Download - Microsoft Corporation

Geert Baeke

Technology ManagerXylos N.V.

Transitioning from Exchange Public Folders and File Servers to

SharePoint{ A Practical Guide}

Agenda

1. The problem: “I can’t find the document I need!!!”2. Documents in Sharepoint: The Basics3. What’s the story with Exchange Server 2007 Public

Folders?4. Migrating public folders to SharePoint5. Migrating file shares to SharePoint6. Best practices7. Questions?

The problem: “I can’t find the document I need!”

Documents are stored in multiple locationsUser’s mailbox or home drive on the networkExchange public foldersFile sharesWeb applications

No use of metadata: author, topic, keywords, ...There is no central location to go to and find your documentDifferent access mechanisms: SMB, http, MAPI, ...

Use traditional VPN, SSL VPN, web browser, Outlook, ...

Different ways of sharing data with others

Agenda



Documents in SharePoint: The BasicsWhat to choose? WSS or MOSS?

Basic features of document libraries and storage are the same!MOSS includes additional features such as:

A more powerful search facilityOut of box workflows for approval and reviewForms Services includedAudiences and profilesExcel ServicesBusiness Data Catalog

Windows Server 2008WSS 3.0 SP1MOSS 2007 SP1

Documents in SharePoint: The BasicsBuilding blocks of a MOSS farm

Parent Farm Child FarmR

egio

nal S

SP

Local SSPLocal SSP

Web Application

Site Collection

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Site Collection

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Site Collection

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Site Collection

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Web

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Web

Web Application

Site Collection

Web

Web

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Web

Site Collection

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Site Collection

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Site Collection

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Optional

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Optional

Documents in SharePoint: The BasicsFeatures of document libraries

Columns: document metadataText, number, currency, ...Yes/NoLookup

VersioningMajor and/or minor versionsLimit number of versionsWho can see drafts?Require check out

ApprovalViews

Grouping, filtering, sorting, ...

Documents in SharePoint: The BasicsFeatures of document libraries

WorkflowsCan be used as alternative to Exchange-based workflowsMore powerfulDevelop using SharePoint Designer, Visual Studio or third-party tools such as Nintex Workflow 2007MOSS has some out of the box workflows

Incoming E-mailCan be used as alternative to mail-enabled public foldersBeware of the differences!

Documents in SharePoint: The BasicsContent Types

Reusable collection of settings you want to apply to a certain category of contentIt includes the following information:

Metadata or document propertiesWorkflows for this type of contentDocument template

Use it to enable standardizationContent types are defined on the site level and can be used on all lower-level sites

Documents in SharePoint: The BasicsUse of folders in document libraries

When possible do not use folders to organize your content!Issues with a folder structure:

Too many levels of navigationURL length limitsEasier for a user to change metadata than to move the file

On the other hand... beware of the 2000 items limitNot a hard limit but bad effect on performanceYou can use folders to work around this limit

{DEMO}

Agenda

1. The problem: “I can’t find the document I need!!!”2. Documents in Sharepoint: the basics3. What’s the story with Exchange Server 2007 Public


Exchange Server 2007 and Public FoldersSupport

Clear up the confusionPublic Folders still supported until at least 2016!But.... Exchange Server 2007 does not require public folders!

Exchange Server 2007 RTM did not include:GUI public folder managementPublic folder access in Outlook Web Access

Exchange Server 2007 SP1 brings these features back!

Exchange Server 2007 and Public Folders

Exchange Server 2007 does not require Public FoldersPrerequisite: use Outlook 2007!Previous versions of Outlook use public folders for:

Free/busy dataOffline address book (OAB)Forms

Outlook 2007 can use other methodsFree/busy data: Availability Service (web service)Offline address book: web-based distributionForms: use other solutions such as Forms Services (InfoPath)

New installations: Exchange setup will ask if you have older Outlook clients

Exchange Server 2007 and Public FoldersPublic folders vs. SharePoint DocLibs

Capability Public Folders SharePoint

Creation Public Folder Management ConsolePowerShellOutlook clientOutlook Web Access

Web browser to SharePoint site using http/https

Storing content Outlook client Web browser to SharePoint site using http/httpsOffice applicationOpen in Explorer (WebDav)

Security Outlook client Web browser to SharePoint site using http/https

Send mail to... Mail-enabled public folder Mail-enabled document library

Replication Public folder replicas Not available out of the boxThird party solutions are available

Document versioning Not available Available (major/minor versions)

Check in/Check out Not available Available (+ forced check out)Integration with Office

Metadata Not available Content typeColumns (of different types)Office integration

Undelete Available (Outlook client or PFDAVADMIN)

Available (2-level) Recycle Bin

Exchange Server 2007 and Public FoldersAccessing SharePoint and File Share Data

Outlook Web Access RTM: no access to public foldersIt did include a new feature: SharePoint and File Share access using OWA as a proxy

Read-only accessWebReady Document Viewing

{DEMO}

Agenda



Migrating Public Folders to SharePointAnalysis

Analyze your public foldersAre their old or unused public folders?What’s their size?Permissions?

Tools to usePFDAVADMINThird-party tools: Quest MessageStats, Vyapin ARKES

Download PFDAVADMIN from the Microsoft site.

Migrating Public Folders to SharePointMoving data to SharePoint

What are your options?What kind of data in Public Folders?

DocumentsDiscussionsAgenda items, Contacts, ...

Standard Functionality (for documents)Manual uploading using the Upload functionalityDrag and drop using Explorer View

Third-party toolsQuestDocAve... And others!

Migrating Public Folders to SharePoint

What about these public folder features?Mail-enabled public folders Mail-enabled document libraries

Drag and drop e-mails into public folders Several solutions

Moderation Approval

Forms association Use Infopath forms

Offline use Outlook 2007 can be used as the offline client

Rules No direct equivalent

{DEMO}

Agenda



Migrating file shares to SharePointComparing the file share to SharePoint

SharePoint has many advantages compared to file servers

Document types and metadataCheck in/check out and forced check outVersioning with major and minor versionsEasily revert to a different versionUndelete (2 level Recycle Bin)Authorization based on non-AD stores (LDAP and other providers)Filtering/Grouping/Custom Views

Keep the user in mind though! Avoid complexity

Migrating file shares to SharePointIs the file server completely dead? No!

Use SharePoint for dynamic documents, collaboration and structured data

CustomersProjects...

File server should still be used for:Large filesPackage distribution (SMS distribution point)Database storage (.mdb, .pst, .ost, ...)BackupsAudio/VideoDeveloper Source ControlExecutables, scripts, ....

Migrating file shares to SharePointMoving data to SharePoint

ManuallyA lot of workSuited for smaller migrationsUpload, Upload Multiple, Drag and Drop, ...

Build your own solutionOne way to do it is with PowerShell

Use third party toolsQuestDocKit

Think about the metadata!

{DEMO}

Agenda



Best Practices

User acceptance is very important.Design of document libraries and sites should always keep that in mind!

Best PracticesDocument Libraries

Enable only the features you need!Avoid unnecessary metadata: keep time to add a document as low as possible.Make sure metadata is used in views and filters. User acceptance of metadata will grow.Keep usability in mind.Easier to “sell” SharePoint in combination with Office 2007. Office 2003 is an absolute minimum.

Best PracticesSite Design

Use a logical and familiar hierarchy.Similar to folder structure on file servers – or –Similar to the user’s organization or workgroup

Use short and meaningful URLs.Avoid special characters and spaces in the URL.During analysis phase identify types of sites (project, customer, ...) and create a site template.Define who can create a site? IT or the users themselves?Offer something people need

Phone DirectoryPolicies, procedures, processes, ......

Best PracticesFile Server Migration

Optimize the structure of files and folders during the migration

Don’t just copy the data!Keep the hierarchy as flat as possible.

Choose a method that preserves creation date and modification dateMake the benefits clear to the end user

Best PracticesMy Site

Best to implement in a second phase: allow users to get to know SharePoint.Set a usable quotaThink about customizing My Site:

Link to the portalRemove unnecessary web parts

Do your users need offline access?Outlook 2007 provides one-way synchronizationThird-party tools offer extra features (e.g. Colligo)

{Resources}Quest: http://www.quest.comVyapin: http://www.vyapin.comPowerShell script to upload documents: http://pshell.infoColligo: http://www.colligo.com

http://www.quest.com/

http://www.vyapin.com/

http://pshell.info/

http://www.colligo.com/

{Thank You!}

{Questions???}

© 2007 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market

conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

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