I have to remove public folders from our Exchange Server 2003 organization. Is there a way to export Exchange public...
folder data before it is deleted? For example, I have one department that has a calendar set up in the public folders. Can I export the Exchange public folder calendar to another location so it can be accessed by Microsoft Outlook?
Yes, you can export Exchange public folders to another location. For your public folder calendar, you'll need to use Outlook to connect to the public folder and then create a view for the folder that displays all the items as follows:
- In Outlook, select View -> Arrange By -> Current View -> Define View -> New -> Table (name the view whatever you'd like) -> OK twice -> Apply View.
- You will now see all the calendar appointments in a view that's easy to manipulate.
- Next create a new Outlook .PST file.
- Then create a new folder in the Outlook .PST file that 'contains appointment items.'
- Select all the items in the Exchange public folder and drag or copy them into the Outlook .PST folder.
Once this is done, you can use the same process to copy the data to any public or private calendar folder. You can then change the view back to day/week/month or whatever you prefer.
Here's another method to export Exchange public folders to an Outlook .PST file:
- In Microsoft Outlook, select File -> Import/Export -> Export to a file -> Personal Folder File.
- Navigate to the top level of the public folders, and click "Include Subfolders." Click Next.
- Select the .PST file, and click Next. Name the .PST file and set a password if required.
I use this option every week to back up Exchange public folders to a .PST file on our Windows Small Business Server (SBS). This doesn't replace a tape backup, which backs up the Exchange Server store, but it saves the data in a .PST file as an extra safeguard. I have also used it to move public folder data from one Exchange server to another.
Granted, this would not work well if there were restrictive permissions set on the public folder structure, or if the data in the Exchange public folder is too large to save in a .PST file.
Also, for most Microsoft Outlook data types (mail, contacts), items can be dragged into a directory (e.g., the C drive or network drive) and saved. I also use this method to create an emergency copy when migrating data from one Exchange server to another.
Do you have comments on this Ask the Expert Q&A? Let us know.
Related information from SearchExchange.com:
- Expert Advice: Export Outlook calendar info to a public folder calendar
- FAQ: Exchange Server public folders
- Learning Center: A primer on Exchange .PST files
- Reference Center: Exchange and Outlook public folder resources
- Reference Center: Exchange and Outlook calendar management