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Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
Download - Microsoft Corporation
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  • 1. Geert Baeke Technology Manager Xylos N.V. Transitioning from Exchange Public Folders and File Servers to SharePoint {A Practical Guide}
  • 2. Agenda 1. The problem: “I can’t find the document I need!!!” 2. Documents in Sharepoint: The Basics 3. What’s the story with Exchange Server 2007 Public Folders? 4. Migrating public folders to SharePoint 5. Migrating file shares to SharePoint 6. Best practices 7. Questions?
  • 3. Agenda 1. The problem: “I can’t find the document I need!!!” 2. Documents in Sharepoint: The Basics 3. What’s the story with Exchange Server 2007 Public Folders? 4. Migrating public folders to SharePoint 5. Migrating file shares to SharePoint 6. Best practices 7. Questions?
  • 4. The problem: “I can’t find the document I need!” Documents are stored in multiple locations User’s mailbox or home drive on the network Exchange public folders File shares Web applications No use of metadata: author, topic, keywords, ... There is no central location to go to and find your document Different access mechanisms: SMB, http, MAPI, ... Use traditional VPN, SSL VPN, web browser, Outlook, ... Different ways of sharing data with others
  • 5. Agenda 1. The problem: “I can’t find the document I need!!!” 2. Documents in Sharepoint: The Basics 3. What’s the story with Exchange Server 2007 Public Folders? 4. Migrating public folders to SharePoint 5. Migrating file shares to SharePoint 6. Best practices 7. Questions?
  • 6. Documents in SharePoint: The Basics What 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 facility Out of box workflows for approval and review Forms Services included Audiences and profiles Excel Services Business Data Catalog Windows Server 2008 WSS 3.0 SP1 MOSS 2007 SP1
  • 7. Documents in SharePoint: The Basics Building blocks of a MOSS farm Parent Farm Child Farm RegionalSSP Local SSP Local SSP Web Application Site Collection Web Web Web Web Site Collection Web Web Web Web Site Collection Web Web Web Web Site Collection Web Web Web Web Web Application Site Collection Web Web Web Web Site Collection Web Web Web Web Site Collection Web Web Web Web Site Collection Web Web Web Web Optional Optional Optional
  • 8. Documents in SharePoint: The Basics Features of document libraries Columns: document metadata Text, number, currency, ... Yes/No Lookup Versioning Major and/or minor versions Limit number of versions Who can see drafts? Require check out Approval Views Grouping, filtering, sorting, ...
  • 9. Documents in SharePoint: The Basics Features of document libraries Workflows Can be used as alternative to Exchange-based workflows More powerful Develop using SharePoint Designer, Visual Studio or third-party tools such as Nintex Workflow 2007 MOSS has some out of the box workflows Incoming E-mail Can be used as alternative to mail-enabled public folders Beware of the differences!
  • 10. Documents in SharePoint: The Basics Content Types Reusable collection of settings you want to apply to a certain category of content It includes the following information: Metadata or document properties Workflows for this type of content Document template Use it to enable standardization Content types are defined on the site level and can be used on all lower-level sites
  • 11. Documents in SharePoint: The Basics Use of folders in document libraries When possible do not use folders to organize your content! Issues with a folder structure: Too many levels of navigation URL length limits Easier for a user to change metadata than to move the file On the other hand... beware of the 2000 items limit Not a hard limit but bad effect on performance You can use folders to work around this limit 
  • 12. {DEMO}
  • 13. Agenda 1. The problem: “I can’t find the document I need!!!” 2. Documents in Sharepoint: the basics 3. What’s the story with Exchange Server 2007 Public Folders? 4. Migrating public folders to SharePoint 5. Migrating file shares to SharePoint 6. Best practices 7. Questions?
  • 14. Exchange Server 2007 and Public Folders Support Clear up the confusion Public 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 management Public folder access in Outlook Web Access Exchange Server 2007 SP1 brings these features back!
  • 15. Exchange Server 2007 and Public Folders Exchange Server 2007 does not require Public Folders Prerequisite: use Outlook 2007! Previous versions of Outlook use public folders for: Free/busy data Offline address book (OAB) Forms Outlook 2007 can use other methods Free/busy data: Availability Service (web service) Offline address book: web-based distribution Forms: use other solutions such as Forms Services (InfoPath) New installations: Exchange setup will ask if you have older Outlook clients
  • 16. Exchange Server 2007 and Public Folders Public folders vs. SharePoint DocLibs Capability Public Folders SharePoint Creation Public Folder Management Console PowerShell Outlook client Outlook Web Access Web browser to SharePoint site using http/https Storing content Outlook client Web browser to SharePoint site using http/https Office application Open 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 box Third 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 type Columns (of different types) Office integration Undelete Available (Outlook client or PFDAVADMIN) Available (2-level) Recycle Bin
  • 17. Exchange Server 2007 and Public Folders Accessing SharePoint and File Share Data Outlook Web Access RTM: no access to public folders It did include a new feature: SharePoint and File Share access using OWA as a proxy Read-only access WebReady Document Viewing
  • 18. {DEMO}
  • 19. Agenda 1. The problem: “I can’t find the document I need!!!” 2. Documents in Sharepoint: The Basics 3. What’s the story with Exchange Server 2007 Public Folders? 4. Migrating public folders to SharePoint 5. Migrating file shares to SharePoint 6. Best practices 7. Questions?
  • 20. Migrating Public Folders to SharePoint Analysis Analyze your public folders Are their old or unused public folders? What’s their size? Permissions? Tools to use PFDAVADMIN Third-party tools: Quest MessageStats, Vyapin ARKES Download PFDAVADMIN from the Microsoft site.
  • 21. Migrating Public Folders to SharePoint Moving data to SharePoint What are your options? What kind of data in Public Folders? Documents Discussions Agenda items, Contacts, ... Standard Functionality (for documents) Manual uploading using the Upload functionality Drag and drop using Explorer View Third-party tools Quest DocAve ... And others!
  • 22. 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
  • 23. {DEMO}
  • 24. Agenda 1. The problem: “I can’t find the document I need!!!” 2. Documents in Sharepoint: The Basics 3. What’s the story with Exchange Server 2007 Public Folders? 4. Migrating public folders to SharePoint 5. Migrating file shares to SharePoint 6. Best practices 7. Questions?
  • 25. Migrating file shares to SharePoint Comparing the file share to SharePoint SharePoint has many advantages compared to file servers Document types and metadata Check in/check out and forced check out Versioning with major and minor versions Easily revert to a different version Undelete (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
  • 26. Migrating file shares to SharePoint Is the file server completely dead? No! Use SharePoint for dynamic documents, collaboration and structured data Customers Projects ... File server should still be used for: Large files Package distribution (SMS distribution point) Database storage (.mdb, .pst, .ost, ...) Backups Audio/Video Developer Source Control Executables, scripts, ....
  • 27. Migrating file shares to SharePoint Moving data to SharePoint Manually A lot of work Suited for smaller migrations Upload, Upload Multiple, Drag and Drop, ... Build your own solution One way to do it is with PowerShell Use third party tools Quest DocKit Think about the metadata!
  • 28. {DEMO}
  • 29. Agenda 1. The problem: “I can’t find the document I need!!!” 2. Documents in Sharepoint: The Basics 3. What’s the story with Exchange Server 2007 Public Folders? 4. Migrating public folders to SharePoint 5. Migrating file shares to SharePoint 6. Best practices 7. Questions?
  • 30. Best Practices User acceptance is very important. Design of document libraries and sites should always keep that in mind!
  • 31. Best Practices Document 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.
  • 32. Best Practices Site 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 Directory Policies, procedures, processes, ... ...
  • 33. Best Practices File 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 date Make the benefits clear to the end user
  • 34. Best Practices My Site Best to implement in a second phase: allow users to get to know SharePoint. Set a usable quota Think about customizing My Site: Link to the portal Remove unnecessary web parts Do your users need offline access? Outlook 2007 provides one-way synchronization Third-party tools offer extra features (e.g. Colligo)
  • 35. {Resources} Quest: http://www.quest.com Vyapin: http://www.vyapin.com PowerShell script to upload documents: http://pshell.info Colligo: http://www.colligo.com
  • 36. {Thank You!}
  • 37. {Questions???}
  • 38. © 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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