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.

August 2017 - We are currently testing a migration tool that automatically moves Public Folder mail and calendar items to Office 365 Groups.  If you are interested in trying this, please contact the ITS Help Desk.  NOTE: distribution lists/contacts are not supported in groups.  Also, if an Office 365 group is deleted, the items cannot be recovered. 

    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 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 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.
    7. Deselect "Include Subfolders" and select "Import items to the current folder"
    8. Click Finish.

    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. 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. 

    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

     

    Article number: 
    106491
    Last updated: 
    August 10, 2017