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Modern Public Folders

Modern Public Folders Overview and how to migrate your Public Folders to Exchange Online in Office 365 by Microsoft Exchange MVP Peter Schmidt.

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Modern Public Folders

  1. 1. Peter Schmidt
  2. 2. Oslo, Norway @petsch Solution Architect EG A/S 15+ years of Exchange experience CoLabora.DK Speaker 8 x MVP MCM: Exchange Speaker
  3. 3. Thank you to the exhibitors! Make sure to visit the booths
  4. 4. •Architecture •Migration •Migration Process •Best Practices •Summary Agenda
  5. 5. • Why • Public Folders in Office 365 • High Availability • Multi-Master Replication Simplified – now single-master • User Perspective • No change - same as with legacy public folders • Admin Perspetive • Public Folders databases replaced by Public Folder mailboxes • Each Public Folder mailbox includes the complete public folder hierarchy • Multi-master replication is replaced by single-master replication of folder hierarchy • Public Folder mailboxes are stored in regular mailbox databases • Use DAGs for high availability and data redundancy • Cannot coexist with legacy Public Folders The change of Architecture
  6. 6. • Mailboxes • Each individual public folder mailbox provides folder hierarchy and storage space for folder content • To end users public folders appear as one hierarchy, with content readily available in every folder Storage Model Folder a Folder b Folder c Folder d Folder e Folder a Folder b Folder c Folder d Folder e Folder a Folder b Folder c Folder d Folder e Folder a Folder b Folder c Folder d Folder e
  7. 7. • Folder Hierarchy • Multiple-replicas, single-master model: • primary mailbox: the only mailbox that has writable copy of the hierarchy • secondary mailboxes: mailboxes that have read-only copy of the hierarchy • periodic synchronization service keeps hierarchy of secondary mailboxes in sync with primary Storage Model Folder a Folder b Folder c Folder d Folder e Folder a Folder b Folder c Folder d Folder e Folder a Folder b Folder c Folder d Folder e
  8. 8. • Mailboxes • To administrators, increasing capacity is just a matter of adding more mailboxes Storage Model …
  9. 9. • Dumpster Folder • Every content folder has its dumpster, where deleted items are retained for some time before they are purged from the mailbox • Deletion of content item is really a move from a folder to its dumpster • Both content folder and its dumpster always hosted in pairs in the same mailbox • Content folder and its dumpster are linked to each other, link cannot be undone • When folder is removed from the hierarchy, its dumpster is automatically removed Storage Model
  10. 10. • Read operations in the folder hierarchy • Read operations: • Enumerate child folders of parent folder • Read properties of a folder • Read permissions of a folder • Flow: 1. Client connects to its default PF mailbox 2. Requests read operation 3. Read operation is executed directly in that PF mailbox and result is returned to client Dataflow Folder a Folder b Folder c Folder d Folder e Folder a Folder b Folder c Folder d Folder e Folder a Folder b Folder c Folder d Folder e 1 2 3
  11. 11. 3 4 Folder a Folder b Folder c Folder d Folder e Folder a Folder b Folder c Folder d Folder e Folder a Folder b Folder c Folder d Folder e • Write operations in the folder hierarchy • Write operations: • Create or delete folder • Update permissions of a folder • Change display name of a folder • Flow: 1. Client connects to its default PF mailbox 2. Requests write operation 3. Write operation is proxied to the primary PF mailbox to executed there 4. Folder properties and permissions are synchronized to the secondary PF mailbox 5. Operation result is returned to client Dataflow 1 2 5
  12. 12. Folder a Folder b Folder c Folder d Folder e Folder a Folder b Folder c Folder d Folder e Folder a Folder b Folder c Folder d Folder e • Read and Write operations in the folder content • Write operations: • Create new item • Update rules • Delete item • Flow: 1. Client connects to its default PF mailbox 2. Request mailbox location of the content folder 3. Response with the mailbox location 4. Client connects to the content PF mailbox 5. Client request read or write operation in folder 6. Response to the read or write operation Dataflow 1 2 3 4 6 5
  13. 13. • Content & Dumpster Access • Dumpster folder is not directly exposed to clients • Table view on folder content is routed to content folder. • Table view on deleted content is routed to dumpster folder. • Permissions are enforced from the content folder Dataflow
  14. 14. • Hierarchy Synchronization • Which components are involved: • PublicFolderSynchronizer servicelet within MSExchangeHost responsible to execute synchronization • MRS Proxy Service provides access to the primary mailbox remotely • MOMT, EWS, OWA provide hint when clients are connect to PublicFolderSynchronizer • When each secondary mailbox synchronizes: • Every 15 minutes if at least 1 client connected to it as default public folder mailbox • Every 24 hours regardless of client connections Dataflow MRS MRS Proxy Service Host PublicFolder Synchronizer MOMT EWS OWA PF Hierarchy Sync Starter PF Hierarchy Sync Starter PF Hierarchy Sync Starter
  15. 15. Supported versions Clients - Outlook 2013, 2010, 2007 - OWA2013 (RTM CU1 or later) Exchange Server - E2013 users can access E2013 / E2010 / E2007 Public Folders - E2007/E2010 users cannot access E2013 Public Folders Migration support - Cutover migration from Exchange 2007 and 2010 - Same on-premises and cross-premise
  16. 16. Legacy Public Folders Modern Public Folders Content storage Public Folder database Public Folder mailbox Public Folder content replication Can be replicated between databases Replication is not possible 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 e-mail Direct mailbox sync Search Items only Items and attachments (full-text) Public Folder permission management Access Control Lists (ACLs) Role-based Access Control (RBAC) Public Folder Client permissions Access Control Lists (ACLs) Access Control Lists (ACLs) Admin Platform PF Management Console + EMS EAC + EMS Outlook client support Any Outlook version Outlook 2007 - 2013 OWA support OWA 2007, OWA 2010 OWA 2013 Exchange Server support Exchange 2010 or earlier Exchange 2013 Comparing Legacy vs. Modern Public Folders
  17. 17. Scale roadmap – Office 365 Public Folders 10K folders 100K folders 100 mailboxes 100 mailboxes Continue increasing folder, mailbox and connection counts 2000 connections 2000 connections Where we were Where we are Where we will be
  18. 18. Scale roadmap – On premises Public Folders 10K folders CU6: 100,000 CU7: 250,000 CU8: 1 Million 100 mailboxes 100 mailboxes Continue increasing mailbox & connection counts 2000 connections 2000 connections Where we were Where we are Where we will be
  19. 19. Create a mailbox in a DAG • New-Mailbox -PublicFolder Users create folders and messages • Users and user access grows • Create more PF mailbox(s) • PF hierarchy is copied automatically Users create more folders and messages • PF mailbox reaches quota: Split it! • Script: Split-PublicFolderMailbox.ps1 Deploying Modern Public Folders
  20. 20. • Public Folder space is provided at no additional cost!  5 TB (100 PF mailboxes)  One single Public Folder Mailbox can be as large as 50 GB • Microsoft manages PF mailboxes  When PF mailbox quota is reached, or active hierarchy connection count is exceeded, Exchange will create another PF mailbox, and move PF content  Auto-split process is not available in Exchange 2013 on-premise • Hybrid  Exchange Online users can still access on-premise Public Folders  Exchange 2013 on-premises users can access Public Folders in Exchange Online Exchange Online Public Folders
  21. 21. • When PF mailbox warning quota (50 GB) is exceeded, auto-split does the following: 1. Creates a new PF mailbox (if needed) 2. Moves half of the PF content to new PF mailbox • When active hierarchy connection count (2,000 connections) for a PF mailbox is exceeded: 1. Creates a new PF mailbox 2. Equally distribute client connections among all PF mailboxes What is Auto-split (Exchange Online only)
  22. 22. • Public Folder mailboxes are part of mailbox databases that can belong to a DAG • Provide single item recovery functionality • PF mailboxes provide the following recovery options • Deleted public folder restore • Deleted public folder mailbox restore • Public folder mailbox restore from a recovery database Backup and Restore Considerations
  23. 23. • First to remember • No coexistence! Either the public folders are legacy or modern. The migration is a cutover migration! • Before considering a PF migration, all mailboxes must be on Exchange 2013 and/or Exchange Online • Public folder migrations are PowerShell based, the is no GUI! • Migrations to Exchange 2013 (on-premises) • Support for Exchange 2007 and 2010 Public Folders • Migrations to Exchange Online • Support for Exchange 2007, 2010 and 2013 Public Folders • No Exchange Hybrid Deployment required • Public Folders are migrated using Outlook Anywhere, thus OA must be available from Internet Migrate to Modern Public Folders
  24. 24. • Make sure you run Exchange 2013 CU7, Exchange 2010 SP3 RU8 or 2007 SP RU15 • Make sure replication between legacy public folder databases is healthy • All Public Folders must cut-over together • There will be a short PF downtime while the migration is finalized • You can choose to switch some users first for validation • Once migration completes, everyone switches at the same time • Roll-back is possible Migration requirements
  25. 25. • Configure routing to Exchange Online for mail-enabled Public Folders • Export + Import Scripts for mail-enabled folders • Run New-PublicFolderMigrationRequest with the following additional parameters: • - OutlookAnywhereHostname: OA external host name • - RemoteCredential: Public Folder Admin with access to all folders • - RemoteMailboxLegacyDN: LegacyExchangeDN of PF Admin • - RemoteMailboxServerLegacyDN: FQDN of Public Folder server • - Authentication: Basic or NTLM, depending on your OA authentication What’s different when migrating to Exchange Online?
  26. 26. • Overview • Migration is the process to import complete folder hierarchy and content from public folder databases in Exchange 2010 and 2007, into public folder mailboxes in Exchange 2013 or Exchange Online. • Serial Migration • Original design where single job in MRS is responsible for connecting to public folder databases and reading the data, and connecting to all public folder mailboxes to write the data. Each folder is processed sequentially and total duration of the job is directly proportional to the size of the hierarchy and amount of data to migrate. • Batch Migration • Improved design for migration where there is one job in MRS for each public folder mailbox. Each job connects to public folder database to read the data specific to its target mailbox. Jobs run in parallel, up to maximum of 100 jobs, and duration of the job is proportional to the largest public folder mailbox. Migration
  27. 27. Office 365On-premises Sales Research HR IT Server 2 Research Mailbox 2 Server 3 HR IT Mailbox 3 PF DB E2010 CAS PF DB Server 1 MRS Sales Research HR IT Primary mailbox 1 2 3 Serial migration
  28. 28. Office 365 Server 2 Sales … Server 3 Research On-premises Sales Research HR IT PF DB E2010 CAS PF DB Batch migration MRS Mailbox 2 Server 4 HR IT MRS Mailbox 3 MRS Primary mailbox Server 1 Service Host Migration mailbox
  29. 29. PF Migration Process MailboxReplicationService PFDB1PFDB2PFDB3 1. Prepare & Analyze 2. Create public folder mailbox(s) 3. Begin migration 4. Finalize Migration Request 5. Finalize PF migration
  30. 30. • Use batch migration, not serial (New-MigrationBatch) • Batch migration is not only faster, but also more robust • Sync mail-enabled public folders • Always use the latest scripts from TechNet. • Sync email-enable public folders just before starting migration • Sync after a public folder is mail enabled • Sync before finalizing migration • Ensure that source replicas are in sync • It is best to have single replicas, but if that is not possible due business needs, ensure each replica is fully sync. If you have public folders with multiple replicas, always verify those folders have been migrated properly after finalization completes. • Finalization • You are going to block user access to public folder databases during finalization, so take advantage of network capacity available on source and use max out concurrency on MRS jobs. Migration best practices
  31. 31. • Prepare • Cleanup any Public Folder that includes a Backslash (“”) in the name • Cleanup any Public Folder that is larger than 25 GB (recommendation) • Download Microsoft Exchange 2013 Public Folder Migration Scripts • • Analyze (optional) • Get-PublicFolder -Recurse –Resultsize unlimited | Export-CSV C:PFMigrationPFStructure.csv • Get-PublicFolder -Recurse | Get-PublicFolderStatistics | Export-CSV C:PFMigrationPFStatistics.csv • Get-PublicFolder -GetChildren | Get-PublicFolderClientPermission | Select-Object Identity,User -ExpandProperty AccessRights | Export-CSV C:PFMigrationPFPerms.csv Step 1: Prepare & Analyze (1/2)
  32. 32. • Run Public Folder Migration Scripts 1. Export-PublicFolderStatistics.ps1 <map.csv> <Public Folder server> 2. PublicFolderToMailboxMapGenerator.ps1 <maxPFmbxsize> <map.csv> <PFtoMbx.csv> 3. Output example: Step 1: Prepare & Analyze (2/2)
  33. 33. • Create required Public Folder mailboxes • Amount of mailboxes is defined in PFtoMBX matching file • First public folder mailbox must be in HoldForMigration mode • Create at least one public folder mailbox per 2.000 mailbox users • CMDlets to create PF mailboxes: • First: • New-Mailbox -PublicFolder “Mailbox1” -HoldForMigration:$true - IsExcludedFromServingHiearchy:$true • All others: • New-Mailbox -PublicFolder “MailboxXX” -IsExcludedFromServingHiearchy:$true • Configure Quotas on PF mailboxes • On-premises: 2 GB default, 25 GB recommended, 100 GB maximum • Online: 50 GB configured / maximum Step 2: Create public folder mailboxes
  34. 34. • Create PF migration request(s) • New-MigrationBatch -Name PFMigration -SourcePublicFolderDatabase (Get-PublicFolderDatabase -Server <Source server name>) -CSVData (Get-Content <Folder to mailbox map path> -Encoding Byte) - NotificationEmails <email addresses for migration notifications> • Start-MigrationBatch PublicFolderMigration • Verify PF migration request • Batch: Get-MigrationBatch • Serialized: Get-PublicFolderMigrationRequest | Get- PublicFolderMigrationRequestStatistics -IncludeReport | fl • Verify that Migration Request will stop by 95% • Regularly run the following cmdlet: • Resume-PublicFolderMigrationRequest PublicFolderMigration Step 3: Begin migration
  35. 35. • Lock out users from legacy Public Folders: • Set-OrganizationConfig -PublicFoldersLockedForMigration:$true • (Legacy Public Folders will be locked – wait until replicated to all databases!) • Complete PF Migration Request and restart sync: • Set-PublicFolderMigrationRequest PublicFolderMigration -PreventCompletion:$false • Resume-PublicFolderMigrationRequest PublicFolderMigration • Get-PublicFolderMigrationRequestStatistics PublicFolderMigration –IncludeReport |fl • Resume-PublicFolderMigrationRequest - until request is 100% completed! • Batch: Complete-MigrationBatch Step 4: Finalize Migration Request
  36. 36. • Verify Modern Public Folders • Set-Mailbox <Mailbox> –DefaultPublicFolderMailbox Mailbox1 • Use Outlook or OWA to verify Public Folders • Allow general Access to Modern Public Folders • Get-Mailbox -PublicFolder | Set-Mailbox -PublicFolder -IsExcludedFromServingHierarchy $false • Run on legacy server: • Set-OrganizationConfig -PublicFolderMigrationComplete:$true • (Allows e-mail delivery to Modern Public Folders) • Remove Legacy Public Folder Databases • Don’t remove them too quickly, otherwise you cannot roll-back anymore! Step 5: Finalize Public Folder migration
  37. 37. • Run on Exchange server (on-prem): • Set-OrganizationConfig –PublicFoldersLockedForMigration:$false • Set-OrganizationConfig –PublicFolderMigrationComplete:$false • (Restart Microsoft Exchange Information Store service to speed up access) • Remove Public Folder Mailboxes (option) • Key consideration • May loose new content when users already were working in Modern Public Folders Roll-back to legacy Public Folders
  38. 38. • Issue • No hierarchical information is available in Exchange • Solution • Export Public Folder hierarchy to a .CSV file • Use Microsoft Excel, create a PIVOT table • Investigate Public Folder structure (Owner, usage, etc) How to analyze a large PF structure?
  39. 39. • How are Public folders are used: • Mails are moved from mailboxes to public folders, stored together with a project • Central storage of shared calendars or contact lists (seldom) • Possible alternatives identified • Reduce Public Folder replicas when folder is “old” • Move non-needed Public Folders to PST and store them on cheaper storage • Move public folders to a functional mailbox • Move public folders to Sharepoint Public Folder Analysis
  40. 40. • Do you want to migrate your Public Folders at all? • How many Public Folder mailboxes do you need? Remember, minimum one mailbox per 2,000 users • Where do you place the Public Folder mailboxes? Place the primary PF mailbox to a database that is member of a DAG! Planning
  41. 41. • Start cleanup of existing Public Folders and introduce alternatives • Reduce PF replicas where possible • Start to migrate all mailboxes to Exchange 2013 first, your Public Folders stay where they are today • Start Public Folder migration sync(s) • When all Mailboxes are migrated, define a weekend or more to lock-down the existing Public Folder structure • Do a final delta-sync • Switch PF structure to Modern Public Folders How to migrate a large PF structure?
  42. 42. •Working towards a shared outcome/purpose •Working together on shared deliverables •Need to get all the tools we need to be successful Working together as a team •Team appears as virtual identity (e.g., •Working on shared queue of incoming requests •Answering as the virtual identity, not the individual Working on behalf of a virtual entity •History of public conversations •Accessible to everyone •Can include mails, notes, calendars, tasks, contacts,… •Discoverable/searchable for everyone Public, unobtrusive conversations Site Mailboxes Public Folders Shared Mailboxes When should you use Public Folders?
  43. 43. • Planning is important • Clean up you existing Public Folders • Migrate ALL users mailboxes • Work with the PowerShell scripts (get an overview) • Migrate • Remove old Public Folder databases • OR USE THIRD PARTY SOFTWARE (MigrationWiz / SkyKick etc…) Summary
  44. 44. • Connect with Peter Schmidt • Twitter: @petsch • Blog: • Mail: • Exchange Migration scripts and articles • Microsoft Exchange 2013 Public Folder Migration Scripts • ( • Migrate Public Folders to Exchange 2013 From Previous Versions • ( ) • Migrate Legacy Public Folders to Exchange Online • ( ) • Configure Legacy On-Premises Public Folders for a Hybrid Deployment • ( ) Links to remember…
  45. 45. • Exchange 2013 Public Folders Directory Sync Support Scripts: us/download/details.aspx?id=38408 • Exchange 2013 Public Folders Migration Scripts: us/download/details.aspx?id=38407 Scripts
  46. 46. QUESTIONS