BitTitan SDK: Color code your MigrationWiz project users

The BitTitan SDK is a key feature for all Enterprise migration projects. Some tasks, in large migration projects, are better being automated. It will save you hundreds of hours of repetitive work.

Just recently I got asked by a partner for a way to easily execute actions in batches of users, within the same MigrationWiz project. Some times the best option is to divide those users into separate projects and just execute those actions for all the users, but that’s not always the best option.

Now imagine this scenario: You have a project with 10000 users and you need to start a migration to just 800 of them. What should you do? Color code those users, filter by that color and execute the action.

(More information about color coding here on the BitTitan help center)

So how can you categorize 800 users in a project with 10000? Using the BitTitan SDK, of course.

The script below, that you can also find here, can be used to automatically color code your MigrationWiz users, based on a CSV file.

Below there’s a sample of the CSV file. It’s needs two columns:

  • Source Email – the MigrationWiz source email address
  • Flags – A number between 1 and 6. Each has its individual color.

CSVCategories

The execution is as follows:

  1. Prompt to authenticate with BitTitan credentials
  2. Prompt you to select the BitTitan workgroup where the MigrationWiz project is
  3. Prompt you to select the BitTitan Customer where the MigrationWiz project is
  4. Prompt you to select the MigrationWiz project
  5. Enter the full path of the CSV file (i.e C:\scripts\MyUsers.csv)
<#

.DESCRIPTION

This script will move mailboxes from a mailbox project to a target project

    

.NOTES

    Author          Antonio Vargas

    Date         Jan/2019

    Disclaimer:     This script is provided 'AS IS'. No warrantee is provided either expressed or implied.

Version: 1.1

#>

### Function to create the working and log directories

Function Create-Working-Directory {

param

(

[CmdletBinding()]

[parameter(Mandatory=$true)] [string]$workingDir,

[parameter(Mandatory=$true)] [string]$logDir

)

if ( !(Test-Path-Path $workingDir)) {

        try {

            $suppressOutput = New-Item -ItemType Directory -Path $workingDir -Force -ErrorAction Stop

$msg="SUCCESS: Folder '$($workingDir)' for CSV files has been created."

Write-Host-ForegroundColor Green $msg

        }

        catch {

$msg="ERROR: Failed to create '$workingDir'. Script will abort."

Write-Host-ForegroundColor Red $msg

Exit

        }

}

if ( !(Test-Path-Path $logDir)) {

try {

$suppressOutput=New-Item-ItemType Directory -Path $logDir-Force -ErrorAction Stop

$msg="SUCCESS: Folder '$($logDir)' for log files has been created."

Write-Host-ForegroundColor Green $msg

}

catch {

$msg="ERROR: Failed to create log directory '$($logDir)'. Script will abort."

Write-Host-ForegroundColor Red $msg

Exit

}

}

}

### Function to write information to the Log File

Function Log-Write

{

param

(

[Parameter(Mandatory=$true)] [string]$Message

)

$lineItem="[$(Get-Date-Format "dd-MMM-yyyy HH:mm:ss") | PID:$($pid) | $($env:username) ] "+$Message

    Add-Content -Path $logFile -Value $lineItem

}

### Function to display the workgroups created by the user

Function Select-MSPC_Workgroup {

#######################################

# Display all mailbox workgroups

#######################################

$workgroupPageSize=100

  $workgroupOffSet = 0

    $workgroups = $null

Write-Host

Write-Host-Object "INFO: Retrieving MSPC workgroups ..."

do

{

$workgroupsPage=@(Get-BT_Workgroup-PageOffset $workgroupOffSet-PageSize $workgroupPageSize)




if($workgroupsPage) {

$workgroups+=@($workgroupsPage)

foreach($Workgroupin$workgroupsPage) {

Write-Progress-Activity ("Retrieving workgroups ("+$workgroups.Length+")") -Status $Workgroup.Id

}

$workgroupOffset+=$workgroupPageSize

}

} while($workgroupsPage)

if($workgroups-ne$null-and$workgroups.Length-ge1) {

Write-Host-ForegroundColor Green -Object ("SUCCESS: "+$workgroups.Length.ToString() +" Workgroup(s) found.")

}

else {

Write-Host-ForegroundColor Red -Object "INFO: No workgroups found."

Exit

}

#######################################

# Prompt for the mailbox Workgroup

#######################################

if($workgroups-ne$null)

{

Write-Host-ForegroundColor Yellow -Object "ACTION: Select a Workgroup:"

Write-Host-ForegroundColor Gray -Object "INFO: your default workgroup has no name, only Id."

for ($i=0; $i-lt$workgroups.Length; $i++)

{

$Workgroup=$workgroups[$i]

if($Workgroup.Name-eq$null) {

Write-Host-Object $i,"-",$Workgroup.Id

}

else {

Write-Host-Object $i,"-",$Workgroup.Name

}

}

Write-Host-Object "x - Exit"

Write-Host

do

{

if($workgroups.count-eq1) {

$result=Read-Host-Prompt ("Select 0 or x")

}

else {

$result=Read-Host-Prompt ("Select 0-"+ ($workgroups.Length-1) +", or x")

}




if($result-eq"x")

{

Exit

}

if(($result-match"^\d+$") -and ([int]$result-ge0) -and ([int]$result-lt$workgroups.Length))

{

$Workgroup=$workgroups[$result]

Return$Workgroup.Id

}

}

while($true)

}

}

### Function to display all customers

Function Select-MSPC_Customer {

param

(

[parameter(Mandatory=$true)] [String]$WorkgroupId

)

#######################################

# Display all mailbox customers

#######################################

$customerPageSize=100

  $customerOffSet = 0

    $customers = $null

Write-Host

Write-Host-Object "INFO: Retrieving MSPC customers ..."

do

{

$customersPage=@(Get-BT_Customer-WorkgroupId $WorkgroupId-IsDeleted False -IsArchived False -PageOffset $customerOffSet-PageSize $customerPageSize)




if($customersPage) {

$customers+=@($customersPage)

foreach($customerin$customersPage) {

Write-Progress-Activity ("Retrieving customers ("+$customers.Length+")") -Status $customer.CompanyName

}

$customerOffset+=$customerPageSize

}

} while($customersPage)

if($customers-ne$null-and$customers.Length-ge1) {

Write-Host-ForegroundColor Green -Object ("SUCCESS: "+$customers.Length.ToString() +" customer(s) found.")

}

else {

Write-Host-ForegroundColor Red -Object "INFO: No customers found."

Exit

}

#######################################

# {Prompt for the mailbox customer

#######################################

if($customers-ne$null)

{

Write-Host-ForegroundColor Yellow -Object "ACTION: Select a customer:"

for ($i=0; $i-lt$customers.Length; $i++)

{

$customer=$customers[$i]

Write-Host-Object $i,"-",$customer.CompanyName

}

Write-Host-Object "x - Exit"

Write-Host

do

{

if($customers.count-eq1) {

$result=Read-Host-Prompt ("Select 0 or x")

}

else {

$result=Read-Host-Prompt ("Select 0-"+ ($customers.Length-1) +", or x")

}

if($result-eq"x")

{

Exit

}

if(($result-match"^\d+$") -and ([int]$result-ge0) -and ([int]$result-lt$customers.Length))

{

$customer=$customers[$result]

Return$Customer.OrganizationId

}

}

while($true)

}

}

### Function to display all mailbox connectors

Function Select-MW_Connector {

param

(

[parameter(Mandatory=$true)] [guid]$customerId

)

#######################################

# Display all mailbox connectors

#######################################




$connectorPageSize=100

  $connectorOffSet = 0

    $connectors = $null

Write-Host

Write-Host-Object "INFO: Retrieving mailbox connectors ..."




do

{

$connectorsPage=@(Get-MW_MailboxConnector-ticket $global:mwTicket-OrganizationId $customerId-PageOffset $connectorOffSet-PageSize $connectorPageSize)




if($connectorsPage) {

$connectors+=@($connectorsPage)

foreach($connectorin$connectorsPage) {

Write-Progress-Activity ("Retrieving connectors ("+$connectors.Length+")") -Status $connector.Name

}

$connectorOffset+=$connectorPageSize

}

} while($connectorsPage)

if($connectors-ne$null-and$connectors.Length-ge1) {

Write-Host-ForegroundColor Green -Object ("SUCCESS: "+$connectors.Length.ToString() +" mailbox connector(s) found.")

}

else {

Write-Host-ForegroundColor Red -Object "INFO: No mailbox connectors found."

Exit

}

#######################################

# {Prompt for the mailbox connector

#######################################

if($connectors-ne$null)

{




for ($i=0; $i-lt$connectors.Length; $i++)

{

$connector=$connectors[$i]

Write-Host-Object $i,"-",$connector.Name

}

Write-Host-Object "x - Exit"

Write-Host

Write-Host-ForegroundColor Yellow -Object "ACTION: Select the source mailbox connector:"

do

{

$result=Read-Host-Prompt ("Select 0-"+ ($connectors.Length-1) +" o x")

if($result-eq"x")

{

Exit

}

if(($result-match"^\d+$") -and ([int]$result-ge0) -and ([int]$result-lt$connectors.Length))

{

$global:connector=$connectors[$result]

Break

}

}

while($true)

}

}

Function Add-MW_Category {

param

(

[parameter(Mandatory=$true)] [Object]$Connector

)

# add items to a MigrationWiz project

$count=0

Write-Host

Write-Host-Object ("Aplying categories to migration item(s) in the MigrationWiz project "+$connector.Name)

    $importFilename = (Read-Host -prompt "Enter the full path to CSV import file")

    # read csv file

    $users = Import-Csv -Path $importFilename

    foreach($user in $users)

    {

     $sourceEmail = $user.'Source Email'

$flags=$user.'Flags'

        if($sourceEmail -ne $null -and $sourceEmail -ne "" -and $flags -in 1..6)

        {

$count++

Write-Progress-Activity ("Applying category to migration item ("+$count+")") -Status $sourceEmail

$mbx=get-mw_mailbox-ticket $mwTicket-ExportEmailAddress $sourceEmail

if ($mbx)

{

$Category=";tag-"+$flags+";"

$result=Set-MW_Mailbox-Ticket $mwTicket-ConnectorId $connector.Id-mailbox $mbx-Categories $Category

}

else

{

Write-Host"Cannot find MigrationWiz line item with source address: '$($sourceEmail)'"-ForegroundColor Yellow

}

}

else {

Write-Host"The line item with the address '$($sourceEmail)' and the flag '$($flags)' is not valid."-ForegroundColor Yellow

}

    }




if($count-eq1)

{

Write-Host-Object "1 mailbox has been categorized in",$connector.Name-ForegroundColor Green

}

if($count-ge2)

{

Write-Host-Object $count," mailboxes have been categorized in",$connector.Name-ForegroundColor Green

}

}

#######################################################################################################################

# MAIN PROGRAM

#######################################################################################################################

#Working Directory

$workingDir = "C:\scripts"

#Logs directory

$logDirName = "LOGS"

$logDir = "$workingDir\$logDirName"

#Log file

$logFileName = "$(Get-Date -Format yyyyMMdd)_Move-MW_Mailboxes.log"

$logFile = "$logDir\$logFileName"

Create-Working-Directory -workingDir $workingDir -logDir $logDir

$msg = "++++++++++++++++++++++++++++++++++++++++ SCRIPT STARTED ++++++++++++++++++++++++++++++++++++++++"

Log-Write -Message $msg

# Authenticate

$creds = Get-Credential -Message "Enter BitTitan credentials"

try {

# Get a ticket and set it as default

$ticket=Get-BT_Ticket-Credentials $creds-ServiceType BitTitan -SetDefault

# Get a MW ticket

$global:mwTicket=Get-MW_Ticket-Credentials $creds

} catch {

$msg="ERROR: Failed to create ticket."

Write-Host-ForegroundColor Red $msg

Log-Write -Message $msg

Write-Host-ForegroundColor Red $_.Exception.Message

Log-Write -Message $_.Exception.Message

Exit

}

#Select workgroup

$WorkgroupId = Select-MSPC_WorkGroup

#Select customer

$customerId = Select-MSPC_Customer -Workgroup $WorkgroupId

#Select connector

Select-MW_Connector-customerId $customerId

$result = Add-MW_Category -Connector $connector

$msg = "++++++++++++++++++++++++++++++++++++++++ SCRIPT FINISHED ++++++++++++++++++++++++++++++++++++++++`n"

Log-Write -Message $msg

##END SCRIPT
This is the link for my GitHub Gist, where all comments are welcomed regarding the code. Use the comment section as well if you want something changed.
You can find all my BitTitan SDK scripts in my GitHub repository.
Advertisements

BitTitan SDK: Retry individual errors for all users in your MigrationWiz document migration project

The BitTitan SDK is a key feature for all Enterprise migration projects. Some tasks, in large migration projects, are better being automated. It will save you hundreds of hours of repetitive work.

The script below, that you can also find in here, can be used to automatically retry errors in all users of your MigrationWiz project.

To retry errors in a user, he needs to:

  • Be in a “Completed” state
  • have at least one item error

The execution is as follows:

  1. Prompt to authenticate with BitTitan credentials
  2. Prompt you to select your MigrationWiz document project
  3. Identifies number of users eligible for a retry errors pass
  4. Exports to a CSV, created in the same folder from where the script was executed, a list of all successfully initiated retry errors passes
<#



.DESCRIPTION

This script needs to be run on the BitTitan Command Shell

    

.NOTES

.Version        1.0

    Author          Antonio Vargas

    Date            Feb/13/2019

Disclaimer: This script is provided ‘AS IS’. No warrantee is provided either expresses or implied.

    Change Log

#>

######################################################################################################################################################

# Main Program

######################################################################################################################################################

$connectors = $null

#Working Directory

$global:workingDir = [environment]::getfolderpath("desktop")

#######################################

# Authenticate to MigrationWiz

#######################################

$creds = $host.ui.PromptForCredential("BitTitan Credentials", "Enter your BitTitan user name and password", "", "")

try {

$mwTicket=Get-MW_Ticket-Credentials $creds

} catch {

write-host"Error: Cannot create MigrationWiz Ticket. Error details: $($Error[0].Exception.Message)"-ForegroundColor Red

}

#######################################

# Display all document connectors

#######################################

Write-Host

Write-Host -Object "Retrieving Document connectors ..."

Try{

$connectors=get-mw_mailboxconnector-Ticket $mwTicket-RetrieveAll -ProjectType Storage -ErrorAction Stop

}

Catch{

Write-Host-ForegroundColor Red -Object "ERROR: Cannot retrieve document projects."

Exit

}

if($connectors -ne $null -and $connectors.Length -ge 1) {

Write-Host-ForegroundColor Green -Object ("SUCCESS: "+$connectors.Length.ToString() +" document project(s) found.")

}

else {

Write-Host-ForegroundColor Red -Object "ERROR: No document projects found."

Exit

}

#######################################

# {Prompt for the document connector

#######################################

if($connectors -ne $null)

{

Write-Host-ForegroundColor Yellow -Object "Select a document project:"

for ($i=0; $i-lt$connectors.Length; $i++)

{

$connector=$connectors[$i]

Write-Host-Object $i,"-",$connector.Name,"-",$connector.ProjectType

}

Write-Host-Object "x - Exit"

Write-Host

do

{

$result=Read-Host-Prompt ("Select 0-"+ ($connectors.Length-1) +" or x")

if($result-eq"x")

{

Exit

}

if(($result-match"^\d+$") -and ([int]$result-ge0) -and ([int]$result-lt$connectors.Length))

{

$connector=$connectors[$result]

Break

}

}

while($true)

#######################################

# Get mailboxes

#######################################

$mailboxes=$null

$MailboxesWithErrors=@()

$MailboxErrorCount=0

$ExportMailboxList=@()

Write-Host

Write-Host-Object ("Retrieving mailboxes for '$($connector.Name)':")

Try{

$mailboxes=@(Get-MW_Mailbox-Ticket $mwTicket-ConnectorId $connector.Id-RetrieveAll -ErrorAction Stop)

}

Catch{

Write-Host-ForegroundColor Red "ERROR: Failed to query users in project '$($connector.Name)'"

Exit

}

Foreach ($mailboxin$mailboxes){

$LastMigration=get-MW_MailboxMigration-ticket $mwTicket-MailboxID $mailbox.id|? {$_.Type-ne"Verification"} |Sort-Object-Property Startdate -Descending |select-object-First 1

if ($LastMigration.Status-eq"Completed"){

try{

$MailboxErrors=get-mw_mailboxerror-ticket $mwTicket-mailboxid $mailbox.id-severity Error -erroraction Stop

}

Catch{

Write-Host-ForegroundColor Yellow "WARNING: Cannot find errors for mailbox '$($mailbox.ExportEmailAddress)'"

}

if (-not ([string]::IsNullOrEmpty($MailboxErrors))){

$MailboxesWithErrors+=$mailbox

$MailboxErrorCount=$MailboxErrorCount+$MailboxErrors.count

}

}

}

if($MailboxesWithErrors-ne$null-and$MailboxesWithErrors.Length-ge1)

{

Write-Host-ForegroundColor Green -Object ("SUCCESS: "+$MailboxesWithErrors.Length.ToString() +" mailbox(es) elegible to retry errors found")

Write-Host-ForegroundColor Green -Object ("SUCCESS: '$($MailboxErrorCount)' individual errors found that will be retried")

$RetryMigrationsSuccess=0

Foreach ($mailboxwitherrorsin$MailboxesWithErrors){

try{

$RecountErrors=get-mw_mailboxerror-ticket $mwTicket-mailboxid $mailboxwitherrors.id-severity Error -erroraction Stop

$result=Add-MW_MailboxMigration-ticket $mwTicket-mailboxid $mailboxwitherrors.id-type Repair -ConnectorId $connector.id-userid $mwTicket.userid-ErrorAction Stop

write-host-ForegroundColor Green "INFO: Processing $($mailboxwitherrors.ExportEmailAddress) with $($RecountErrors.count) errors"

$ErrorLine=New-Object PSCustomObject

$ErrorLine|Add-Member-Type NoteProperty -Name MailboxID -Value $mailboxwitherrors.id

$ErrorLine|Add-Member-Type NoteProperty -Name "Source Address"-Value $mailboxwitherrors.ExportEmailAddress

$ErrorLine|Add-Member-Type NoteProperty -Name "Destination Address"-Value $mailboxwitherrors.ImportEmailAddress

$ErrorLine|Add-Member-Type NoteProperty -Name "Error Count"-Value $RecountErrors.count

$ExportMailboxList+=$ErrorLine

$RetryMigrationsSuccess=$RetryMigrationsSuccess+1

}

Catch{

Write-Host-ForegroundColor Red "ERROR: Failed to process $($mailboxwitherrors.ExportEmailAddress). Error details: $($Error[0].Exception.Message)"

}

}

if ($RetryMigrationsSuccess-ge1){

Write-Host-ForegroundColor Yellow "INFO: $($RetryMigrationsSuccess) retry migrations executed. Exporting List to CSV."

$ExportMailboxList|Export-CSV .\List-UsersWithErrors.csv -NoTypeInformation

}

Else{

Write-Host-ForegroundColor Yellow "INFO: No retry migration passes were executed with success."

}

}

else

{

Write-Host-ForegroundColor Yellow "INFO: no users in project '$($connector.Name)' qualify for a retry errors pass. Make sure the users are in a completed state and have individual item errors logged."

Exit

}

}
This is the link for my GitHub Gist, where all comments are welcomed regarding the code. Use the comment section as well if you want something changed.
You can find all my BitTitan SDK scripts in my GitHub repository.

How do you plan and execute a successful Public Folder migration?

From all the years as a consultant, and now directly in the migration business, helping partners successfully plan and execute migrations, Public Folders as always been the one of the most challenging workloads I had to deal with.

There’s always a lot of questions when you have to execute such migrations, so I decided to write a blog post about it, where I am going to try and address as much as possible.

To try and keep it as organized as possible, and because there are so many different scenarios, I will divide this post into three main sections: General migration considerations, Migrating Hybrid Public Folders and Migrating Public Folders cross organization.

We will then also discuss some more generic questions, such as why use a third party tool vs the Microsoft native tool.

General migration considerations

This blog post is focused both on Hybrid and cross organization Public Folder migrations. Some steps however are exactly the same, regardless of what the migration scenario is. Those steps are described below. After reading this section you can then focus on your specific scenario in the sections that follow.

Prepare your On Premises Environment

One of the first things you need to look at is to the On Premises Public folder structure, to check if there’s any inconsistencies or invalid folders. The best way to that is of course via scripting, and you should use this excellent script from Aaron @Microsoft, called IDFix for Public Folders. Download it, run it and fix everything that the script highlights as needing to be fixed.

You should also make sure you create a report with all mail enabled Public Folders and address, and to do so you can leverage the Get-MailPublicFolder cmdlet.

How to migrate Public Folder access permissions, as well as Send-As and Send-on-behalf rights

Public Folder permissions should be migrated by the migration tool, provided of course identities match between on premises and Exchange Online (which should of course be true for Hybrid scenarios), or between premises  in cross organization migrations.

As for the Send-As and Send-on-behalf rights, the best option is to export them from the source system and import them into the destination system, once the migration is completed. Since this is not PowerShell code I’ve focused on recently, I did a quick research online and found this article online where you can find the code to export and import those access rights.

Note: I am not the author of the code below and I am only putting it directly in my blog post just so it’s easier for you to locate it and copy it. The code was taken from the article mentioned in the line above, written by Aaron Guilmette.

Export Send-As

Get-MailPublicFolder -ResultSize Unlimited | Get-ADPermission | ? {($_.ExtendedRights -Like "Send-As") -and ($_.IsInherited -eq $False) -and -not ($_.User -like "*S-1-5-21-*")} | Select Identity,User | Export-Csv Send_As.csv -NoTypeInformation

Export Send-on-behalf

Get-MailPublicFolder | Select Alias,PrimarySmtpAddress,@{N="GrantSendOnBehalfTo";E={$_.GrantSendOnBehalfTo -join "|"}} | Export-Csv GrantSendOnBehalfTo.csv -NoTypeInformation

$File = Import-Csv .\GrantSendOnBehalfTo.csv
$Data = @()
Foreach ($line in $File)
    {
    If ($line.GrantSendOnBehalfTo)
        {
        Write-Host -ForegroundColor Green "Processing Public Folder $($line.Alias)"
        [array]$LineRecipients = $line.GrantSendOnBehalfTo.Split("|")
        Foreach ($Recipient in $LineRecipients)
            {
            Write-Host -ForegroundColor DarkGreen "     $($Recipient)"
            $GrantSendOnBehalfTo = (Get-Recipient $Recipient).PrimarySmtpAddress
            $LineData = New-Object PSCustomObject
            $LineData | Add-Member -Type NoteProperty -Name Alias -Value $line.Alias
            $LineData | Add-Member -Type NoteProperty -Name PrimarySmtpAddress -Value $line.PrimarySmtpAddress
            $LineData | Add-Member -Type NoteProperty -Name GrantSendOnBehalfTo -Value $GrantSendOnBehalfTo
            $Data += $LineData
            }
         }
    }
$Data | Export-Csv .\GrantSendOnBehalfTo-Resolved.csv -NoTypeInformation

Import Send-As

$SendAs = Import-Csv .\SendAs.csv
$i=1
foreach ($obj in $SendAs) 
    { 
    write-host "$($i)/$($SendAs.Count) adding $($obj.User) to $($obj.Identity)"
    Add-RecipientPermission -Identity $obj.Identity.Split("/")[2] -Trustee $obj.User.Split("\")[1] -AccessRights SendAs -confirm:$false; $i++
    }

Import Send-on-behalf

$GrantSendOnBehalfTo = Import-Csv .\GrantSendOnBehalfTo-Resolved.csv
$i=1
Foreach ($obj in $GrantSendOnBehalfTo)
    {
    Write-host "$($i)/$($grantsendonbehalfto.count) Granting $($obj.GrantSendOnBehalfTo) Send-On-Behalf to folder $($obj.PrimarySmtpAddress)"
    Set-MailPublicFolder -Identity $obj.PrimarySmtpAddress -GrantSendOnBehalfTo $obj.GrantSendOnBehalfTo
    $i++ 
    }

Migrating Hybrid Public Folders

This scenario, when compared to the cross organization migration, is far more complex, because besides moving the data you will also have to worry about things like mail flow, user public folder access, etc. But lets address one thing at the time.

Microsoft Official guidance to configure Hybrid Public Folders

If you’re reading this article because you’re planning to migrate your Hybrid Public folders, chances are you already read and executed the Microsoft guidance to make your on premises Public Folders available to Exchange Online users, under a Hybrid deployment. Configure legacy on-premises Public Folders for a Hybrid Deployment is the article for legacy public folders and Configure Exchange Server Public Folders for a Hybrid Deployment is the one for modern Public Folders.

Both articles are focused on the hybrid coexistence and not the migration planning of the Public Folders, but they are important to mention as they impact the migration planning, based on what type of coexistence you configured and steps you followed.

Public Folder end user access in the context of a hybrid migration

When planning a Public Folder migration, under a hybrid scenario, one of the most important things you need to consider is, end user access. With that in mind, consider the following:

  • On premises users cannot access Exchange Online Public Folders
  • Exchange Online users can access on premises public folders and/or Exchange Online Public folders, although you cannot configure a single user to access both, you can configure some users to have access to on premises folders and some to see them locally, in Exchange Online.

Have the two principles in mind, during your planning. The Public Folder access for Exchange Online users is complex and by itself worthy of a dedicated blog post.

The Microsoft official guidance, mentioned in the previous section, explains how you configure Exchange Online users to access on premises Public Folders.

The bottom line of this section is, make sure you move all users to Exchange Online, before you consider moving the Public Folders, and if you don’t, make sure that the users left on premises do not require any Public Folder access.

Public Folder mail flow coexistence before, during and after the migration. How do you handle mail enabled Public Folders.

Another very important component of your Public Folder migration is the mail flow coexistence, or to be more precise, the way you deal with the mail enabled Public Folders.

Mail Enabled Public Folders before the migration

When you follow the guidance provided by Microsoft, you will be asked to execute the Sync-MailPublicFolders script.

This script enables Exchange Online users to send emails to on premises mail enabled Public Folders, by creating mail objects in Exchange Online with the primary and all other SMTP addresses that those folders have on premises. This objects are not actual Exchange Online Public Folder nor they are visible in the Exchange Online Public Folder tree. They also allow those on premises Public Folders to be present in the Exchange Online GAL (Global Address List), and once a user in Exchange Online emails that folder, the email gets forwarded to Exchange On Premises.

Mail Enabled Public Folders during the migration

During the Public Folder migration, whether it’s a single or multiple pass (with pre-stage + full migration) migration strategy, you should not change the Public Folder mail flow. That means that you should not mail enable the Public Folders in Exchange Online (chose a tool that gives you that option). Actually as you will see below, there are things that you need to do in Exchange Online, before mail enabling the Public Folders.

Mail Enabled Public Folders after the migration

Once your migration (or the pre-stage) is completed, you should transition the Public Folder mail flow to Exchange Online. To do so, you should follow these steps:

  1. Start the pre-stage or full migration and wait for it to be completed
  2. Once the migration pass is done, go to Exchange Online and delete all mail objects created by the Sync-MailPublicFolders script (NOTE: this will temporarily break mail flow between Exchange Online users and mail enabled Public Folders, online or on premises)
  3. Mail enable the Exchange Online Public Folders, either via a script or using the migration tool. Make sure you add all addresses from the on premises to the online Public Folders
  4. Run a full migration pass if in step 1 the pass that you ran was a pre-stage

To elaborate a little bit more in step 2, the reason that you need to delete those objects is because you need to avoid conflicting addresses, when enabling the mail enabled Public Folders in Exchange Online, and those objects are not associated with the new EXO Public Folders.

Migrating Public Folders cross Organization

Migrating Public Folders cross organization is not as complex, and you’ll see why in the sections below. This scenario can include migrations such as:

  • Exchange Online to Exchange Online
  • Hosted Exchange to Exchange on premises or Exchange Online
  • Exchange on premises to Exchange on premises

When to migrate users and Public Folders

Usually this Public Folder migrations cross organization come as an additional step to a migration that also includes mailboxes.

Although there’s no 100% correct answer, when it comes to the question of what should be migrated first, mailboxes or Public Folders, in this cases normally the best option is to migrate mailboxes first and Public Folders last. The main reason for that is because you should migrate the Public Folders when they’re not being used anymore, allowing you to do a clean single pass migration of all the data.

Public Folder end user access and mail flow coexistence

This is where things gets simple, for this type of scenarios. There’s no Public Folder access cross organization (unless the user is using the credentials for the 2 systems) and although technically you can configure mail flow between any two email systems, it’s not something you should consider for the majority of the cases.

Mail enabled Public Folders can and should be created at the destination during the folder hierarchy creation.

Why use a third party tool to migrate Public Folders

That’s probably the question I get the most, working for a third party migration tool company, that has an amazing Public Folder migration tool, BitTitan. And here is a list of reasons:

  • Migrate large volumes of data: Migrating 2, 5 or 10GB is easy with any tool, but not all tools can deal with Terabytes of Public Folder data.
  • Migrate parts of the structure or prioritize data: Either by targeting just specific parts of the Public Folder hierarchy or by using folder filtering. This is a very commonly used feature in tools like BitTitan MigrationWiz.
  • Flexibility on handling mail enabled Public Folders: As explained in the Hybrid mail flow section of this posts, you might need some flexibility on how to handle mail enabled Public Folders during the migration. MigrationWiz will mail enable in the destination all Public Folders that are mail enabled at the source, but you can also suppress that option, and should in some scenarios.
  • Data transformation: While planning a migration of Public Folders, some customers want to take that opportunity to also move that data into a different structure, which can be shared or resource mailboxes, office 365 groups, etc. That is something that can be successfully done with tools that are flexible enough to perform that transformation (i.e in many cases requires recipient mapping, folder mapping, folder filtering, etc), like MigrationWiz.
  • Supported sources and destinations: Exchange 2007+ to Exchange 2007+, including of course Exchange Online and hosted as source and/or destination – this is the answer most customers want to hear from the support ability stand point of a third party tool, to migrate their Public Folders, and that is something they won’t get with the native tool.

The bottom line

While reading this post, before publishing it, I always get the feeling that there’s so many other things that I could mention and talk about, but I do think that it addresses the core concerns of most Public Folder migrations, and hopefully it addresses yours.

Nevertheless, if you do have any questions don’t hesitate to reach out.