What Are Public Folders?

Public folders in Exchange provide a simple, shared space where teams can store and organize information. Over the years, businesses have used public folders to manage project files, shared email archives, and company-wide calendars. However, with the adoption of Microsoft 365 (Office 365) and modern collaboration tools like SharePoint and Microsoft Teams, organizations are now moving these critical data stores to the cloud.

Why Migrate Public Folders to Office 365?

There are several reasons why businesses choose to migrate public folders to Office 365:

• Cloud Access: Make public folder content accessible from anywhere.
• Better Security: Leverage Office 365’s built-in compliance and security features.
• Simplified IT Management: Reduce server maintenance and on-premises infrastructure costs.
• Business Continuity: Ensure important data is protected with Office 365 backup and disaster recovery options.
• Enhanced Collaboration: Integrate with other Microsoft 365 apps like Teams, SharePoint, and OneDrive.

How to Migrate Public Folders to Office 365

A smooth migration requires careful planning. Here's a high-level overview of the process:

1. Assess Your Public Folder Environment

Start by reviewing your existing public folders:

• How much data do you have?
• How complex are your folder hierarchies?
• Are there any outdated or unused folders?

Microsoft provides the Get-PublicFolderStatistics PowerShell command to help you gather details on your existing setup.

2. Choose the Right Migration Method

Microsoft supports two main ways to migrate public folders to Office 365:

• Cutover Migration: For organizations with fewer than 500,000 public folders or under 50 GB of data.
• Batch Migration: Best for larger and more complex environments, allowing a staged transfer.

In some cases, third-party migration tools can offer added flexibility, speed, and features like coexistence support.

3. Prepare Your Office 365 Tenant

Before the migration starts, make sure:

• Public folder mailboxes are created in Office 365.
• User permissions are mapped properly.
• Mail-enabled public folders are set up as needed.

4. Perform the Migration

This involves:

• Exporting the public folder content from Exchange.
• Importing it into Office 365 using migration scripts or tools.
• Validating the data and ensuring folder permissions are intact.

5. Test and Verify

After the migration:

• Confirm that all public folders are accessible in Office 365.
• Test permissions, search functionality, and email flow.
• Communicate with your users to ensure they can find and use the migrated folders.

Common Challenges

When you migrate public folders to Office 365, watch out for:

• Folder size limits in Office 365.
• Long folder hierarchies that may need flattening.
• Custom permissions that may not map perfectly.
• Potential downtime if migration planning isn’t handled carefully.

Best Practices

• Clean up unused or outdated folders before migration.
• Use pilot migrations to test the process on a small scale.
• Keep users informed about changes and timelines.
• Backup your data before and after the migration for added security.

Conclusion

Choosing to migrate public folders to Office 365 is a smart step toward modernizing your business and enhancing team collaboration. With careful planning, the right tools, and expert support, you can move your public folder data to the cloud while minimizing downtime and ensuring ongoing productivity.

If you're looking for professional assistance with your public folder migration, Exchange Savvy specializes in secure, seamless, and efficient migrations tailored to meet your organization's needs.