Migrating from Public Folders to SharePoint Online or Teams

Replacing Public Folders with Microsoft Teams
October 18, 2020

Migration of emails from a large Public Folder structure into a replacement Microsoft 365 / SharePoint Online / Teams structure can be a challenging task.  MacroView can assist with the migration in a number of ways:

  • Optimal design of SharePoint Online areas for storing the migrated emails
  • Bulk creation of those SharePoint Online areas with MacroView Solution Provisioning
  • Bulk recording of attributes of migrated emails with MacroView Standardiser
  • Automating the migration from Public Folders with MacroView Migration Tool

Optimal Design of an Email Store in SharePoint Online / Teams

MacroView software is used for managing Outlook emails by hundreds of organizations around the world. As a result MacroView knows how to design a SharePoint Online or Teams environment so that it is optimal for managing emails. That design includes best use of sites, document libraries, document sets, channels and folders as well as the metadata for recording email attributes automatically.

Creating the SharePoint Online Design with MacroView Solution Provisioning

MacroView Solution Provisioning (MVSP) is a software tool that can handle the bulk creation of the SharePoint Online areas for managing emails. MVSP can also bulk create Teams sites and channels. MVSP can be scripted to run in bulk, controlled by a CSV file. The preparation of the CSV file is facilitated by a smart Excel spreadsheet that ships as part of MVSP.  MVSP uses Microsoft PNP-compatible XML files to specify the design of the SharePoint Online or Teams areas that it provisions. The outcome from MVSP is a SharePoint Online Site / Library / Document Set / Folder / Metadata structure that is ready to receive emails – both those migrated from Public Folders and also new emails saved by ongoing use of MacroView software.

Bulk Recording of Email Metadata with MacroView Standardiser

The MacroView Standardiser utility can assist by processing emails that an IT area has moved into SharePoint Online in bulk by using Windows Explorer. As its name of the utility suggests, the result is email files that have a standard format, naming and metadata treatment. The MSG or EML files containing the migrated emails are re-named to prevent duplicates and the attributes of the email are recorded as metadata – all exactly as if the emails had been saved by drag and drop or automatic filing by MacroView.

Automating Migrations with MacroView Migration Tool

In early 2021 MacroView will release its new MacroView Migration tool.  This software will automate the migration of emails from Public Folders, PSTs and Outlook folders, as well as from file share folders.  With MacroView Migration a visual workflow is used to define a mapping from an existing folder structure to a desired new structure in SharePoint Online (including Teams areas).  The MacroView Migration tool will automatically create the relevant destination areas as well as move existing emails and files to those areas. Behind the scenes, MacroView Migration will utilise the proven capabilities of MacroView Solution Provisioning and MacroView Standardiser.

For More Information

See the MacroView Help Centre, the MacroView channel on YouTube, or contact MacroView Services.