Method To Migrate Exchange Public Folder To SharePoint

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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.

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. Click Add Folder(s) option to add the Public Folder.
3. Select the Live Exchange option and click Next.
4. Select the Exchange Server from the drop-down and then select the mailbox from it. Then click Next.
5. Select the Public Folders and then click the Select button.
6. Now, you have selected the public folder. Click Next.
7. Click the Browse button to choose the SharePoint site as the destination. Then click Next.
8. Under Project, expand the lists or subsites where the desired data will reside.
9. Select any folder and click OK.
10. Click the Next button.
11. 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.
12. Set the attribute value to the column. Then click OK.
13. Click the Next button.
14. 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.
15. Check the option to Migrate Permission and Remap users/Groups. Click the Next button.
16. Map the Source and Destination Users. Click OK.
17. Click the Next button.
18. Choose to either schedule the migration or run the migration immediately. Click Next after making your choice.
19. A summary page will brief you about your selection and settings. Click Next.
20. The migration process will start.
21. After a successful migration, the tool will provide a detailed report consisting status of each migration item. Click the Finish button.

Conclusion

In the manual method, the user can migrate the Public Folder to SharePoint for a single account only. When the organization requires to migrate the large contents, then they can use Kernel Migrator for SharePoint tool that can connect with the Public Folder and migrate securely. The software migrates complete permissions, metadata, and features of source data. While migrating the data, the user can schedule the job at a specified time.