File Share to SharePoint 2013 /2016/ Office 365 guide

Transcription

1 File Share to SharePoint 2013 /2016/ Office 365 guide Contents Introduction... 2 Metalogix Expert... 2 File Share Analysis... 3 File Share Inventory... 3 Folder Hierarchy... 3 Large Files... 3 Long Names and Paths... 3 Least Modified Files... 4 Blocked Files... 4 Duplicate Files... 4 Files Created or Modified By... 4 Metalogix Products That Can Help... 5 Control Point... 5 Content Matrix

2 Introduction Migrating to a new version of SharePoint is akin to moving to a new home. When you ve found your perfect new home, there are considerations to keep in mind before you make that move. Will the furniture, knick-knacks, and decorative pieces of your previous home fit and work within your new home? On a similar note, when s the last time you looked through all of your drawers and discerned just how much useless junk you ve got hiding in there? Another thing you have to consider is what built in custom furniture you have in your current home that you simply won t be able to move. For example, it s very difficult to move built in closets that you had a contractor build for you, and you re certainly not going to move the patio you built with imported Italian tiles. This sorting is the exact tactic that should be applied to a SharePoint migration scenario. Whether you re moving your environment to the latest version of SharePoint On-Premises or to SharePoint Online, it s essential to consider what the limits of your new environment are, and whether the entirety of your content meets these limits. It s also important to consider whether certain content is even worth moving at all perhaps some of this content is just junk, long forgotten in your desk drawer. In this way, a migration plan and analysis of your current environment can save you time, money, and aid in the optimization of your new SharePoint environment. In addition, it s important to understand that SharePoint customizations such as custom web parts, custom features/solutions, and even custom Master Pages and Page Layouts, do not work in newer versions of SharePoint, and some custom work will be required to move those. This is where Metalogix Expert comes into play. Metalogix Expert Metalogix Expert is a free tool that provides you with a detailed analysis of your current environment, by farm or site collection. By analyzing your existing farms, web applications, and site collections, based on strict Microsoft limitations, you can ensure that you are not met with migration issues. Pre-emptively clean up the junk, and plan what you move over, and how you move it. Future versions of Metalogix Expert will also show customizations that are not easy to migrate to newer versions of SharePoint. 2

3 File Share Analysis File Share analysis provides powerful analysis to better understanding of source content. Through analysis, a user can determine exactly what kind of data is present in his\her system, which content to migrate and what issues can happen during migrating data to SharePoint environment. File Share analysis provides important information about local as well as remote file system. File Share Inventory When connected to a File Share source, this report displays the Folder and File hierarchy for that selected environment. Reviewing the analysis results can help users display and identify the content in the File Share hierarchy that they want to migrate to SharePoint. Folder Hierarchy This report allows users to drill down in their File Share environment to find any deeply nested folders (i.e. folders inside other folders). The report helps list how many layers deep that the lowest level folders exist, and will warn users if any folder exceeds a threshold value (which is configurable). Large Files Large files can cause significant impacts on the SharePoint performance and in migrations to a SharePoint environment. This report will enable identifying the largest files to plan for eventual performance impact. Long Names and Paths When migrating to SharePoint it is good to know if there are any source files that have a file name that exceeds the SharePoint limit, as well as knowing any folder paths that exceed the SharePoint limit. These default SharePoint limits are 128 characters or less for file/folder names, and 260 characters or less for file/folder paths. This report will identify any file or folder names that exceed the character 3

4 limit, as well as identify any file/folder paths that exceed the character limit. There are different limits for different SharePoint versions: SharePoint 2013 has a 128 limit for name, and a 260 limit for the path. SharePoint 2016 name and path are both limited to 260, SharePoint Online and OneDrive for Business have a limit of 400 for both name and path. Least Modified Files This report scans through the File Share to identify any files that have not been modified for an extended period of time (i.e. file that have a large difference between their Modified date and the current date). Blocked Files SharePoint environments block certain file type by default, and some users can modify this Blocked list to add or exclude file types. This report will check the file extension of source files and compare them to the extensions on the Blocked list, then report back any files that would fail to migrate because their extension type is blocked. Duplicate Files When migrating to SharePoint, users want to consolidate multiple copies of a file into a single file (for a single source of truth). This report will look at a document and compare its file name and file size all other documents within the File Share, to look for anything that might be a duplicate. The results are then returned so users can decide on any actions that they may want to take before migration. Files Created or Modified By When migrating to SharePoint, users may need to identify the Created By or Modified By user account for a set of files (or they may need to identify any files that have been Created By/Modified By a particular user account). This report will help users analyze the Created By and Modified By metadata for a set of files, while still providing additional information on the files. Specific users can be reported on by modifying the value in a configuration file. 4

5 Metalogix Products That Can Help ControlPoint ControlPoint is a powerful SharePoint administration tool that allows you to securely manage permissions across multiple farms, automate and enforce governance across cloud and hybrid scenarios, and simplify administration. It also includes a significantly more robust pre-migration reporting capability than Metalogix Expert, including the ability to ignore Microsoft thresholds and use custom sizes or numbers for any of the above mentioned thresholds, the ability to find custom web parts, where those are located, custom workflows, custom Master Pages, and many other items that could slow down a migration. Content Matrix Content Matrix is the ideal tool for cleaning up your SharePoint environment premigration based on findings in Metalogix Expert and ControlPoint. By allowing you to move around sites, files, and other content found within your SharePoint farms, Content Matrix can help you adjust your environment so that it meets the Microsoft limits. As a result, you can enhance your current environment to an optimal functionality, and then migrate it over to your new SharePoint solution at its highest performance capability, or enhance the environment during the migration. Content Matrix is the ideal tool for the migration itself, particularly since there is no Out of the Box solution for migrating SharePoint to Office 365. A SharePoint migration is a complex and daunting process. With Content Matrix, you get the power, speed and flexibility you need to carry out your SharePoint upgrade with confidence. You can also instantly take advantage of new SharePoint 2013 / Office 365 functionality by directly migrating from any previous version of SharePoint. Please note that migrations to Office 365 are significantly slower than migrations across a LAN, or even across a WAN for a number of reasons including factors such as: The Internet as a WAN being significantly slower than a private WAN 3 rd Party Commercial Distributed Denial Of Service Attack protection software User based throttling Virus checking 5