Public folder to Shared mailbox migration

Public folders and shared mailboxes in Microsoft Exchange and Outlook serve different purposes. Public folders facilitate hierarchical information sharing among larger groups but can become complex to manage, often leading to clutter and potential performance issues. In contrast, shared mailboxes simplify collaborative email management, allowing multiple users to handle emails from a common address. They also include shared calendars and tasks, requiring less administrative overhead and enhancing team communication. Additionally, as long as their size remains under 50 GB, shared mailboxes are generally easier to manage.

For organizations planning to migrate public folders to shared mailboxes, EdbMails Exchange migration software offers an easy solution that automates the entire migration process. The software tool simplifies the migration operation, significantly reducing the time and effort required. It supports direct migration from on-premises Exchange 2019, 2016, 2010, 2013, 2010 and 2007 to Office 365 (Microsoft 365), all without needing technical expertise or complex PowerShell scripts. You can easily migrate the entire public folder items along with the structure and or select specific items / folders using advanced filters, ensuring a smooth migration from Exchange public folders to shared mailboxes.

1. Public folder to shared mailbox migration planning

   Before initiating public folders to the shared mailbox migration process, it is crucial to evaluate the necessary requirements and prerequisites for a successful transition. Please refer to the following checklist to ensure that your environment is adequately prepared for the migration.

   1. Assess the total size and quantity of public folders designated for migration.
   2. Set up shared mailboxes on the destination server.
   3. Decide whether you prefer to migrate all data at once or in phases.
   4. Evaluate your internet connection speed and overall network setup.
   5. Keep in mind that shared mailboxes have a 50GB size limit. If you plan to migrate larger public folders, consider partitioning them or reducing their size beforehand.
   6. Determine the nature of your current migration environment, whether it is Hybrid or non-Hybrid.

2. Convert public folder to shared mailbox : Pre-migration activities

   • Step 1: Set the impersonation role on the source to the admin user

     Ensure that you set the ApplicationImpersonation permissions to the admin account on the source Exchange server. Ensure that the mailboxes and folders you migrate are not hidden from the address lists.

   • Step 2: Configure shared mailboxes on the target Office 365 server

     Ensure that you create and configure the Shared mailboxes on the target Office 365 server.

      Create Shared Mailbox on Office 365 and assign the members

     Ensure that you have a global admin account with a mailbox for Auto Registration of EdbMails application on your Entra ID (Azure Active Directory). However, you can use either a global admin account or any user account with full access rights in the Manual Registration method.

   • 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

     For migrating Public folders from Exchange to Office 365, ensure that you have the latest cumulative updates installed on the source server

3. Steps to migrate public folders to shared mailbox using EdbMails

   • Step 1: Download and install EdbMails Exchange server migration software setup

     • Download the EdbMails application and install it on a computer with access to both the source Exchange server.
     • Launch the EdbMails application and either click on 'Login' or opt for 'Start Your Free Trial’

       

     • Select the ‘Live Exchange Migration’ option from the dropdown list.

       

     • List of system requirements for public folder to shared mailbox migration.

   • Step 2: Connect to source Exchange server

     • In the ‘Connect to Exchange Server (Source)’ window, select the required connection option.
     • Detailed guidance on the various methods to connect Exchange servers in EdbMails

       

     • Enter the Exchange server details and click the ‘Login’ button

       

   • Step 3: Select the Exchange Public folders

     • Choose the Exchange public folders in the left pane of the main migration window.
     • Next, click 'Migrate to Office 365' to initiate the connection with the target server.

       

      If this is your first migration using EdbMails, it will do full migration. Subsequent migrations from the same source to the target will be incremental migration.

   • Step 4: Connect to target Office 365 server

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

       

     • Select ‘Connect to Primary / Shared Mailboxes’ option

       

     • Authenticate on the Microsoft Sign in page using your Office 365 Global admin account

       

     • Accept the required permissions

       

     • If you have previously set up an Office 365 connection with EdbMails, the list of mailboxes will be saved and available for reuse. For a new connection, click the ‘No’ button to access the options for loading mailboxes.

       

     • EdbMails automatically retrieves mailboxes from your source Office 365 server. If the required mailboxes don’t appear with the automatic loading option, you can load the mailboxes using a CSV file. Additionally, you can choose to load mailboxes from a previously saved list.

       

   • Step 5: Public folders to Shared mailbox mapping

     • EdbMails automatically maps public folders to the shared mailboxes, significantly optimizing the migration process and reducing the time required when handling a large volume of public folders. You can also manually map public folders to the required shared mailboxes on the target server.

       

     • Click the ‘Folder and Item Filter’ button to customize the public folder to shared mailbox migration operation.
       • Advanced Include and exclude filters
       • Date filters to migrate only the emails within a certain date range.
       • Size filtering to exclude emails from the migration that exceed a specified size limit.

     

   • Step 6: Start Public folder to Shared mailbox migration

     After completing the mapping process, enter the migration job name and proceed to initiate the migration process. Finally, validate the number of migrated emails, folders, and mailbox items using the migration report generated by EdbMails.

     

4. Public folder to shared mailbox post-migration tasks

   • Check that all emails, folders, and data have migrated correctly by reviewing the shared mailboxes and migration reports .
   • Set the correct permissions (Full Access, Send As) for users who need access to the shared mailboxes.
   • Inform users about the new shared mailboxes and provide guidance on how to access and use them.
   • Ensure users can access the shared mailboxes in Outlook and other email apps. Provide instructions if needed.
   • Make sure emails are delivered correctly to the shared mailboxes. Set up any necessary mail rules or forwarding.
   • Set up Office 365 archiving and retention policies to manage email storage and compliance.
   • Keep an eye on Office 365 performance to ensure everything is running smoothly after the migration.
   • Once the migration is confirmed successful, remove the old Exchange public folders to free up resources.

5. Public folder to Shared mailbox migration troubleshooting

     We recommend reviewing the Exchange migration troubleshooting guide and the public folder troubleshooting resources for potential solutions to any errors you may encounter during migration. For additional details on EdbMails Exchange migration, refer to the frequently asked questions.

     Solution for failure in migration of public folders 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 to Exchange migration
• Exchange to Office 365 migration
• Exchange to PST export
• Exchange to IMAP migration

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