Tag Archives: alternative to public folders

Should You Migrate Your Exchange Public Folders To Microsoft 365 Groups?

Public folders can contain different types of data and are organized in an hierarchical manner. Public Folders enable (limited) collaboration and the exchange of information by allowing the creation of shared folders that collect and store email and other information. You can hover over https://www.knowledgemill.com/solutions/public-folders-solution/ to get more information about public folder replacement.

public folder replacement

For the following reasons, public folders are not recommended:

  • Archiving data. Some users with mailbox limits use public folders to archive data. This practice is not recommended as it can affect storage in public folders, and could undermine the mailbox limit goal.
  • Collaboration and document sharing. Public folders do not offer document management features such as versioning and controlled check-in/check-out functionality. Notifications of changes to content are also not available.

Do you need to migrate your public folders into Microsoft 365 Groups?

Microsoft 365 Groups, Microsoft’s latest collaboration product, is a better option than public. Here are some highlights.

  • Collaboration via email. 

Outlook groups have a dedicated Conversations area that stores all emails and allows users to collaborate on them. You can also set the group up to receive messages from other members or outsiders. Groups are a great option if you currently use mail-enabled public files to store project-related discussions or purchase orders that must be viewed by a group of people. For situations where you just want to share information with a group of people, groups are a better option.

  • Collaboration over document

Outlook Groups offers a Files tab which displays all files on the group’s SharePoint site as well as mail attachments. All files are displayed in one place, so it’s easier to search for them than you would with public folders. It’s also easier to co-author. Consider migrating to groups if you are currently using public folders to store files that can be accessed by multiple users.

  • Shared Calendar

Every group receives a shared calendar upon creation. Each member can create events in the shared calendar. You can display the group’s calendar alongside your own personal calendar by choosing to favorite it. You can subscribe to events in a group. Events created in this group will appear in your personal calendar. Groups are a better option if you use public folders to host calendars such as a schedule, or a timetable for your team.

Get access to a variety of Microsoft 365 and Office 365 apps. You can create a group to gain access to many apps within the Microsoft 365 and Office 365 suites.

Mistakes To Avoid When Planning Migration From Public Folders

Let’s assume you’ve decided to pursue an Exchange Online migration. Is your move motivated by the 0-day exploits being perpetrated against Exchange servers by HAFNIUM? Perhaps you simply just want to take advantage of all the benefits that moving your mailboxes to the cloud can provide to your organization and your end-users? 

Are you looking for a replacement for outlook public folders? Public Folders are unruly, encourage sprawl, are hard to regulate and motivate end-users to circumvent mailbox retention.

public folder replacement

Image Source: Google

Let’s dive into what you shouldn’t be doing while you migrating from public folders:

1. Don’t move everything

Migrate the last 90 days of mail, the next 90 days of meetings with all recurring meetings, all personal contacts, and tasks. Those parameters cover your user’s mailbox content. Migrate the most recently used files and folders by age, keep file versioning to a minimum by only migrating the latest versions and filter out files that are too large or perhaps common file types like media files that tend to be larger.

2. Don’t Forget About Applications

After compiling an inventory of known applications, it is time to begin to evaluate each application to determine its future. Most application migrations to the cloud have little to no ROI. So, you must decide if they are business-critical enough to retain or retire. 

3. Don’t Overburden Your Support Staff

The experts overwhelmingly recommended that you schedule migration tasks on the weekdays to begin to push data into the target. Optimally, scheduling during off-peak hours is the best practice to maximize data throughput but we also always recommend that data be migrated continuously, just to a lesser extent. 

These are some of the mistakes you should avoid at any cost during migration. We hope that these tips provide valuable guidance of what to do and what to avoid when planning your migration from public folders.