debunking myths - sharepoint and email management colligo webinar joel oleson
DESCRIPTION
Debunking Myths - SharePoint and Email Management Colligo Webinar Joel Oleson and Barry Jinks. This webinar explores the common myths and misconceptions around public folders, managed folders, exchange, inbox, PSTs, email enabled SharePoint lists, and so on, and shares truths to deciding when to use SharePoint. By Joel OlesonTRANSCRIPT
The Myths & Truths of Email Management in SharePoint
November 20, 2008
with Joel Oleson
Agenda
• Speaker Introductions
• Myth #1 – Mailboxes are Great for Email Management
• Myth #2 – Public Folders are Dead
• Myth #3 – Email-Enabled Lists Are a SharePoint Must
• Myth #4 – Managed Folders Solve All Archiving Needs
• Myth #5 – Keep all Emails & Attachments in One Place
• 5 Truths Revisited
• Contributor Add-In Tips & Tricks
• Next Steps
Our Speakers
HOST:
Barry Jinks
President & CEO
Colligo Networks, Inc.
GUEST SPEAKER:
Joel Oleson
Microsoft SharePoint Sr. Architect,
Consultant, & Speaker
The Myths & Truths
GUEST SPEAKER:
Joel Oleson
Microsoft SharePoint Sr. Architect,
Consultant, & Speaker
Quest Software
Introduction
• Growing Demands of CIOs, Architects, & AdminsShrinking budgetsRegulatory compliance & legal liability issues
• Email Needs to Be Managed Information stored in email is a key enterprise assetThey need to be shared & “findable” for reuse
• Five Things You Must KnowMyths vs. real world best practices
• How Colligo Contributor can help
Myth #1
Mailbox Folders are a Great Place to Store & Manage Emails & Attachments
Myth #1 – Manage Email in Mailbox Folders
• Advantages of Using Mailbox to Manage Email Information workers find it convenient Email feels safe
Email documents to themselves to store them in Exchange Drag-and-drop files & emails into Outlook folders > PSTs
PSTs can provide offline accessPSTs can get around inbox size limits
• Disadvantages of Mailbox for storage Important enterprise content gets buried in PSTPST files can be problematic:
Difficult to backup – continuously locked Creates data islands Risk of laptop theft, loss, corruption
Truth #1
SharePoint is a Better Place to Store Email & Attachments for Archival &
Collaboration Applications
Truth #1 – Manage Email in SharePoint
• Why Use SharePoint to Manage Email? Centralize content on company serversSupports sharing of email content across the enterpriseBody & attachment become searchable & reusableAdvantages of version control & history Improved knowledge management
• What is Microsoft IT Doing? .MSG/.EML files = Top 10 File Type
Truth #1 – Manage Email in SharePoint
• Tips & TricksUse content types to specify retention policies on content .MSG files open in OutlookUse custom metadata to improve “findability”Don’t dump email into SharePoint
Storage nightmare Users must decide which content is important Metadata and decisions must be made when stored
Myth #2
Public Folders Are Dead
Myth #2 – Public FoldersAre Dead
• No Need for Confusion… February 20, 2006 – public folders may not be in next release
March 31, 2008 – public folders will be in next major release
Truth #2
The Exchange Team Will Include Public Folders in the Next Version & Support Them for a Minimum of
10 Years: However, They DoStrongly Recommend SharePoint for
Most Scenarios…
Truth #2 – Consider SharePoint for Applications
Use Public Folders Currently? New to Public Folders?
File Sharing Strongly Consider SharePoint SharePoint is the Better Option
Team Calendar Similar Functionality Consider SharePoint First
Contact Sharing Similar Functionality Consider SharePoint First
Discussion Forums Similar Functionality Consider SharePoint First
Distribution Group Archive Similar Functionality Consider SharePoint First
Custom Applications Strongly Consider SharePoint Strongly Consider SharePoint
Organizational Forms Similar Functionality Use InfoPath
• Why SharePoint Instead of Public Folders?Functionality overlap between Public Folders & SharePointPublic Folders are in maintenance modeMicrosoft is investing heavily in SharePoint development
Truth #2 – Consider SharePoint for Applications
• What is Microsoft IT Doing?Moving more content to SharePointArchiving and age limits on nearly all foldersReplication disabled to eliminate duplicate storageLocking new folders down to exception-based requests
• New provisioning requests pointed to SharePoint
• Distribution list archiving most common exception
Truth #2 – Consider SharePoint for Applications
• Common Issues with Public FoldersHeavy time investment for Exchange AdministratorsCommon Concerns
• Control
• Performance
• Scale & storage issues
• Support
• Duplicate File Shares and SharePoint
• Security and privacy concerns
“Public” social dumping grounds an HR issue (pictures & music)
Truth #2 – Consider SharePoint for Applications
• Migrating from Lotus Notes or GroupWise?Mail migration: it’s a no-brainer, ExchangeApplication migration: strongly recommend SharePoint
• Tips & Tricks If you plan to customize SharePoint sites & site templates, look
at Features & Solutions
• Colligo Tip: Fill the Gaps with a SharePoint Add-InNotes to SharePoint migrations: applications + email in Outlook Works online & offline
Myth #3
A SharePoint Deployment Is Not Complete Until You Turn
on Email-Enabled Lists
Myth #3 – Email-Enabled Lists Are a SharePoint Must
• Can Support Very Cool Applications … But Be CarefulEmailing Post to BlogEmailing an Exchange Discussion to SharePoint List
• Email-Enabled Lists Pose Challenges & RisksSelf service can easily get “out of control” & drain IT resources
AD objects created with no lifecycle Contact accounts naming conflicts
Security risks – easy to create a holeList scalability challengesCan be complex to implement and support
Truth #3
Use with Caution: To Be Successful, Email-Enabled Lists Require Management & Oversight to
Scale Past a Few Thousand Items
Truth #3 – Caution: Manage Email-Enabled Lists
• What is Microsoft IT Doing?Decided against using self service email-enabled lists
• Tips &Tricks If planning to use email-enabled lists, ask these questions:
Are those contact objects in a separate OU? How do you know if the inbound mail stops working? Can anyone send to the email enabled list? Does the item show up the way you expect it to, or are just
attachments showing up? Does the metadata look like you expect it to?
Myth #4
Managed Folders Linked to SharePoint Will Solve All Archiving Needs
Myth #4 – Managed Folders Solve All Archiving Needs
• Bridge the Gap Between Exchange & SharePointManaged Folders Introduced in Exchange 2007 “Auto Copy” feature routes all content to SharePoint
• RisksCan put heavy requirements on IT
Not end user configurable List security management
Managed Folders can be abused & become “dumping grounds”Scale limitations can lead to SharePoint performance issues
Truth #4
Managed Folders Can Work Well, But Require a Solid Information Architecture Design & Trained Admins Who Understand How
to Manage Scalability
With Structure the Business Can be Creative
Balance with IT Governance
Truth #4 – Managed Folders Work Well With Oversight
• Tips &TricksDesign for list scalability (more on this later)
Bad Design: a folder called “Keep” or “Backup” Good Design: a folder called “Legal Hold”
Use content types to set retention policiesKnow what you are doing - it’s easy to end up with a messTest in preproduction environment firstDevelop good workflows to manage new list requestsDesign with support, search, and life cycle in mind
Myth #5
It’s Better to Keep All Emails & Attachments in One Place, & Use
Metadata to Search Content
Flat Lists Don’t Scale
Myth #5 – Save All Content In One Location
• SharePoint is an Attractive Place to Store EverythingUse views & search queries to retrieve content
• Risks With Large ListsPerformance degradation “All items” view can take 10’s of seconds to renderContent database locking with very large listsMicrosoft guidance: 2000 items per view in SharePoint
list/library (Use Folders/Indexed Columns)
Default List Page Load is Inefficient
Truth #5
With SharePoint, It’s Best to Limit the Number of Items in One List and/or Use Views, Folders, & Queries to Improve Performance
Truth #5 – Manage Quantityof Content in Lists
• What is Microsoft IT Doing?Set up scan to find lists > 3000 itemsRead their whitepaper: “SharePoint Performance Optimization”
• Tips & TricksUse Folders to break up content, < 2000 items per folder Indexed Columns for quicker retrievalSearch Queries
Most efficient method of retrieval
Truth #5 – Manage Quantityof Content in Lists
• Further Reading on Performance & Scale Issues “Working with Large Lists in Office SharePoint Server 2007”
by Steve Peschka, Microsoft testing to determine the performance of large SharePoint lists
under different loads & modes of operation
“Plan for software boundaries (Office SharePoint Server)” on Microsoft TechNet performance & capacity limits of SharePoint, & guidelines for
acceptable performance
Care and Feeding
The Myths & TruthsRevisited
• Myth #1 – Mailboxes are Great for Email ManagementTruth #1 – SharePoint is a better place to store email &
attachments for archival & collaboration applications
• Myth #2 – Public Folders are DeadTruth #2 – The Exchange team will include Public Folders in
the next version & support them for a minimum of 10 years: however, they do strongly recommend SharePoint
The Myths & TruthsRevisited
• Why Use SharePoint to Manage Email? Centralizes content on secure company serversUser based selection ensures “important” content is storedSupports sharing of email across the enterpriseEmail becomes “structured” enterprise content with metadataBody & attachment become searchable, findable, & reusableAdvantages of version control & history featuresContent types support retention policies Improved collaboration, knowledge management, & ECM
The Myths & TruthsRevisited
• Myth #3 – Email-Enabled Lists Are a SharePoint Must Truth #3 – Use with caution: to be successful, email-enabled lists
require management & oversight to scale past a few thousand items
• Myth #4 – Managed Folders Solve All Archiving Needs Truth #4 – Managed Folders can work well, but require a solid
information architecture design & trained admins who understand how to manage scalability
• Myth #5 – Keep all Emails & Attachments in One Place Truth #5 – Limit the number of items in one list and/or use views,
folders, & queries to improve performance
Colligo Tips & Tricks For Email in SharePoint
HOST:
Barry Jinks
President & CEO
Colligo Networks, Inc.
Tip #1 – Make it Easy to Manage Email in SharePoint
• To Boost Adoption, Make it Easy for Users
• Contributor Add-In for OutlookSharePoint interface embedded in Outlook2-way synch to document libraries (and lists)Easy email drag-and-drop within Outlook folder treeContent type selection at time of drag-and-dropAutomatic message field extraction (To, From, Date, etc.) Immediate application of custom metadata
• Supports Archival, Collaboration, & DM Applications
Tip #1 – Make it Easy with Drag-and-Drop
Tip #1 – Make Metadata Easy to Capture & Set
Tip #1 – Make it Easy to Access SharePoint Content
Tip #2 – Fill the Gaps with a SharePoint Add-In
• Colligo Contributor for Notes Application Migration Integrate Outlook email & SharePoint applications in one UISupport for custom lists, content types, metadata, & viewsRich desktop client: right-click, drag-and-drop, etc.Offline caching for mobile workers
TotalClient
Solution
Outlook + Contributor
Email + Applications
=
Tip #2 – Fill the Gaps with a SharePoint Add-In
• Colligo Contributor Supports SharePoint Features Used to Migrate Notes Applications
Tip #2 – Fill the Gaps with a SharePoint Add-In
OutlookExchange
NotesDomino
SharePoint
Applications
Contributor
Tip #3 – Drag-and-drop to SharePoint Folders in Outlook
• Drawbacks of Sending to Email-Enabled ListsStores as .EML (will not open in Outlook)Attachments stripped off & stored separatelyUsers cannot specify content type or metadata at “save” time
• Advantages of Outlook Add-In for Email ManagementStores body & attachments as .MSG (will open in Outlook)Users specify content type & metadata at “save” timeAutomatically extracts email properties as metadataOutlook rules can automate email copy / move operation
Tip #4 – Let Users Self-Provision SharePoint Folders
• Reduce Workload for ITUsers link SharePoint lists & libraries to Outlook on their ownSecurity trimmed – supports SharePoint user privileges
Flexibility in Classifying Content Users select retention regime through content typesDefault metadata specified at the folder level
• SharePoint Experience in OutlookSharePoint-like interface in OutlookAccess to content, metadata, views, documents, & formsEliminates context switching to browser
Tip #5 – Boost PerformanceWith Caching & Metadata
• Caching Content Can Improve PerformanceRich client much faster than browser accessViews & filters render quicklyContent is opened instantly with double clickUsers can rely on consistent UI performance, online or offlineAbility to set metadata when content is saved leads to better
classification
Customer Case Study:KPMG Denmark
• Business ChallengesWireless access too slow or unavailable at client officesEmail retention required for engagement managementAuditors add final files to SharePoint only at engagement endChallenges: below optimal productivity, security, & compliance
• Colligo Contributor Increases Auditor Productivity Improved productivity with offline SharePoint at client officesEnhanced client service with access to all relevant informationBoosted SharePoint adoption with easy drag-and-drop Increased the # of emails/working papers in SharePoint Improved data centralization & security for compliance
Next Steps
> Get 30-Day Free Trial – Contributor Add-In
> Access Webinar Recording
> Download Webinar Whitepaper
> Contact Presenters
Joel Oleson
Sr. Product Manager
Quest Software
Barry Jinks
President & CEO
Colligo Networks
www.colligo.com/webinars/EmailTruthswww.colligo.com/webinars/EmailTruths