This is the complete Onboarding Task flow for migrating Public Folders from On-Premises Exchange 2007 or later, to Public Folders on Office 365, with a hybrid deployment.
This guide presumes that your Office 365 tenant and users have already been created and Office 365 licenses assigned to those users. It also presumes that the hybrid environment has already been set up, with DirSync or Azure AD Connect, and ADFS.
Set users on Office 365 to access legacy on-premises Public Folders and if migrating the on-premises Public Folders to Office 365, configure the admin account to look at Office 365 folders by default while all other users look at on-premises Public Folders. Refer to How do I enable Office 365 users to access legacy on-premises Public Folders?
Once migration is complete, configure Office365 users to access Office365 Public Folders. Refer to How to configure Office365 users to access Office365 Public Folders?
This guide should be followed if the total size of the Source Public Folders is less than 20GB. If the public folders on the source are larger than 20GB, refer to Public Folder Migration Guide From On-Premises Exchange 2007+ to Office 365 > 20GB Hybrid mode.
Complete each step in the order listed. If additional instructions are required, a link to a corresponding KB article is provided.
MigrationWiz is a migration solution (not a synchronization solution) and will NOT propagate updates, deletes, or moves of the items previously migrated in the first migration pass because we do not have “live” monitoring of changes (as with a sync agent) and we cannot handle scenarios such as conflict resolution without user interaction.
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 Source Environment
- Set elevated 'Organization Management' admin role to migrating admin account (this grants permission to all necessary read-only fields). Refer to How do I assign the elevated admin role 'Organization Management' to the account that is performing a Public Folder migration?
- Ensure migrating admin account has permission on all Public Folders (owner access rights need to be permitted to the account being used for migration). Refer to How do I ensure the admin account being used for Public Folder migration has permissions on all Public Folders?
- 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. Refer to How do I find the size of Source Public Folders?
Prepare Destination Environment
- Change Organization Configuration to use Public Folders on Office 365 (this step must be completed before any Public Folder mailboxes can be created on Office 365, when running in hybrid mode). Refer to What are the steps to create Public Folders on Office 365, when hybrid mode has been set up?
- Create Public Folder mailbox and assign root permissions to this Public Folder mailbox to the admin account being used for migration. Refer to How do I create the Public Folder mailbox and database on Office 365?
- Revert Organization Configuration to remote (this restores access to the On-Premises Public Folders, for the Office 365 users). Refer to What are the steps to create Public Folders on Office 365, when hybrid mode has been set up?
- Configure the admin account being used for migration, to look at Office 365 folders by default, while all other Office 365 users look at On-Premises Public Folders (this is required for migration). Refer to How do I enable Office 365 users to access legacy on-premises Public Folders?
- Create customer. Refer to View, Add, and Edit Your Customers
- Create Source and Destination Endpoints (select Exchange Server Public Folder for the Source Endpoint, and Office 365 Public Folders for the Destination Endpoint). Refer to View, Add, and Edit Customer Endpoints
- Launch MigrationWiz (select All Products/MigrationWiz).
- Set up the Project. Read the How do I create a new migration project? article for more information.
- Add Public Folders (select Add/Quick Add and enter a forward slash ( / ) within the field labeled Root Folder Path. This is recommended, because it will migrate all Public Folders, and 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?
- Set Project Advanced Options. Refer to What project Advanced Options are available?
- Set value for Licensing/Maximum licenses to consume per item per pass. (default value = 1. This allows up to 10GB to be migrated. For example: If migrating all Public Folders, using a forward slash ( / ), and the total data size = 39GB, increase this value to 4, otherwise the migration will stop at 10GB). Refer to How do I enable consumption of multiple licenses for a single item?
- Add RemoveFilterBasedOnFolderType=1 under Support/Support options. This flag is required if Public Folders contain items other than mail, such as calendar and contact items. Refer to How do I migrate a Public Folder with multiple item types?
- Set Preferred BitTitan Data Center (for fastest migration speeds, select the Data Center that is closest to your Office 365 Destination tenant). Refer to How do I specify the data center to use for my migration?
- Run verify credentials. Refer to How do I verify credentials?
- Purchase Public Folder licenses. Refer to How do I purchase licenses?
- 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?.
- Perform Full migration pass. Refer to How do I start a migration?
- Perform a final Full Migration pass using the Advanced Option AllowAllMailboxTypesForPFPermissions=1 in order to migrate all Security Group Permissions. If you do not run the second pass, none of the Security Group Permissions will migrate.
- Enable the Exchange online organization to access the Office 365 Public Folders. This sets the Office 365 users to access the Public Folders on Office 365, rather than On-Premises Exchange. Refer to How to configure Office 365 users to access Office 365 Public Folders?
- Run DirSync, or Azure AD Connect (this synchronizes your On-Premises Exchange and Office 365 environments).
- Mail-enable Office 365 Public Folders. MS TechNet article
- Change mail-enabled addresses for all Public Folders on Office 365 to be the vanity domain name, rather than the tenantname.onmicrosoft.com email domain name. Assign the pertinent SMTP email addresses to the mail-enabled Office 365 Public Folders using this Remote PowerShell command syntax:
Set-MailPublicFolder -Identity PFAlias -PrimarySmtpAddress email@example.com –EmailAddressPolicyEnabled $false
- This extra step is required, because when Exchange hybrid is in place, MigrationWiz cannot mail-enable Public Folders with the vanity domain name, since that address is already being used by the On-Premises Exchange 2013 mail-enabled Public Folders. Therefore, MigrationWiz defaults to mail-enabling the Office 365 Public Folders with email addresses using the "@tenantname.onmicrosoft.com" email domain.
- If necessary, configure some or all mail-enabled Office 365 Public Folders to accept mail from external domains, using these Remote PowerShell commands: Refer to How to configure mail-enabled Office 365 Public Folders to accept mail from external domains?
Get-PublicFolder -Identity "\PFAlias" | Add-PublicFolderClientPermission -User Anonymous -AccessRights CreateItems or
Get-PublicFolder -Recurse | Add-PublicFolderClientPermission -User Anonymous -AccessRights CreateItems Note: This step is important if external domains cannot send mail to the mail-enabled Public Folder email addresses.
- Change your primary domain type in Office 365 from Authoritative to Internal Relay. Refer to How do I change the primary domain type in Office 365 from Authoritative to Internal Relay?
Note: Without setting this, Office 365 bounces the message before it even checks whether a valid Public Folder address exists.
- Perform another Full Migration (Delta) pass. Refer to How do I start a migration?
- If you have multiple email addresses assigned to the Public Folder on the Source and want to migrate them to the Destination, use the instructions in this article: Migrating mail-enabled Public Folder email addresses.
- Receive migration statistics (click the pie chart 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?