Debunking Myths - SharePoint and Email Management Colligo Webinar Joel Oleson

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Published on December 1, 2008

Author: joeloleson

Source: slideshare.net

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 Oleson

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

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, & Admins Shrinking budgets Regulatory compliance & legal liability issues Email Needs to Be Managed Information stored in email is a key enterprise asset They need to be shared & “findable” for reuse Five Things You Must Know Myths vs. real world best practices How Colligo Contributor can help

Growing Demands of CIOs, Architects, & Admins

Shrinking budgets

Regulatory compliance & legal liability issues

Email Needs to Be Managed

Information stored in email is a key enterprise asset

They need to be shared & “findable” for reuse

Five Things You Must Know

Myths vs. real world best practices

How Colligo Contributor can help

Myth #1 Mailbox Folders are a Great Place to Store & Manage Emails & Attachments

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 access PSTs can get around inbox size limits Disadvantages of Mailbox for storage Important enterprise content gets buried in PST PST files can be problematic: Difficult to backup – continuously locked Creates data islands Risk of laptop theft, loss, corruption

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 access

PSTs can get around inbox size limits

Disadvantages of Mailbox for storage

Important enterprise content gets buried in PST

PST 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

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 servers Supports sharing of email content across the enterprise Body & attachment become searchable & reusable Advantages of version control & history Improved knowledge management What is Microsoft IT Doing? .MSG/.EML files = Top 10 File Type

Why Use SharePoint to Manage Email?

Centralize content on company servers

Supports sharing of email content across the enterprise

Body & attachment become searchable & reusable

Advantages 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 & Tricks Use content types to specify retention policies on content .MSG files open in Outlook Use 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

Tips & Tricks

Use content types to specify retention policies on content

.MSG files open in Outlook

Use 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

Public Folders Are Dead

Myth #2 – Public Folders Are 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

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 Do Strongly Recommend SharePoint for Most Scenarios…

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 for Most Scenarios…

Truth #2 – Consider SharePoint for Applications Why SharePoint Instead of Public Folders? Functionality overlap between Public Folders & SharePoint Public Folders are in maintenance mode Microsoft is investing heavily in SharePoint development 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 & SharePoint

Public Folders are in maintenance mode

Microsoft is investing heavily in SharePoint development

Truth #2 – Consider SharePoint for Applications What is Microsoft IT Doing? Moving more content to SharePoint Archiving and age limits on nearly all folders Replication disabled to eliminate duplicate storage Locking new folders down to exception-based requests New provisioning requests pointed to SharePoint Distribution list archiving most common exception

What is Microsoft IT Doing?

Moving more content to SharePoint

Archiving and age limits on nearly all folders

Replication disabled to eliminate duplicate storage

Locking 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 Folders Heavy time investment for Exchange Administrators Common 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)

Common Issues with Public Folders

Heavy time investment for Exchange Administrators

Common 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, Exchange Application 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-In Notes to SharePoint migrations: applications + email in Outlook Works online & offline

Migrating from Lotus Notes or GroupWise?

Mail migration: it’s a no-brainer, Exchange

Application 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-In

Notes 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

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 Careful Emailing Post to Blog Emailing an Exchange Discussion to SharePoint List Email-Enabled Lists Pose Challenges & Risks Self 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 hole List scalability challenges Can be complex to implement and support

Can Support Very Cool Applications … But Be Careful

Emailing Post to Blog

Emailing an Exchange Discussion to SharePoint List

Email-Enabled Lists Pose Challenges & Risks

Self 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 hole

List scalability challenges

Can 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

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?

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

Managed Folders Linked to SharePoint Will Solve All Archiving Needs

Myth #4 – Managed Folders Solve All Archiving Needs Bridge the Gap Between Exchange & SharePoint Managed Folders Introduced in Exchange 2007 “ Auto Copy” feature routes all content to SharePoint Risks Can 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

Bridge the Gap Between Exchange & SharePoint

Managed Folders Introduced in Exchange 2007

“ Auto Copy” feature routes all content to SharePoint

Risks

Can 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

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 &Tricks Design 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 policies Know what you are doing - it’s easy to end up with a mess Test in preproduction environment first Develop good workflows to manage new list requests Design with support, search, and life cycle in mind

Tips &Tricks

Design 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 policies

Know what you are doing - it’s easy to end up with a mess

Test in preproduction environment first

Develop good workflows to manage new list requests

Design 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

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 Everything Use views & search queries to retrieve content Risks With Large Lists Performance degradation “ All items” view can take 10’s of seconds to render Content database locking with very large lists Microsoft guidance: 2000 items per view in SharePoint list/library (Use Folders/Indexed Columns)

SharePoint is an Attractive Place to Store Everything

Use views & search queries to retrieve content

Risks With Large Lists

Performance degradation

“ All items” view can take 10’s of seconds to render

Content database locking with very large lists

Microsoft 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

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 Quantity of Content in Lists What is Microsoft IT Doing? Set up scan to find lists > 3000 items Read their whitepaper: “SharePoint Performance Optimization” Tips & Tricks Use Folders to break up content, < 2000 items per folder Indexed Columns for quicker retrieval Search Queries Most efficient method of retrieval

What is Microsoft IT Doing?

Set up scan to find lists > 3000 items

Read their whitepaper: “SharePoint Performance Optimization”

Tips & Tricks

Use Folders to break up content, < 2000 items per folder

Indexed Columns for quicker retrieval

Search Queries

Most efficient method of retrieval

Truth #5 – Manage Quantity of 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

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 & Truths Revisited Myth #1 – Mailboxes are Great for Email Management Truth #1 – SharePoint is a better place to store email & attachments for archival & collaboration applications Myth #2 – Public Folders are Dead Truth #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

Myth #1 – Mailboxes are Great for Email Management

Truth #1 – SharePoint is a better place to store email & attachments for archival & collaboration applications

Myth #2 – Public Folders are Dead

Truth #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 & Truths Revisited Why Use SharePoint to Manage Email? Centralizes content on secure company servers User based selection ensures “important” content is stored Supports sharing of email across the enterprise Email becomes “structured” enterprise content with metadata Body & attachment become searchable, findable, & reusable Advantages of version control & history features Content types support retention policies Improved collaboration, knowledge management, & ECM

Why Use SharePoint to Manage Email?

Centralizes content on secure company servers

User based selection ensures “important” content is stored

Supports sharing of email across the enterprise

Email becomes “structured” enterprise content with metadata

Body & attachment become searchable, findable, & reusable

Advantages of version control & history features

Content types support retention policies

Improved collaboration, knowledge management, & ECM

The Myths & Truths Revisited 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

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 Outlook SharePoint interface embedded in Outlook 2-way synch to document libraries (and lists) Easy email drag-and-drop within Outlook folder tree Content type selection at time of drag-and-drop Automatic message field extraction (To, From, Date, etc.) Immediate application of custom metadata Supports Archival, Collaboration, & DM Applications

To Boost Adoption, Make it Easy for Users

Contributor Add-In for Outlook

SharePoint interface embedded in Outlook

2-way synch to document libraries (and lists)

Easy email drag-and-drop within Outlook folder tree

Content type selection at time of drag-and-drop

Automatic 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 UI Support for custom lists, content types, metadata, & views Rich desktop client: right-click, drag-and-drop, etc. Offline caching for mobile workers Total Client Solution Outlook + Contributor Email + Applications =

Colligo Contributor for Notes Application Migration

Integrate Outlook email & SharePoint applications in one UI

Support for custom lists, content types, metadata, & views

Rich desktop client: right-click, drag-and-drop, etc.

Offline caching for mobile workers

Tip #2 – Fill the Gaps with a SharePoint Add-In Colligo Contributor Supports SharePoint Features Used to Migrate Notes Applications

Colligo Contributor Supports SharePoint Features Used to Migrate Notes Applications

Tip #2 – Fill the Gaps with a SharePoint Add-In Outlook Exchange Notes Domino SharePoint Applications Email Contributor

Tip #3 – Drag-and-drop to SharePoint Folders in Outlook Drawbacks of Sending to Email-Enabled Lists Stores as .EML (will not open in Outlook) Attachments stripped off & stored separately Users cannot specify content type or metadata at “save” time Advantages of Outlook Add-In for Email Management Stores body & attachments as .MSG ( will open in Outlook) Users specify content type & metadata at “save” time Automatically extracts email properties as metadata Outlook rules can automate email copy / move operation

Drawbacks of Sending to Email-Enabled Lists

Stores as .EML (will not open in Outlook)

Attachments stripped off & stored separately

Users cannot specify content type or metadata at “save” time

Advantages of Outlook Add-In for Email Management

Stores body & attachments as .MSG ( will open in Outlook)

Users specify content type & metadata at “save” time

Automatically extracts email properties as metadata

Outlook rules can automate email copy / move operation

Tip #4 – Let Users Self-Provision SharePoint Folders Reduce Workload for IT Users link SharePoint lists & libraries to Outlook on their own Security trimmed – supports SharePoint user privileges Flexibility in Classifying Content Users select retention regime through content types Default metadata specified at the folder level SharePoint Experience in Outlook SharePoint-like interface in Outlook Access to content, metadata, views, documents, & forms Eliminates context switching to browser

Reduce Workload for IT

Users link SharePoint lists & libraries to Outlook on their own

Security trimmed – supports SharePoint user privileges

Flexibility in Classifying Content

Users select retention regime through content types

Default metadata specified at the folder level

SharePoint Experience in Outlook

SharePoint-like interface in Outlook

Access to content, metadata, views, documents, & forms

Eliminates context switching to browser

Tip #5 – Boost Performance With Caching & Metadata Caching Content Can Improve Performance Rich client much faster than browser access Views & filters render quickly Content is opened instantly with double click Users can rely on consistent UI performance, online or offline Ability to set metadata when content is saved leads to better classification

Caching Content Can Improve Performance

Rich client much faster than browser access

Views & filters render quickly

Content is opened instantly with double click

Users can rely on consistent UI performance, online or offline

Ability to set metadata when content is saved leads to better classification

Customer Case Study: KPMG Denmark Business Challenges Wireless access too slow or unavailable at client offices Email retention required for engagement management Auditors add final files to SharePoint only at engagement end Challenges: below optimal productivity, security, & compliance Colligo Contributor Increases Auditor Productivity Improved productivity with offline SharePoint at client offices Enhanced client service with access to all relevant information Boosted SharePoint adoption with easy drag-and-drop Increased the # of emails/working papers in SharePoint Improved data centralization & security for compliance

Business Challenges

Wireless access too slow or unavailable at client offices

Email retention required for engagement management

Auditors add final files to SharePoint only at engagement end

Challenges: below optimal productivity, security, & compliance

Colligo Contributor Increases Auditor Productivity

Improved productivity with offline SharePoint at client offices

Enhanced client service with access to all relevant information

Boosted 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 [email_address] Barry Jinks President & CEO Colligo Networks [email_address] www.colligo.com/webinars/EmailTruths

> Get 30-Day Free Trial – Contributor Add-In

> Access Webinar Recording

> Download Webinar Whitepaper

> Contact Presenters

Joel Oleson

Sr. Product Manager

Quest Software

[email_address]

Barry Jinks

President & CEO

Colligo Networks

[email_address]

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