How to Export Public Folder to PST Easily? A Guide for Admins

Do you need to export public folder to PST files for easy access? If yes, then here I am going to help you by providing 3 different ways to convert public folders into PST files. But first, let’s know about the public folder.

What is a Public Folder?

A public folder is used to provide shared access to the group or organization. From this folder, many users can store, organize, and share their information. The main function of this folder is to offer shared access to your data. It is supported by both Exchange Server and Outlook.

In the Exchange server, organizations set permissions in the public folder to control which users can read or store the information. Whereas, in Outlook, you can easily access the public folder, which is stored on the Exchange server. So, it is supported in both programs, but there comes a scenario where users want to save their public folder to the PST file. Why is that?

Scenarios Where Users Need to Export Public Folder to PST

There are some users who need to save their public folder in Outlook data. To know the reasons, I have mentioned common factors or situations.

• The public folder is used as a shared storage space. So over time, it stores a large amount of emails, contacts, calendars, and documents quickly. Having a large public folder can affect the performance of the server. Therefore, saving the data from the public folder to the PST file helps you reduce the storage space.
• If you are migrating from Exchange Server to Outlook. Exporting your folder in the PST file makes it easier for you to access your data.
• Having the data in the PST file, you can easily access the Exchange server public folder without connecting to the server.
• For future reference or to secure important shared data. A PST file can act as a backup to store on your device.
• In an organization, if a department is splitting from the main business. In that case, you need to save your public folder before going through the process.

Thus, there are many scenarios where you need your Exchange server public folder in the PST file. Whatever your reasons, I am going to help you by sharing ways to export public folders to PST files.

Preparations Before Converting Public Folder to PST

Before I start to save the folder, there are some checklists that you must pay attention to.

• First of all, make sure your Exchange Server and Outlook have the proper permissions to save a public folder to a PST file. From the Exchange Server, you must have full access to public folder mailboxes. You also need permission from the owner or publishing editor.
• You must install the Outlook application on your Windows. It would be great if the version of Outlook is the same as Exchange Server. Also, ensure that the public folder is visible in MS Outlook.
• Check the size of the public folder. If the public folder contains batch data, your PST file will be large, and you must have enough space on your local drive.
• Lastly, your Exchange server must be synced with the Outlook client for a smooth procedure.

These are the important points that you must consider before going through the process. Once you have completed it, follow the methods below.

Export Public Folders to PST with Native Outlook Option

If the public folder is visible in your Outlook application. Then, you can use the built-in feature to export your file. The following are the steps of this method.

1. Open your MS Outlook and check if the public folder is visible in the folder panel.
2. If it is, then go to the File menu and click on the Open & Export option.
3. Select the Import & Export button, then Export to a File.
4. Choose the Outlook Data File (.pst). Choose the public folder.
5. Browse the destination location, then export your PST file.

Save Public Folder to PST using PowerShell

With the help of PowerShell, you can export your public folder to PST file from an on-premise Exchange Server. For this, you must have the appropriate permissions. And install Exchange Management Shell. After that, follow the steps below.

1. First, install the EMS, then we assign the Mailbox Import Export role using this command: New-ManagementRoleAssignment –Role “Mailbox Import Export” –User “Administrator” (in place of Administrator use your admin username).
2. With this command, we list the public folders mailboxes: Get-Mailbox -PublicFolder (remember the name of public folder mailbox)
3. Now, create the shared folder on your local network:
   1. In the Windows File Explorer, create a folder under the C:\ drive. For example: C:\SharedFolder
   2. Right-click the folder you just created and click on the Properties button.
   3. Select the Sharing option and click on the Advanced Sharing… button.
   4. Click on the Share this folder button, and hit the Permissions button.
   5. Press the Add and enter Exchange Trusted Subsystem.
   6. Validate the name and select the group under Permissions, and provide Full Control.
   7. Click on the Apply button.
   8. Now, the UNC path of your shared folder will be: \\ServerName\\SharedFolderName. (Example: if your server is EXCH01 and the folder name is SharedFolder, the path would be \\EXCH01\SharedFolder)
4. After creating the network shared folder, we are going to export the Public folder to PST.
5. Follow this command:

New-MailboxExportRequest -Mailbox “PublicFolderMailbox01” -IncludeFolders “\PublicFolderName” -FilePath “\\ExportServer\PSTExports\PublicFolderExport.pst”

In the 5th step 

• “PublicFolderMailbox01” is your public folder mailbox name. 
• “\PublicFolderName”, means the specific folder you want to export and 
• “\\ExportServer\PSTExports\PublicFolderExport.pst ” is the UNC path and desired PST file name)

After that, it starts converting your public folder. Check the status by run this command: Get-MailboxExportRequest | Get-MailboxExportRequestStatistics. Once the process is complete, go to the chosen destination and make sure that your PST file is exported or not.

These are the manual ways to export public folders to PST. They are free to use, but they are time-consuming and difficult for non-technical users. But, apart from this, there is another advanced solution that quickly saves your Exchange Server public folder to PST file.

Also Read: How to Recover Deleted User Mailboxes in Exchange 2016?

Convert Public Folder to PST using Advanced Solution

To make the process of exporting the public folder to Outlook PST file. I recommend that you use SysTools EDB to PST Converter. This specialized software is created just to save your Exchange server mailbox to a PST file, including the public folder. The latest version of Exchange Server stores your public folder in EDB format. This tool directly converts the folder in the PST file.

It is very easy to use; you just have to upload your public folder mailbox to the software. So, download it on your Windows computer and start the procedure.

Steps to Export Public Folder to PST

1. First, download and install the software on your computer.
2. After running the tool, click on the Add File option at the top.
3. Choose either the Select File or Search File option to upload the public folder.
   1. If you choose the Select File option, browse the location of your public folder stored in the computer.
   2. If your public folder is located on a particular local drive, use the search file option.
4. After searching your folder, click on the Add button to go to the next step.
5. All the data that is stored in the public folder is displayed on the left panel. Click on the particular data to see its content.
6. After previewing your folder, click on the Export option at the top.
7. Choose the PST button and click Advanced Settings.
8. Apply the settings according to your needs and save them.
9. Click on the Browse button to set a location path where you want your resulting PST file.
10. Press the Maintain Folder Hierarchy and Use Outlook button. Then, click on the Export option.

Also Read: How to Export Office 365 Mailbox to PST?

To Conclude

Users who are having problems saving their public folders to PST files. Follow the above methods properly. Here, I have explained the reasons to export public folders to PST file and a list of prerequisites to help you in the process. After that, properly follow the steps of the manual and professional methods to easily save your public folder.