It’s been quite a few months, years, since my last post. I will start posting again, but only on Twitter. Blogs like this are getting “kinda old school”.
I have a customer that is using a POP3/IMAP hosted server and Outlook as their client.
Outlook stores all the data in PST files when you attach it to a service like this. OST files are only for Outlook to Exchange. So I need to collect all the PST files from the desktops and send them to Office 365.
There are a variety of tools available to do this.
SysTools Outlook PST Locator
This tool finds the PST files on all the workstations in the domain by hitting the administrative share (\\computername\c$) and scanning it, for free.
For $29 it will also copy them.
I found out after paying for the tool that it wants to copy all of the files to ONE directory. So if there are two files of the same name in various locations on various machines, one wins. Which one, I don’t know. If the pst file is in use by Outlook, the tool will not copy the file, no surprise there, but there is no reporting that the tool was unable to copy the file.
So, as a free tool, it’s pretty good to perform a scan of what pst tools exist and where they are. As a paid tool, it’s not worth it.
Microsoft Exchange PST Capture 2.0
This tool is Microsoft’s tool that will do it all. Find all the PST files and dump them to a location of your choosing. The tool has a workstation agent that needs to get installed which also requires dot net 4.5 to be installed as a prerequisit. Since my customer does not have any software deployment tools, using group policy to push this out seemed very unsuccessful.
I am using the tool to push the PST files up to Office 365. The one “catch” is that the tool requires a 64 bit version of outlook to be installed on the workstation/server that the tool is running from. So I am using a windows 7 x64 virtual machines where I installed the 64 bit version of outlook, dot net 4.5, powershell 3.0 and finally the tool.
I can tell you that the tool works fine for pushing PST files to the target mailboxes in Office 365, but I can’t tell you about the agents.
I came up with my own soulution to get those PST files. The first tool told me that some people have multiple profiles on their pc, as in c:\users\John and c:\users\john.001, where one of those profiles is old and stale.
Also, I need to copy the PST file before the user starts Outlook and locks that file.
My solution was to use AutoIT and make an exe file out of the following code.
$datapath = @HomeDrive & @HomePath & "\Documents\Outlook Files\*.*"
$copyto="\\SRV-FILE01\MDrive\pstlog\" & @UserName & "\*.*"
FileCopy ($datapath , $copyto, 8)
The number 8 means to create the destination directory if it does not exist. So under the \pstlog\ folder, it will create the user’s name and then copy all the folders.
I put this the command
as the last line in the logon script batch file that everyone is already using. The “start” command doesn’t keep the command prompt open
Without the “start” command, the command prompt box stays open.
Since this homemade tool runs at logon time, Outlook is not open yet.
If I change the number 8 to a number 9, it will copy OVER the existing file, that way I get the latest file.
When I get close to cutover date, I will change the 8 to a 9 and get the latest pst files.
I found through testing that when I import the PST file multiple times using the Microsoft tool, it does NOT create duplicate messages, whew!!
Now, the only problem with this solution at this point is that if the outlook pst data file was created in a different location than the default, I will need to manually get that one.
Since the free tool found all instances of pst files, I’m pretty sure that everyone has them in the default location.
Overall, a pretty easy migration.
Here is the pickle that hosted exchange providers find themselves in: They are using Exchange 2010 or 2013 that is limited to updates and add ons that Microsoft rolls out. Each major version of messaging has been around 3 years… Exchange 2007, 2010, 2013. While these hosted providers provide a nice interface for you to manage accounts and settings, ultimately they are using the same version of Exchange as you would on premises.
Let’s first talk about exactly what Microsoft’s Office 365 and all the features you get with it.
Office 365 is Exchange email services, Skype for business (Lync), SharePoint, OneDrive storage, “Office Online” (Word, Excel, PowerPoint, OneNote), Yammer, and a few more.
Wow, that’s a mouthful…. and all these services are very seamlessly integrated together.
What exactly is it and how that differs from Exchange 2013 on premises?
Office 365 Exchange Online contains all the features that you would expect from Exchange messaging system. While mailboxes are limited to 50GB (that’s huge), the user gets a second mailbox called an “online archive” mailbox. This mailbox is unlimited. So why two? Technically, the first mailbox is cached to the OST file on the workstation, whereas the online archive mailbox is not cached. BTW, you should always run Outlook in cache mode, not online mode.
Exchange Online is a version of Exchange that is beyond Exchange 2013. It offers more functionality and is constantly being updated. Major revisions come out every quarter. So that’s every 3 months rather than 3 years as for traditional Exchange. Some of the added features and benefits of Exchange Online include
- End to end encryption for sending email. This negates the need to install a third party applicance such as Zixmail. Office 365 has built in portal for your recipients to access your customized portal to retrieve their encrypted message. No need for outlook plugins. Works with Webmail.
- Users are allowed to create groups and invite people to them. This allows for end users to collaborate with people that share a common interest; maybe a bid proposal, maybe a new product development. The groups also show on the left hand side of the webmail interface and display all mail sent / received to that group. More can be found here:
- Two factor authentication. This is more of a feature of Office 365 itself, and it allows for a more secure authentication method to your mail.
- In place hold. This is better than Journaling. With Journaling you only get a copy of the message, with in place hold, there is information about where the message is. Was it deleted? Was it forwarded? Was it placed in a folder. Yes, Exchange Online supports traditional Journaling, but in place hold is much better.
- Exchange Online Protection, or EOP. This is the rich and fully featured anti-spam, anti-malware, anti-virus protection for incoming and outgoing mail.
- Data Loss Prevention, or DLP. Outgoing mail and attachments can be scanned for things like Social Security Numbers that you may not want sent to external recipients. This can work in conjunction with end to end email encryption.
- Integration with all the other components of Office 365, such as sharing documents using OneDrive rather than normal attachments.
Microsoft has some various license plans for Office 365. Currently they offer E1, E3, and E4.
E1 contains all the bells and whistles and costs $8.00 per user.
- Exchange email services, Skype for business (Lync), SharePoint, OneDrive storage, “Office Online” (Word, Excel, PowerPoint, OneNote), Yammer, and a few more.
- OneDrive – Unlimited Storage (used to be 1 TB) for each user
- Exchange mailboxes – 50 GB mailbox and an unlimited online archive mailbox for each user
E3 has all the features of E1 plus it includes Office Desktop 2013 for each user and costs $20.00 per user.
- Each user can install Office Desktop (Word, Excel, PowerPoint, OneNote, Access) on up to 5 devices. So for an additional $12 dollars over E1, the user can install office on their desktop, their laptop, and their home pc.
- Included is the recently released Office for iPad, Android tablet, and mobile devices. You can install this version on up to 5 phones and 5 tablets, 10 in all.
Third party hosted Exchange providers can’t complete when you look at all the features and the cost involved.
Normally when I setup Office 365 for my customers, I remove this tag from the default policy…. because you always have that one special user that uses two folders.. the “inbox” folder and the “deleted items” folder…. and they often go back to the “deleted items” folder looking for something weeks later. (Uggg)
Microsoft says now:
We are instructing the system to ignore the 30 day delete tag on the Deleted Items folder if the retention policy’s name is “Default MRM Policy.” This is why changing the policy name will ensure that the tag continues to work. We are not removing or disabling the tag.
Previously deleted items would disappear after being in that folder for 30 days.
Read more about this change here:
- OFFICE BLOG: Extended email retention for deleted items in Office 365
Although Amazon Prime membership in the US grew by 50 percent last year, there is still a need to try things on (TOUCH & FEEL) and clothing is the obvious product. I’m sure that most of us are fine with buying a crock pot based on pictures and reviews, a dress shirt and pants are another issue. Imagine a clothing store that has one of everything in every size, but no inventory to walk out with. All shirts and pants are pressed and ready to try on allowing you to see exactly what that shirt really looks like (not the shirt that has all those wrinkles from being folded, pinned, plastic collar stays, etc.). While the store does not have any inventory for you to walk out with, it does however have a smartphone app, or an iPad mini the store assistant uses to help you make choices. When you are done finding what meets your fancy, the purchase process is just like amazon, you make the payment at the checkout counter (or on your phone) and by the time you drive home you get an email informing you that your items are being shipped. Within 2 days your purchases they arrive via UPS. If you change your mind, you can drop the items back at the store or have UPS pick them up.
The reduction in inventory and floor space saved at each store would reduce it’s operating costs, allow each store to offer more items to customer, and guarantee that they have the size that fits you. These stores are coined “touchy-feely” stores by my spouse Alicia. We both believe this is the future of clothing shopping. Are you listening JCP with your failed efforts by former CEO Ron Johnson and financial failure? Sears is in the same financial sinking boat, just look at these images at Business Insider showing what’s happening using their 20th century mentality? Even Aeropostale is closing stores.
In order to make it financially in the 21st century these stores need adapt to the new market place where customers don’t want to hear “we are out of your size, but I can check another store”. Who wants to drive across town for one shirt? The last time I went into Dick’s sporting goods to buy a pair of shoes, they didn’t have my size. I liked what they looked like, so I went home and bought them on Amazon.com (Dick’s online didn’t even have my size!).
One of everything in every size ready to try on in the “touch-feely” stores. More options, more choices, zero inventory in the back room. Purchases are done online and shipped to you.
JCP/Sears/etc still can’t wrap your head around the customer walking out of the store with nothing in hand? Send them a customized web link with all the things they purchased on beautiful models with the ability to share these images on Facebook and Twitter. Trust me, the young women of today will go wild over it. Welcome to the 21st century, now pay me the 1.5 million you paid Ron Johnson.
I have been out of college for 25 years. My first job (and first career) was with a large power utility company. Shortly after I was hired, the company was affected by deregulation of the utility industry. They had prided themselves on never having a layoff, even during the great depression. With deregulation came a new CEO, and with the new CEO came much change. I saw people that has 20+ years with the company fired, they called it involuntary separation. Their reality and their world came crashing down around them.
Fast forward 25 years and I see the same thing happening today with state employees. Our state governor is taking on the same lean and mean approach to the state budget, although not as harsh, they are seeing their health insurance go up, furlough days mandated, and ultimately their relative waged decreased.
I read somewhere “Everyone has a temporary job, just most of us are in denial.”
So rather than looking for “job security”, strive for “job marketability”. In fact, read this book by Dawn Rasmussen.
This way when things get sour where you work, whether it be involuntary or voluntary separation, getting that next job in your career is not as painful.
I have found my new laptop’s “caps on” and “caps off” to stall my keyboard input until I am done seeing it disappear, I found a way to disable it.
Document ID: c03462568 at HP support
If you want to disable certain notifications, you must directly modify the Windows Registry as there is no method for doing this inside the program itself. The following are the Registry settings than can be changed to implement the desired results:
Registry Key: HKEY_LOCAL_MACHINESOFTWAREPoliciesHewlett-PackardHP HotKey Support
- Value Name: VolumeOSD DWORD 0
- Value Name: AmbientLightSensorOSD DWORD 0
- Value Name: BrightnessOSD DWORD 0
- Value Name: CapsLockOSD DWORD 0
- Value Name: NumLockOSD DWORD 0
- Value Name: ScrollLockOSD DWORD 0
Setting the value to ‘0’ disables it. To reenable it, set it to ‘1’,