The University of Texas at Austin

Office 365

Public folder migration process for TSC or End User for Mac

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 in 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 an Outlook for Mac profile. To add this account to Outlook, follow this procedure:

  1. Open Outlook, and click Outlook from the toolbar, then Preferences.
  2. Select Accounts.
  3. In Accounts window, click the + icon in the bottom left, and select Exchange.
  4. Enter in the guest EID information to configure the account. Make sure configure automatically is selected, and click Add Account.
  5. The newly added account will now appear in the navigation pane, and is usually called Utexas by default.
  6. Next, created the folders to be migrated in the Office 365 Public Folders location. Click Tools, then Public Folders to bring up the Public Folder list. Make sure that the Office 365 account is highlighted when doing this. Click Create Folder and select the type of folder to be created (mail, calendar, etc.).
  7. Once the folder has been created, please subscribe to both the new folder and the old one. Highlight the folder/calendar you want to migrate from/to and click Subscribe. This will need to be done this for both accounts in the same folder.
  8. Go back to the navigation pane under Public Folders for each account and make sure it appears in both places. To view the calendar, check the box for the item to view. In the case below, I am working on a calendar called GCG.
  9. Unfortunately, there is no way to copy the items over from one folder to another – they must be moved meaning. Therefore, after proceeding beyond this step the items will be gone from the old folder and will not be accessible to anyone who has not been migrated. Select the old Public Folder that will be migrated with a checkbox (leave the new one unchecked for now). Then, put the items in list view by selecting View from the menu bar, and checking List.
  10. Select all of the items in the list (command+a) and drag them over to the new location in the Office 365 Public Folder (the unchecked folder). Give this some time, as it may take a few minutes to move everything over depending on how much data is in the folder you are copying.

Permissions Reset Procedure

  1. Once the copy is completed, reset permissions on each folder individually. Check the permissions on the old folder and take notes so that these same permissions can be replicated on on the new folder. To view permissions, right click on the old folder and select Sharing Permissions.
  2. After verifying the permissions on the old folder, open up permissions on the new folder. Click Add User, type in the name of the user whose permissions are to be added (usually lastname, firstname) and click Find. Select OK when the user is found. That user will be added to the list with no permissions be default. From there, set the permissions as they were

Last updated July 9, 2013 @ 9:00 am

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