Method To Migrate Exchange Public Folder To SharePoint

Aftab Alam Aftab Alam Published On - 28 Feb 2019

Public Folder is an essential feature of Exchange Server, and it contains the shared resources useful for multiple users in an organization. With the help of Public folders, users can collect, organize, and share data. So, it can be termed as the collaboration feature of Exchange Server. The following are the Outlook clients where you have public folders –

  • MS Outlook configured with Exchange Server.
  • Outlook on the Web (since Exchange Server 2016).
  • Outlook for Mac for Office 365.
  • Outlook for Mac 2016

When you want to migrate your on-premises Exchange data to SharePoint, then the public folder is an important consideration for you. There is no direct option to migrate the Exchange Server public folder to the SharePoint. So, you will have to go for different kind of methodology where you create PST file, copy the public folder data to PST, and migrate the PST to SharePoint. Let’s go through the process in detail –

Step – 1. Start the Outlook application which has an account configured with Exchange Server. Here create a new Outlook Data File.

create a new Outlook Data File

Step – 2. The second steps require copy-&-paste of the items from the public folder to the newly created PST file. The advantage of copying the objects from a public folder is that if there is an error in the PST migration, then your data will be safe at the original public folder.

Step – 3. After copying the items into PST file, you can migrate it to SharePoint. Open your SharePoint account and go to the document library. When you open a library, then the library’s location is presented in the URL. You need to convert the URL into a proper universal naming convention (UNC) format. When you change the URL into the UNC format, it becomes suitable for your Public Folder data. Now, you can drag-&-drop data from the PST file. After migration, refresh your web browser and see your data there.

Limitation of Manual method.

The simple drag-&-drop method is simple to perform. But it also has multiple limitations which can affect the performance of migration –

  • It can migrate only a small amount of data.
  • It cannot migrate permissions.
  • There is a chance of data deletion and corruption.
  • There are no filtering options.
  • There is no way to verify the migration.

Kernel Migrator for SharePoint

To overcome the limitations of the manual public folder to SharePoint migration, you can go for an automated tool. Kernel Migrator for SharePoint is one such software which is perfectly suitable for the SharePoint environment. It facilitates quick and easy public folder to SharePoint migration . Let’s go through the step-by-step procedure for public folder to SharePoint migration –

  1. Start the software and select the Public Folder to SharePoint Migration under the Public Folder option.
  2. Select the Public Folder to SharePoint Migration

  3. Click Add Folder(s) option to add the Public Folder.
  4. Add Source to Migrate Public Folder to SharePoint

  5. Select the Live Exchange option and click Next.
  6. Select Source Type

  7. Select the Exchange Server from the drop-down and then select the mailbox from it. Then click Next.
  8. Select Server , mailbox/user name

  9. Select the Public Folders and then click the Select button.
  10. Select Public Folder

  11. Now, you have selected the public folder. Click Next.
  12. Add Public Folder

  13. Click the Browse button to choose the SharePoint site as the destination. Then click Next.
  14. choose the SharePoint site as the destination

  15. Under Project, expand the lists or subsites where the desired data will reside.
  16. Select an Item under project

  17. Select any folder and click OK.
  18. Select SharePoint list/library

  19. Click the Next button.
  20. Click the Next button

  21. The software will automatically map the source and destination items based on their attributes. It will leave such items blank which attributes are not mapped. Click Next.
  22.  Software will automatically map the source and destination

  23. Set the attribute value to the column. Then click OK.
  24. Set attribute value to the column

  25. Click the Next button.
  26. Click the Next button

  27. Apply the appropriate filter based on date, file, and user. You can also choose to overwrite the existing file and ignore the file path. Click the Next button.
  28. Apply filter by date, file, and user

  29. Check the option to Migrate Permission and Remap users/Groups. Click the Next button.
  30. Check Migrate Permission and Remap users

  31. Map the Source and Destination Users. Click OK.
  32. Map the Source and Destination Users

  33. Click the Next button.
  34. After mapping click on next button

  35. Choose to either schedule the migration or run the migration immediately. Click Next after making your choice.
  36. Choose schedule the migration or run the migration immediately

  37. A summary page will brief you about your selection and settings. Click Next.
  38. The migration process will start.
  39. migration process will start

  40. After a successful migration, the tool will provide a detailed report consisting status of each migration item. Click the Finish button.
  41. The tool providing migration detailed report

Conclusion

For public folder to SharePoint migration, Kernel Migrator for SharePoint scores over all the other migration methods. It is direct, simple, and highly efficient. You can choose unlimited public folders and their items for migration and can schedule the migration at any desired time.