The University of Texas at Austin

Office 365

Public folder migration process for TSC or End User for Windows

This process is designed for use by the end user. The process outlined here is the one TSCs and end users will use to migrate their public folders and content over to Exchange Online. The procedure should be completed after the TSC or end-user’s AEMS mailbox is migrated.

Communication to ITS Staff

The first step is to create a guest EID and then notify the ITS Office 365 migration team via a footprints ticket or direct email from the TSC. This email can be sent to office365-admins@utlists.utexas.edu. This email must contain the guest EID and the EID of the user requesting access to the public folders on behalf of the department. ITS will perform three tasks:

  1. Create a new top level public folder in Office 365. This folder will give the requestor full access to copy any content required.
  2. Apply full access permissions to the on premise public folders. This will allow the requestor to view all public folder is their tree.
  3. Create an AEMS mailbox (using the guest EID) for on premise (AEMS) access. This account will be added to the Outlook profile of the requestor so that it can access public folders in both locations at once.

Access Provisioning and Discovery

After the request is submitted, ITS will provide full access to all public folders for the user requesting access. Once this is done, The following will need to be done:

TSC or end user must add the guest account to their outlook profile. To add this account to Outlook follow this procedure:

  1. Open the control panel and click on the mail icon:

  2. Click the email accounts button in the mail setup window.

  3. One the Account Settings screen, click new to add the new account:

  4. Fill in the account information provided by ITS and click next. In this example, Jonny Lang is the guest EID created for use with the public folder migration, as seen in the following screenshot:

  5. Autodiscover should pull the account information and you will see the screen below. This process may take a few minutes if you are not on the campus network or are on a non-domain joined PC.

  6. Once this process has finished, click finish and re-open Outlook. You will see two mailboxes on the left navigation and two sets of public folders.

Next, create folder tree and copy content. Once Outlook is opened, it may take a few minutes for the public folders to appear on the left navigation for the new user. Once it does, expand public folders tied to the Office 365 account. This will be the TSC’s or requestor’s account that has already been migrated. In our example, it is Jimi Hendrix.

  1. Browse to UT-Departments for the Office 365 user. The root public folder for your department should be visible. Our example is using the ITS root public folder.

  2. TSC or end user must review content and make a list of all public folders that will be required. This is done by expanding the public folders on the left navigation for the new guest account (its.jonny.lang in our example) and making a note of which folders are required. Calendars are also considered folders in our example.

    In our case, we are going to save the contents of the scheduling folder including the Gig Calendar. Additionally, in our example the scheduling folder is mail-enabled.

Data Copy Procedure

Once the discovery has been done, we can proceed to the data copy steps below.

  1. Re-create folders in the Office 365 public folder tree for all folders you desire to keep. This is required to be done for each folder and subfolder individually. Right click the top level folder and re-create the scheduling folder in Office 365. Once it is created, right click the scheduling folder and re-create the gig calendar.

    Make sure to specify the Folder Contains as shown so that the folder can support the correct content types.

    Note: Our Example is a mail-enabled public folder. To maintain email functionality in the folder, a ticket must be submitted and the team will add the appropriate configuration for you.

  2. Copy content of the folder between sites. For the contents of the scheduling folder, this is straight forward. Select the items and copy/paste. This can be done with Ctrl+C/Ctrl+V or drag and drop.
    Make sure when copying, note the following:
    a. When dragging and dropping, make sure to copy the content and not move.
    b. Some content may take some time to transfer.
    c. Recurring calendar items copied may need to be reset for recurrence.
    d. Calendar items will need to be copied in list view. To enable list view, click the change view button and click list.

    This will cause the calendar events to be displayed in this manner:

    Now they can be copied and pasted into the newly created Office 365 public folder.

Permissions Reset Procedure

Once the data has been copied. Permissions to the data will need to be reapplied. Use the on premise public folder as a guide for this.
1. Locate permissions from the on premise public folder. This is done by right clicking the folder, going to properties and selecting the permissions tab. Ignore service accounts.
2. Re-apply permissions on new Office 365 Folder. Re-apply the permissions to the newly created Office 365 folder by right clicking on the new public folder, going to properties and the permissions tab.
3. Special Permissions: Pay special attention to permissions levels selected for the Anonymous and Default users as they may grant access to persons not explicitly listed. In addition, some permissions (such as for Austin Backup Services, et. Al) should not be re-applied.

In our Example, user Billy Gibbons had “Publishing Editor” permissions to this calendar. That must be reapplied once the content is moved.

Use the Add button to select Billy Gibbons. Highlight his name and click the add button. This will populate the field. Then click OK.

Once Billy Gibbons is selected, make sure to select his name from the screen and use the Permission Level drop down menu to assign Publishing Editor. When done, click Apply, then OK.

Last updated July 12, 2013 @ 12:59 pm

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