Learn How to Export Public Folders to PST Using 4 Different Ways
Public Folders in Exchange Server allow users to share emails, calendars, and documents across the organization. It is quicker, easier, and more efficient than manually sharing information with each member. However, when it comes to archiving or migrating that shared knowledge, things can quickly get messy. Hence, in this article, I am going to describe four different ways that you can use to export public folder to PST for backup, migration, or compliance.
Public folders are accessible in the MS Outlook hierarchy structure, and thus, it is easy to share information with others.
Suppose the Exchange administrator enables the public folder as a mail-enabled folder and adds a member to the distribution group. In that case, all the emails that arrive in the distribution group will automatically reach the public folder.
One can easily take the backup of Exchange Public Folder in a quite simple way – save your Public Folder in a PST file with the help of Outlook.
Quick Tip: As most of the users do not think while sharing the emails in public folder, all the emails keep piling up and increase the size of public folder. So, before starting the export process, it is suggested to go through the entire data (emails, calendars, etc.) and remove all the unnecessary and irrelevant data from it. This activity will quicken up the whole process.
4 Different Methods to Export Public Folder to PST
There are 4 different ways that you can use to perform this task, three of which are manual and the last one is the automated way. Let’s discuss each method one by one.
Method 1. Export Public Folder to PST Using Outlook Import/Export Wizard
In this method, I will use the Outlook UI to perform this task, but there are a few prerequisites that you should know before you move forward.
Pre-requisite:
- Make sure to install and configure Microsoft Outlook (2013 or later) on your PC.
- Add your Exchange account with access to the public folder in Outlook.
- Before starting the export process, make sure the public folder is visible and synced.
- Make sure to be assigned the right permissions, i.e., Owner or Publishing Editor.
Steps to Export Data Using Outlook
Step 1. Open Outlook and click the ‘File’ option in the menu. Then click the ‘Open & Export’ option.
Step 2. Choose the ‘Import/Export’ option.
Step 3. Now select the ‘Export to a file’ option and click on ‘Next’.
Step 4. Then select the ‘Outlook Data File (.pst)’ option and click on ‘Next’.
Step 5. Choose ‘Public Folders’ to export and click on the ‘Next’ button.
Step 6. Browse the destination location to save the PST file. Also, check the option to manage the duplicate items and click ‘Finish’.
Step 7. After exporting public folders to PST file, go to the location to see the PST file.
The aforementioned process is only feasible for users who are used to the functionalities of Microsoft Outlook. Additionally, the account should already be configured and synchronized to initiate the export process. If you haven’t configured your account in Outlook, then it might take a long time to synchronize and complete the process.
If you are also going through the same scenario, then don’t worry. We are offering a quick and reliable solution that will eliminate all these steps. Let’s have a look at the tool in the following section.
Method 2. Export Public Folders to PST Using PowerShell (On-Prem Exchange)
Now, in this second method, I will be using the New-MailboxExportRequest in on-prem Exchange to export the public folder to PST. Make sure to follow these prerequisites accordingly.
Pre-requisites:
- Must be Exchange Server 2010 SP1 or Later.
- Make sure to assign the correct role, i.e., Mailbox Import Export.
- You need to use a shared network folder (UNC path) to save PST.
- The public folder must reside in a mailbox, not in the legacy public folder database.
Using PowerShell (On-Prem Exchange) to Export Public Folders
Step 1. You need to start by assigning the required permissions. Run the below command for the same:
New-ManagementRoleAssignment –Role "Mailbox Import Export" –User "Administrator"
Step 2. Run the following command to export the public folder data to PST.
New-MailboxExportRequest -Mailbox "PublicFolderMailbox" -FilePath "\\Server\PSTs\PublicFolder.pst"
Step 3. Once the process gets started, after some time, run the following command to check the status of the process.
Get-MailboxExportRequest | Get-MailboxExportRequestStatistics
Method 3. Export Public Folders to PST via Drag and Drop in Outlook
In this method, I will be using the drag and drop approach to drag items from public folders into a PST file added in Outlook.
Pre-requisites:
- Make sure to install Microsoft Outlook and configure Exchange on your PC.
- Public folder PST files must be added to Outlook
- Make sure the public folder is visible and synced.
Steps to Export Public Folders Using Drag and Drop
- Step 1. Open Outlook and make sure the public folder is accessible.
- Step 2. Create or open an existing PST file in Outlook.
- Step 3. Manually drag and drop items or folders from the Public Folder to the PST file.
Method 4. Export Public Folder to PST Using a Tried & Tested Tool
Most Rated EDB to PST Converter is one of the most reliable solutions that is used by experts to perform conversion. You only need to add the offline pub1.edb file into the software and quickly export all mailbox items. Additionally, you get 5 more export options other than the PST file to save your crucial public folder data.
There are various other advanced features as well that make it one of the best tools to carry out the process. The tool offers users to convert corrupted public folder EDB files, whether they are highly or slightly corrupted.
Once you have successfully exported public folder to PST, the software will then provide you with an export report containing the success and failure count of mailbox items.
Simple Working Steps of the Tool
Step 1. Download the free trial version of the software and install it on your system.
Step 2. Go to the Add file option and load the pub1.edb file into the tool.
Step 3. You can generate a preview of your data and click on the Export button to proceed.
Step 4. Choose the folder list that you want to export, choose the export type, browse the destination location, and hit the Export button.
Related Post – Guide to Migrate Public Folders to Office 365 Seamlessly
Conclusion
All the users who are looking for a tried and tested way to export public folders to PST can read this article. Here, we have discussed both a free manual and a secure automated tool to get the job done. Although the manual solution described here is free to use, it has its limitations and complexities. So, we suggest that you perform the process using the automated tool discussed in the blog.
Frequently Asked Questions
Q1. How can I export public folders to PST in simple steps?
If you follow the automatic approach and use the above software, then you can follow the five steps below to perform this task:
- Step 1. Download this Utility on Windows OS.
- Step 2. Add the Public Folder to the Software.
- Step 3. Get a Preview of Public Folder Data.
- Step 4. Choose PST as Export Option.
- Step 5. Start Exporting Public Folders to PST.
Q2. Can I export my public folders to PST without Outlook installation on my system?
Yes, this software allows users to export sensitive data from public folders to PST without Outlook. You just have to install the utility on your system and load the public folder EDB into it.
Q3. I have a large-sized public folder mailbox of around 100 GB. Can I get multiple PSTs of a smaller size in the output?
Yes, there is an option to split PST into smaller parts that will help you break it into small and equal-sized PST files.
Q4. Will this software export public folder mailboxes to PST from Exchange 2013?
Yes, this smart solution supports Exchange 2016, 2013, 2010, and 2007 public folders to PST format without Outlook installation on your system.
