Fileshare to SharePoint – things to consider

#SPSSTHLM09Peter Kalmström, www.kalmstrom.comJanuary 25th, 2014

SharePoint Saturday

Stockholm

Peter Kalmström www.kalmstrom.com

SharePoint and Outlook products

Cornerstone MCT Skype Toolbars http://blog.kalmstrom.com/ www.youtube.com/kalmstromcom

Agenda Converting to new file formats Inventory of existing files SharePoint containers Importing files Alternatives

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Migrationsverket example• 225 000 directories• Average directory contains less than 10 files• 1.5 Tb• Oldest files from 1980• Inventory didn’t drive choices

Fileshare inventory Find out what you have

Pre-requisites• Read-permissions on the fileshare• Permissions to read permissions• Backup account or audit account?

How?• Third party tools• PowerShell script

FilesInventory.ps1• Powershell script that loops files in a directory• Outputs 3 csv-files

Folders Files Permissions

Discussion helpers

Migration cut-offs• Created > year?• File-types?• Changed > year?

Demo files inventory

12

Convert old Office files to new formats

.doc => .docx

.ppt => .pptx

.xls => .xlsx

and more

Why?

• Size – up to 75 % space saving (.zip)

• Security – no macros

• Open Office Document Format - .xml

• It’s new!

• SP 2013 Search format handlers

Links

Links will break when filenames change

• One document to another

• Email, web-pages, shortcuts, chats …

How?

• Microsoft Migration Manager

• Manually – file open + file save as

• PowerShell script

ConvertOfficeFiles.ps1

• More control

• File change dates remain the same

Automating Office

• Language packs must be installed

• Save format must be the new one

• Slow!!

Trust center

Protected view

Demo converting files

21

Why not folders?• 10 reasons to avoid• It is a bad way to store information!

All the files in one doc lib?• Permissions trouble• Navigation trouble• Search will work badly• Scales badly

Converting file folders• Instead of creating folders

Site collections – files go into root site default library Subsites – files go into root default lirary Document libraries Metadata – tagged with

Choice Managed metadata

Meta-data• Best but requires

Wide acceptance to change End-user training Agreement on which tags are needed

How low can you go?• 3-4 levels is easy• 17 gets really difficult!

Demo creating containers

27

Importing files• Putting them in the right place• Setting meta-data• Permissions• Last saved by• Author• Creating views

28

Demo importing files

29

Other alternatives• 3rd party tools• Just index the data and display it via Search• Delegate

30

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