Migrate Exchange 2016 public folders to Office 365

Exchange 2016 public folders often encounter issues such as frequent permission errors, replication delays that hinder data access, and recurring Outlook error messages. Managing these public folders becomes increasingly difficult, especially in environments where Exchange 2016 coexists with older versions, leading to conflicts and operational limitations. Migrating Exchange 2016 public folders to Office 365 is crucial to resolving these challenges and enhancing performance, scalability, and security.

Office 365’s modern architecture utilizes public folder mailboxes to improve load distribution and reduce maintenance complexities. EdbMails Exchange migration software offers a high-performance solution that eliminates the need for manual PowerShell scripts. It seamlessly handles both small and large public folders, transferring data without size limitations while preserving all associated permissions.

EdbMails supports incremental migration, allowing you to transfer only newly added or modified data in subsequent migration operations, optimizing bandwidth and time efficiency. Additionally, it enables concurrent mailbox migrations, facilitating the simultaneous migration of multiple mailboxes, thereby speeding up the entire process. The intuitive interface ensures that organizations can complete migrations in just a few steps, with zero downtime and no impact on user mailboxes.

EdbMails supports migration across any Exchange servers including legacy servers such as Exchange 2007, 2010 and 2013, as well as newer versions Exchange 2016 and 2019. EdbMails features automatic mapping of public folders and advanced filtering options. These capabilities ensure seamless mailbox connections and selective item transfers, delivering a smooth migration experience.

1. Exchange 2016 public folder migration to Office 365 planning

   Before initiating the migration of public folders from Exchange 2016 to Office 365, it is imperative to evaluate the migration requirements and prerequisites. The following checklist will assist in identifying and preparing your environment accordingly.

   1. Assess whether your current migration environment is Hybrid or non-Hybrid.
   2. Evaluate the size and quantity of the public folders you intend to migrate.
   3. Set up public folders in Office 365 and ensure they are mail-enabled
   4. Decide if you prefer to migrate all at once or in multiple phases.
   5. Verify your internet connection speed and network setup.
   6. Determine whether you will transfer public folders to public folders, primary mailboxes, or shared mailboxes on the destination server.

     Check out the prerequisites for migrating Public folders to Office 365.

2. Exchange 2016 public folder to Office 365 pre-migration activities

   • Step 1: Assign admin permission to the public folders on the source server

       Steps to assign admin permissions to all the public folders on the source Exchange server

   • Step 2: Create public folders on the target Office 365 server

     Ensure to create Public folders on the target Office 365 servers and assign the admin permissions.

       Create Office 365 Public folder and assign admin permissions

      If your mailboxes are in a Hybrid environment, it is not possible to migrate the Public folders directly to Office 365. Refer to this workaround solution to migrate Public folders in a hybrid environment.

   • Step 3: Add a custom domain to Office 365 (Optional)

     If you have a custom email domain from your hosting provider to which you want to migrate and receive emails, you must add and verify the domain on Office 365.

      Steps to add custom domain to Office 365

   • Step 4: Install cumulative updates (CU) on Exchange server 2016

     For migrating Exchange server 2016 to Office 365, it is required that you have latest cumulative updates (CU4 or later) installed on the source server (2016)

     Note: For migrating Public folders to Office 365 with EdbMails, you do not require PowerShell scripts. The following steps describe the public migration method by using EdbMails graphical user interface (GUI).

3. Steps to migrate Exchange 2016 public folders to Office 365 using EdbMails

   • Step 1: Download and install EdbMails software

     • Download and set up EdbMails on any computer running on Windows OS and can be connected to your source Exchange server.
     • After installation, launch the EdbMails app and click ‘Login' with the required details or 'Start Your Free Trial' to get started.

       

     • Select the migration option as ‘Live Exchange migration’.

       

        System requirements to migrate Exchange 2016 public folders to Office 365.

   • Step 2: Connect to source Exchange 2016 server

     • Choose the required connection options, select ‘Connect to Public Folder’ to connect to Exchange 2016 public folders.

         Various methods to connect to Exchange servers

       

     • Enter the Exchange 2016 server details and hit the ‘Login’ button

       

   • Step 3: Select Exchange 2016 server public folders

     • After successfully logging in to the source Exchange 2016 server, EdbMails displays all the public folders and subfolders in a tree view. You can select the required public folders or choose to migrate all the public folders.
     • Then, click 'Migrate to Office 365' to establish a connection with the target server.

       

     • If this is your initial migration using EdbMails, the process will be classified as a full migration. For any subsequent migrations from the same source to the target, the process will be considered incremental migration.

   • Step 4: Connect to target Office 365 server

     • In the ‘Connect to Office 365 (Destination)’ window, choose the appropriate method for secure OAuth-based modern authentication. The default ‘Auto Registration’ method requires Global admin access. Alternatively, you can use a Global admin account or any user account with full access rights for the ‘Manual Registration’ method.

       

     • Choose ‘Connect to Public Folder’ as your connection method, then click the ‘Continue’ and login on Microsoft Sign in page.

       

   • Step 5: Exchange 2016 to Office 365 public folder mapping

     • EdbMails automatically maps public folders between the Exchange server and Office 365. You can also customize the folder mapping.

       

     • Click the ‘Folder and Items Filter’ button to customize the migration operation. You can migrate only the items within a specific date range by applying the date filter. You can also migrate specific items based on the email subject, attachments, sender's address, recipient's address, CC address, BCC address, and the read/unread status of the messages. Additionally, you have the option to exclude standard and custom folders from the migration operation.

       

   • Step 6: Start Exchange 2016 public folder migration to Office 365

     Once you have finished mapping the mailboxes, enter a name for the migration job and proceed with the migration process. Click the ‘View Log’ button to access the migration report. Login to your target serverVerify the counts of migrated emails, folders, and mailbox items.

     

4. Exchange 2016 public folder migration to Office 365 troubleshooting

     See the Exchange migration troubleshooting guide along with the Public folder troubleshooting resources for possible solutions to migration errors. For additional information on EdbMails Exchange migration, navigate to the frequently asked questions

     Solution for Public folders migration failure due to insufficient permissions.

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Additional resources:

• EdbMails Exchange migration software
• Exchange Public folder to Office 365 migration
• Exchange Public folder to Exchange migration
• Exchange 2010 to 2016 Public folder
• Exchange 2013 Public folder to Office 365
• Exchange Public Folder to Shared Mailbox

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