The Public Folder server is scheduled to be shut down on April 1, 2018.   98% of the public folders have been migrated!

We are in the process of working with the departmental IT Support staff to migrate them to Office 365. The IT Support staff will do the exporting/importing since they have access to the public folders and know what data needs to be migrated.    

University Calendars and Holiday files are now located here - they are no longer in the Public Folders.

Public folders can contain mail, calendar, contacts, and distribution lists.   You have some different options for moving these items to Office 365.  If your public folder contains just calendar items, you may wish to move them to a resource.  If it contains mail, calendar and contacts, moving to a shared account may work best.

Before moving public folder items, you may wish to review the contents of the public folders.   Some calendars contain items from many years ago - you may only need to export/copy 1-2 years worth of data. 

 

    Moving Calendar Items to a Resource or Shared Account Calendar - Option 1

    NOTE:  This option is recommend if the calendar items do not have attendees and are not part of a series. The attendees and series information will be broken during this process.   Any updates would need to be done by creating a new meeting and re-inviting all attendees and adding a recurrence.  

    1. Request an Office 365 resource  or Office 365 Shared Account if not already created
    2. Open Outlook
    3. Open the Public Folder calendar
    4. Choose View | Change View and select List view
    5. Select the appointments you wish to move and choose COPY
    6. Open the resource calendar
    7. Choose View | Change View and select List view
    8. Press Ctrl-V to paste the appointments

     

    Moving Calendar Items to a Resource or Shared Account Calendar - Option 2

    NOTE: this option is recommended  if the calendar items contain attendees and/or have recurring appointments

    Exporting the calendar

    1. Request an Office 365 resource or Office 365 shared account if not already created
    2. Open Outlook
    3. Open the Public Folder calendar
    4. Choose File | Open and Export
    5. Click on Import/Export.
    6. Select Export to a File and click Next.
    7. Select Outlook Data File (.pst) and click Next.
    8. Find the Public Folder Calendar to export from and deselect "Include Subfolders"
    9. Click Next.
    10. Name the export file and note the location.
    11. Click Finish.

    Importing the calendar

    1. Open the resource calendar (Note: make sure your personal calendar is not selected).
    2. Choose File | Open and Export.
    3. Select Import from another program or file and click Next.
    4. Choose Outlook Data File (.pst) and Next.
    5. Browse to the location of the exported file and select it to import and click Next
    6. Select the folder to import from and expand down to the calendar file. NOTE -- expand all the way down to the actual calendar
    7. Deselect "Include Subfolders" and select "Import items to the current folder"
    8. Click Finish.

    Exporting the mail items

    1. Create shared account if not already created.
    2. Open Outlook
    3. Open the Public Folder mail folder
    4. Choose File | Open and Export
    5. Click on Import/Export.
    6. Select Export to a File and click Next.
    7. Select Outlook Data File (.pst) and click Next.
    8. Find the Public Folder mail folder to export from and select "Include Subfolders"
    9. Click Next.
    10. Name the export file and note the location.
    11. Click Finish.

    Importing the mail items

    1. Open the shared account.
    2. Choose File | Open and Export.
    3. Select Import from another program or file and click Next.
    4. Choose Outlook Data File (.pst) and Next.
    5. Browse to the location of the exported file and select it to import and click Next
    6. Select the folder to import from and expand down to the mail file.
    7. Select "Include Subfolders" and select "Import items to the current folder"
    8. Click Finish.

    Effective August 2017 - we are testing a new migration tool for Public Folders to Office 365 (mail and calendar items only).   If you are interested in trying the tool, please contact the ITS Help Desk.

    Moving Calendar Items

    1. Open Outlook
    2. Open the Public Folder calendar
    3. Choose View | Change View and select List view
    4. Select the appointments you wish to move and choose COPY
    5. Open the Office 365 Groups calendar (Click Groups | Select your Office 365 group | Click Calendar icon)
    6. Press Ctrl-V to paste the appointments

     

    If the distribution list is only used by a select group of users, you can move the list to a shared account.   If a whole department needs access, a mail-enabled group could be created. 

    Moving to a shared account - Option 1

    Export the distribution list

    1. Open Outlook
    2. Open the Public Folder distribution list
    3. Choose File | Open and Export
    4. Click on Import/Export.
    5. Select Export to a File and click Next.
    6. Select Outlook Data File (.pst) and click Next.
    7. Find the Public Folder distribution list to export from and deselect "Include Subfolders"
    8. Click Next.
    9. Name the export file and note the location.
    10. Click Finish.

    Import the distribution list

    1. Create shared account if not already created.
    2. Open the shared account Contacts folder.
    3. Choose File | Open and Export.
    4. Select Import from another program or file and click Next.
    5. Choose Outlook Data File (.pst) and Next.
    6. Browse to the location of the exported file and select it to import and click Next
    7. Select the folder to import from and expand down to the contacts file.
    8. Deselect "Include Subfolders" and select "Import items to the current folder"
    9. Click Finish.

    Create a mail-enabled Group - option 2

    This option is for when a group of users needs to be able to access the list but may not have access to a shared account.

    1. Departmental IT Support staff create an AD group (universal, security)
    2. Add members to the AD group (cannot export from the public folder list)
    3. Send a request to its-email@uiowa.edu to have the group mail-enabled. 
    1. Open Outlook
    2. Choose File | Open and Export
    3. Select Import | Export
    4. Select Export to a file
    5. Click Next
    6. Select Outlook data file (.pst)
    7. Click Next
    8. Browse to select public folder to export – choose the main folder and select include subfolders
    9. Click Next
    10. Save exported file as – click browse and select location to save file
    11. Click Finish
    12. Log into your Shared Account
    13. Choose File | Open and export
    14. Select Open outlook data file
    15. Browse to find exported file and select the folder and click OK.  The pst will appear in your folder list
    16. Click the ... icon and choose Folders.
    17. Expand the .pst file folder list (the first level will be IBM_SubTree - keep expanding until you see the right folder) to see the Contacts in the list.
    18. Drag and drop the copied contact list (from the  imported public folder) into your shared mailbox Contacts
    19. Right click on the copied contact list (from the exported public folder) and choose Properties
    20. Choose Outlook Address Book
    21. Check the box "Show this folder as an e-mail Address Book
    22. Select the Permissions tab 
    23. Choose the group you wish to share with (must be mail enabled) amd select their permissions level (must be at least Reviewer)
    24. Choose Apply and OK
    25. On the main Contacts folder, right click and choose Properties
    26. Select Permissions
    27. Select the group you wish to share with (must be mail enabled)
    28. Select the Permissions (must be at least Reviewer)
    29. On the shared account main folder (shared accountname---) – right click and choose Properties
    30. Select Permissions
    31. Select the group to shared with (must be mail enabled)
    32. Select Permissions (must be at least Reviewer)

    For each user who has permission to the contacts, follow these steps:

    1. Open Outlook (Windows)
    2. Choose File | Account Settings | Account Settings
    3. Click the Advanced tab
    4. Click Add
    5. Select your account and click Change
    6. Type the name of the shared account or email address
    7. Click OK.  The mailbox should be added to the folder list
    8. Click the ... icon and choose Folders.
    9. Expand the folder to display the contact list.
    Article number: 
    106491
    Last updated: 
    February 21, 2018