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Migration Manager for Exchange 8.14 - User Guide

Pre-Migration Activities Migration Process Calendar Synchronization Mailbox Migration Public Folder Synchronization Free/Busy Synchronization Tracking the Migration Progress Creating Batches of Synchronization Jobs Outlook Profile Update Fine-Tuning the Agents Using Agent Hosts for Migration Agents Configuring Migration Using PowerShell Appendix A. Measurement of Migration Agent for Exchange Performance Appendix B. Migrating Large Public Folders to Exchange 2013 (or Higher) and Office 365

Adding a Public Folder Collection

To create a new collection for an existing public folder synchronization job, right-click the job in the management tree and select Add Collection from the shortcut menu.

This will start the Add Public Folder Collection Wizard, which will help you to set up and configure a new collection for the job. Each of the wizard’s steps is described in the related topics.

Step 1. General Options

Specify a name for the collection and set its priority. Optionally, you can provide a text description for the collection.

You can temporarily disable the collection and it will not be involved in the synchronization process until you enable it.

Step 2. Workflow

Set the preferred date to start migrating the collection. By default, the option to Start as soon as possible is selected.

Step 3. Select Public Folders

Populate the collection with public folder pairs. Note that folders that are already synchronized within other collections of the job are marked in the folder lists and cannot be included in the collection.]

Caution: Once you start the public folder synchronization process, do not change the synchronization roots for any jobs or collections. Changing the selected folder pairs after the synchronization has started might result in duplicate folders in one of the environments.

Step 4. Complete the Wizard and Commit Changes

After the new collection is created, the job is marked with an exclamation mark that means that you need to update the public folder synchronization agents’ databases. Right-click the job in the management tree and click Commit Changes on the shortcut menu to update the agents’ task lists on the remote servers.

Changing the Settings of a Public Folder Collection

All the options that you specify in the Add Public Folder Synchronization Job Wizard and the Add Public Folder Collection Wizard are later available in the collection’s properties. Some additional options are available only within the collection's Properties dialog box. These options are described below. To view or modify a collection’s settings, right-click the collection in the management tree and click Properties on the shortcut menu.


If any errors occurred during the public folder synchronization and you need to fully or partially re-copy the data that has already been sent to the target server, you can select the appropriate options in the public folder collection's Properties dialog box.

Three resynchronization options are available for the public folders of the collection. You can:

  • Resynchronize all public folder data previously sent to the target server, including public folder items, folder permissions, etc.
  • Resynchronize only public folder contents.
  • Resynchronize only public folder permissions, rules, and other folder-associated information.

NOTE: When you use the Public folder contents only option, then data such as the public folder type and mail-enabled status is not synchronized, even though it may differ in the source and target organization. This data is first synchronized when the public folders are created in the target organization, and later when you use the All or Only folders permissions, rules, and folder-associated information option.

If such differences exist between the source and target public folders and are intentional, use the Public folder contents only option to avoid changes to that data during resynchronization.

You can also select the resynchronization direction, which may differ from the original synchronization direction.

This page also allows you to remove the synchronization settings directly from the agents’ databases if for some reasons the resynchronization settings were not cleared after the resynchronization was performed.

After you modify any of the collection’s settings, the job is marked with an exclamation mark that means that you need to update the public folder synchronization agents’ databases. Right-click the job in the management tree and click the Commit Changes on the shortcut menu to update the agent’s task lists on the remote servers.

Changing the Settings of Public Folder Synchronization Agents

You can set scheduling, logging, and other options for each public folder synchronization agent. The Source Server Properties and the Target Server Properties dialog boxes allow you to configure the Public Folder Source Agent, Transmission Agent, and Public Folder Target Agent on every server involved in the migration. To open the dialog box, right-click the appropriate server in the management tree and select Properties from the shortcut menu. For more details, see the related topics.

It is strongly recommended that you set all the options before you begin the migration.

General Options

A number of options are available for the Public Folder Source Agent and the Public Folder Target Agent. The General pages of the source and target agents’ properties allow you to view and modify the following synchronization settings:

  • The Administrator Mailbox is used to get administrative access to the server’s public folders. It is the same mailbox that you select when setting up a public folder synchronization job. This mailbox does not need any rights on the public folders for the synchronization. The account that is used by the agent should have full access to the mailbox that is specified here.
  • The Copy rules check box allows you to select whether the folder rules should be synchronized. Select this check box for both the Public Folder Source Agent running on the source server and the Public Folder Target Agent running on the corresponding target server.

NOTE: To avoid possible conflicts, it is not recommended to select this check box for the Public Folder Target Agent running on the same server (if any).

  • The agents store their configuration and statistics in separate database files. For each agent, you can specify how frequently the database should be compacted.

For the Public Folder Source Agent (but not the Public Folder Target Agent), you can also specify the following options:

  • Whether the folders belonging to newsgroup hierarchies should be skipped
  • Whether only messages that have been modified recently should be copied to the target

Caution: If you change the value of the Copy message not older than option, the new value is applied only after the agent is restarted. In addition, if the new value is greater than the old value, you need to perform full resynchronization. If the new value is less, then resynchronization is not needed.

For the Public Folder Target Agent, you can also specify the following:

  • Whether the agent should archive an incoming PST file that cannot be processed
  • How long the agent should try to process each PST file


The Public Folder Source Agent compresses the PST files before putting them into service PUB files and sending them to the destination servers. The Data Transfer Units page of the source server properties allows you to select whether the agent should compress public folder data and to specify the compression rate. If the agent does not compress data, it works faster; however, the network traffic increases because larger files are transferred to the target servers.

You can also specify the maximum size of public folder data put to each PST file.


Every Migration Manager agent saves its logs to the server on which the agent is installed.

For each agent, you can specify whether the log file will be overwritten or appended during each session. You can also select which events will be written to the text log and to the Exchange server application log files.

Scheduling Options

Each public folder synchronization agent has its own scheduling options. This lets you define separately when the agents are allowed to put additional stress on the Exchange servers and on the network.

For each agent you can specify:

  • The hours during which each agent is allowed to run. On the agent’s Schedule page of the Server Properties, click Synchronization Schedule. Then select the time frame during which the agent should perform synchronization jobs.
  • Whether there should be a sleep period between the agent’s sessions and the duration of that sleep period.

Using Aelita EMW Recycle Bin Public Folder

If you perform public folder synchronization using Migration Manager Public Folder agents, you should create a special public folder called Aelita EMW Recycle Bin. Replicate this folder to all the public folder servers involved in the public folder synchronization process.

This folder will help prevent data loss in case of accidental public folder deletion. When a public folder is deleted in one of the environments, the public folder synchronization agents move the corresponding folder in the other environment to the Aelita EMW Recycle Bin folder, if it exists, instead of permanently deleting the folder. You can use this folder to check whether important information has been deleted, and restore any data deleted by mistake.

Caution: If don't want to use Aelita EMW Recycle Bin, you must manually turn off using the Aelita EMW Recycle Bin folder during public folder synchronization (set the UseRecycleBin parameter to 0). See the Use Fine-Tuning the Agents section of this document for details.


NOTE: If you move a public folder out of the public folder synchronization scope or to the Aelita EMW Recycle Bin folder then the synchronization of that public folder will be stopped, but the public folder itself will not be deleted in the target organization. Thus it will become orphaned until you return the public folder back to the synchronization scope. However, if you move contents out of a public folder which is within the public folder synchronization scope, those contents will not be moved to Aelita EMW Recycle Bin and will be permanently deleted in the target organization. When you return the contents back to the public folder, they will be synchronized to the target organization as new contents.

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