Public Folder Migration Guide From On-Premises Exchange to Hosted Exchange

Introduction

This is the complete Onboarding Task flow for migrating Public Folders from On-Premises Exchange 2007 or later to a multi-tenant Hosted Exchange environment.

Important: MigrationWiz is not a sync tool. Once you have started the migrations, items updated at the Source will not be updated at the Destination. There is no process by which the calendars, contacts, tasks, etc., can be updated after being migration has started.

Complete each step in the order listed. If additional instructions are required, a link to a corresponding Knowledge Base article is provided.

Due to a code defect in Exchange 2010, timestamps will not be preserved for Public Folders at the Destination. See Why are timestamps not preserved when migrating Public Folders to Exchange 2010?

This migration is typically run in three migration passes to move over all selected items and security group permissions. (Migrating of permissions is only supported for Exchange 2010+.)

For a list of prerequisites and best practices, see Public Folder Migration Best Practices.

What items are migrated with MigrationWiz?

MigrationWiz supports the capability to share migration projects across a Workgroup. When the Project Sharing feature is turned on, all Agents besides those who are Inactive can view all migrations projects. For more information, visit Project Sharing in MigrationWiz.

 

Prepare Destination Environment

  1. Create a single top-level Public Folder on the Destination that your public folder hierarchy will be migrated to. (Do not create subfolders. Let MigrationWiz create these during the migration, so that permissions get migrated over.)
  2. Ensure the migrating admin account has a mailbox enabled and has permissions applied on the top-level folder created at the destination. (“Owner” access rights will be required for the destination account being used for migration). See How do I ensure the admin account being used for Public Folder migration has permissions on all Public Folders?
    Note: You will most likely not be able to run the PowerShell commands on your Hosted Exchange environment. Ask the Hosted Exchange provider to add this permission to the account that is being used for migration.
  3. When migrating to a multi-tenant Hosted Exchange environment, the Public Folder structure on that hosted environment is under a top-level Public Folder, and not under the root folder. Additionally, the Hosted Exchange provider will not grant access to the root of their Public Folders, since this is a shared environment. To solve this, ask the provider to run the PowerShell script below so that we can obtain the unique identifier for the customer's top-level Public Folder. Then add that to the MigrationWiz project, under Advanced Options (this step is included in the MigrationWiz section below).
  4. Below is the PowerShell command that your Hosted Exchange provider must run in order to obtain the PublicFolderRootEntryId:
    Note: Record the output of this script. This needs to be entered under the MigrationWiz project's Advanced Options (as indicated in the MigrationWiz Steps section below).
    Get-PublicFolder "\the path of the destination top-level PF" | fl entryid*

 

Prepare Source Environment

  1. Grant elevated 'Organization Management' administrator role to the migrating administrator account. Refer to How do I assign the elevated admin role 'Organization Management' to the account that is performing a Public Folder migration?
  2. Ensure that the source administrator account has a mailbox enabled and is located on the same Exchange server as the source Public Folder database or mailbox.
  3. Ensure that the migrating administrator account has permission in all Public Folders (Read only or "Reviewer" access rights should be enough). For more information, see How do I ensure the admin account being used for Public Folder migration has permissions on all Public Folders?
  4. Split up large Public Folders: if any Public Folders contain more than 20,000 items (if Source = Exchange 2007), or 100,000 items (if Source = Exchange 2010 or later), these should be split into multiple Public Folders. This will speed up your migration. For more information, see How do I find the size of Source Public Folders? 
  5. Any individual Public Folders that are over 20GB in size should be split up into smaller folders of 20GB or less. Failure to complete this step can negatively impact migration performance and speed.

MigrationWiz Steps

  1. Set up the Public Folder migration project. For more information, see How do I set up a migration project?
  2. Create the Source and Destination Endpoints (select Exchange Server Public Folder for both the Source and Destination Endpoints). For specific steps, see View, Add, and Edit Customer Endpoints.
  3. Add Public Folders (select Add > Quick Add and enter a forward slash ( / ) in the Root Folder Path field.) We recommend this because it will migrate all Public Folders. You will only need one Public Folder license per 10GB of data, regardless of the number of top-level Public Folders. Refer to How do I select to migrate all my Public Folders from the root level down?
    Note: If targeting specific Source folders for migration, contact BitTitan Support to add those specific folders to the project instead of the top-level Root folder.
  4. Run Verify Credentials. See How do I verify credentials?
  5. If you have more than 1000 folders total, you will need to work with BitTitan Support to split the migration up so the project runs more efficiently.
    • First step: run this PowerShell command against your Source environment:
      Get-PublicFolder -Recurse -Resultsize Unlimited | select Identity | Export-Csv -Encoding Unicode C:\folders.csv
    • This will generate a file called folders.csv. Once you have that CSV, follow these steps:
      • Open the CSV and remove the names of any folders that will not be included in the migration.
        Notes:
        • Only folders included in the CSV will be included in the migration. For suggestions on working within this restriction, see Public Folder Migration Best Practices.
        • Any new folders created after the Public Folder Split is initiated will not be included in the scope for the migration. For suggestions on working within this restriction, see Public Folder Migration Best Practices.
      • Open a ticket with BitTitan Support by following the instructions in this article How do I get support for your products?
        Note: If you already have a ticket open with BitTitan Support, this information can be added to the open ticket.
      • The subject of the ticket should be “Hosted Public Folder Split”.
        Note: Once the MigrationWiz split process is complete, a new project will be created with “_SPLIT” in the title. You must run the migration from the new project.
  6. Purchase Public Folder licenses. See How do I purchase licenses?
    Note: To obtain an estimate of the number of Public Folder migration licenses required for your migration project, follow the directions in How do I estimate the number of Public Folder migration licenses required?
  7. Set Project Advanced Options. See What project Advanced Options are available?
    • Set the value for Migrate Permissions For from New Folders Only to New folder and existing folders. See How do I migrate Public Folder permissions?
    • Under Licensing, set the maximum number of licenses to consume per item per pass. Default = 1. This allows up to 10GB to be migrated. Example: If migrating all Public Folders, using the forward slash ( / ), and the total data size is 78 GB, then increase this value to 8 (otherwise the migration will pause at 10 GB). See How do I enable consumption of multiple licenses for a single item?
    • Set your Preferred BitTitan Data Center. For fastest migration speeds, select the Data Center that is closest to your Hosted Destination endpoint. Refer to How do I specify the data center to use for my migration?
    • Under Support Options add:
      Note: The following two options stay in place for the entire migration process.
      • RemoveFilterBasedOnFolderType=1 This flag is required if Public Folders contain items other than mail, such as calendar and contact items. See How do I migrate a Public Folder with multiple item types?
      • PublicFolderImportRootEntryId=xxxxxxxxxxxxxxxxxxxxx (This is the entry id of the top-level folder manually created at the destination)
        Note:
        • The PublicFolderImportRootEntryId option should contain the EntryId of the Destination top-level Public Folder.
        • The name of the support option is case-sensitive and should be entered exactly as shown above.
        • Replace the "x” string with the ID that was obtained when running the PowerShell scripts provided in the "Prepare Destination Environment" sections of this Migration Guide.
        • After entering each support option, click the "+" sign to save the entry, and then add the next entry in the available field.
  8. Set first pass Project Advanced Options. See Should I follow a Pre-Stage or Big Bang strategy when migrating Public Folders?
    • Under Support Options add:
      • MaintainWatermarkCompletionState=1
    • Set Date Filter to migrate items older than six (6) months. For more information, see How do I set a Date Range filter?
  9. Perform first pass for items older than six (6) months by running a Full Migration. Refer to How do I start a migration?
  10. Set second pass Project Advanced Options.
    • Under Support Options:
      • Remove MaintainWatermarkCompletionState=1
      • Add SkipImportFolderWhenPublicFolderExists=1
    • Set the Date Filter to migrate items newer than six (6) months. For more information, see How do I set a Date Range filter?
  11. Perform a second pass for items newer than 6 months by running a Full migration.
  12. Set Advanced Options for Security Group Permissions Pass.
    • Under Support Options:
      • Remove SkipImportFolderWhenPublicFolderExists=1
      • Add AllowAllMailboxTypesForPFPermissions=1
  13. Perform a Security Group Permissions pass by running a Full Migration. If you do not run this pass, none of the Security Group Permissions will migrate. For more information on Security Group permissions, see How do I allow Security Groups to be migrated during a Public Folder migration project?
  14. After the migrated Public Folders have been mail-enabled in the destination, you can use the scripts supplied here to export and import the SMTP addresses for them: Migrating mail-enabled Public Folder email addresses.
  15. Request the migration statistics. Click the bar chart icon on the MigrationWiz dashboard to receive an email containing all the project migration statistics. Refer to How do I request statistics for my migration project?

 

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