Public Folder structures/trees and be able to immediately “unhide” it again
- 44. 44 Slide 44 Smart Email Migration: Knowing What’s Lurking in the ‘Dark Corners’ of Your Environment | Alan Byrne & Vasil Michev | 21st June 2017 13:15 Follow us: #O365ENGAGE17 Want to know more? Sign up for the free Public folders migration eBook! • Evaluate PF usage • Decide on migration targets • Compare migration products • Independent reviews by fellow MVPs http://www.quadrotech-it.com/pfbook/ Or google “Public folders eBook”