Migrate Public Folders to Shared Mailbox in Microsoft 365 [8 Easy Methods]

Why Do We Migrate Public Folders to Shared Mailboxes?

Although public folders still exist in Exchange Online, they are no longer the preferred collaboration solution for many businesses. Shared mailboxes provide centralized email access while offering easier administration and better compatibility with Microsoft 365 services.

Organizations commonly migrate Exchange public folders to shared mailboxes for the following reasons:

• Easier Permission Management – Shared mailboxes allow administrators to assign Full Access and Send As permissions through the Microsoft 365 Admin Center or Exchange Admin Center. Managing access is much simpler than maintaining multiple public folder permissions.
• Simplified Administration – Public folders often require a hierarchical folder structure that becomes difficult to maintain over time. Shared mailboxes reduce administrative overhead because everything is stored inside a single mailbox.
• Better Outlook Experience – Shared mailboxes integrate seamlessly with Outlook Desktop, Outlook on the Web, and the new Outlook experience. Users can access emails without navigating complex public folder trees.
• Centralized Business Communication – Departments such as HR, Finance, Sales, and Customer Support often replace public folders with shared mailboxes so multiple employees can read, reply to, and organize incoming emails from one location.
• Easier Backup and Migration – Most Microsoft 365 backup and migration solutions support shared mailboxes more effectively than public folders, making future migrations and disaster recovery much simpler.
• Modern Microsoft 365 Collaboration – Shared mailboxes work alongside Microsoft Teams, Microsoft 365 Groups, and other cloud services, making them a more practical choice for modern workplaces.

Different Ways to Migrate Office 365 Public Folders to Shared Mailbox

There isn’t a single Microsoft utility that directly converts a public folder into a shared mailbox. Depending on your requirements, administrators typically use one of the following approaches:

Method	Suitable For	Difficulty	Data Size
Manual Drag & Drop	Small migrations	Easy	Small
Outlook Copy/Paste	Individual folders	Easy	Small
Exchange PowerShell	Advanced administrators	High	Medium
Exchange Admin Center	Indirect management	Medium	Small
Exchange Web Services (EWS)	Developers	High	Medium
Microsoft Compliance Content Search	Data export	High	Medium
Microsoft Graph API	Custom automation	High	Medium
Professional Migration Tool	Business & Enterprise	Easy	Large

Let’s explore each method in detail.

Method 1: Manual Copy Using Outlook (Drag & Drop)

This is one of the simplest methods for organizations with only a few folders to migrate.

Instead of exporting the entire public folder, Outlook allows users to manually copy emails from a public folder into a shared mailbox using drag-and-drop.

Steps to Migrate Public Folders to Shared Mailbox Using Outlook

• Step 1: Open Microsoft Outlook using an account that has access to both the public folder and the shared mailbox.
• Step 2: Expand Public Folders from the folder pane.
• Step 3: Open the folder that contains the emails you want to migrate.
• Step 4: Select one or multiple email messages.
• Step 5 : Drag the selected emails to the destination folder inside the shared mailbox.
• Step 6: Wait until Outlook finishes copying all selected items.
• Step 7 : Verify that every email has been copied successfully.

Advantages

• No additional software required
• Very easy to perform
• Suitable for occasional migrations
• Works with Outlook Desktop

Limitations

• Not practical for thousands of emails.
• Large folders may cause Outlook to freeze or become unresponsive.
• Folder hierarchy is not preserved automatically.
• Calendar items, contacts, permissions, and folder settings require additional work.
• Human error is common during manual copying.
• Interrupted network connections may result in incomplete migration.
• Requires Outlook to remain open throughout the process.

Best For: Small organizations migrating a limited number of folders.

Method 2: Using Outlook Copy/Paste

Another simple approach is copying items from the public folder and pasting them into the shared mailbox.

Unlike drag-and-drop, this method gives users slightly more control over selecting specific folders or emails.

Steps to migrate public folders to shared mailbox Office 365

• Step 1: Launch Outlook Desktop.
• Step 2: Navigate to the required public folder.
• Step 3: Select the emails you want to migrate.
• Step 4: Press Ctrl + C or right-click and choose Copy.
• Step 5: Open the destination folder inside the shared mailbox.
• Step 6: Press Ctrl + V to paste the copied items.
• Step 7: Repeat the process until all folders have been migrated.

Advantages

• Easy for beginners
• No scripting knowledge required
• Works without exporting PST files
• Useful for selective migrations

Limitations

• Extremely time-consuming for large mailboxes.
• Folder structure must be recreated manually.
• Metadata consistency depends on Outlook synchronization.
• Large copy operations may fail unexpectedly.
• Duplicate emails can be created accidentally.
• Attachments increase migration time.
• Not recommended for enterprise-scale public folder migration.

Best For: Small departments migrating only a few folders or emails.

Method 3: Exchange PowerShell Scripts

PowerShell is the preferred option for experienced Exchange administrators who need greater control over mailbox management. While PowerShell can create shared mailboxes, assign permissions, and export mailbox data, it’s important to understand that there is no native PowerShell cmdlet that directly converts a Public Folder into a Shared Mailbox.

Instead, administrators typically use PowerShell to prepare the destination mailbox and then combine it with Outlook, EWS, or third-party migration tools to complete the data transfer.

Steps to Use PowerShell During Public Folder Migration

Step 1: Connect to Exchange Online

Connect-ExchangeOnline

Step 2: Create a Shared Mailbox (if needed)

New-Mailbox -Shared -Name “Support Shared Mailbox” -PrimarySmtpAddress support@contoso.com

Step 3: Grant User Permissions

Add-MailboxPermission -Identity “support@contoso.com” `

-User admin@contoso.com `

-AccessRights FullAccess

Step 4: Verify Public Folder Information

Get-PublicFolder -Recurse

Step 5: Perform Data Migration

PowerShell alone cannot migrate all public folder content into a shared mailbox. Administrators usually combine it with:

• Outlook export/import
• Exchange Web Services (EWS)
• Microsoft Graph API
• Professional migration software

Advantages

• Ideal for automation
• Suitable for large Microsoft 365 environments
• Allows bulk mailbox management
• Supports scripting for repetitive administrative tasks
• Free Microsoft-native solution

Limitations

• Does not directly migrate public folders to shared mailboxes.
• Requires advanced Exchange administration skills.
• Incorrect commands may modify mailbox permissions or configuration.
• Doesn’t preserve every folder attribute automatically.
• No graphical interface.
• Troubleshooting complex scripts can be time-consuming.

Best For: Experienced Microsoft 365 administrators managing enterprise environments.

Method 4: Exchange Admin Center (Indirect Method)

Exchange Admin Center (EAC) is Microsoft’s web-based management portal for Exchange Online. Although administrators can use it to create shared mailboxes and manage permissions, EAC doesn’t provide a built-in feature to move Public Folder data directly into a Shared Mailbox.

Instead, it serves as a preparation tool before performing the actual migration using Outlook or another migration method.

Steps to migrate Exchange Online public folders to shared mailbox

Step 1: Sign in to the Exchange Admin Center.

Step 2: Navigate to: Recipients → Shared

Step 3: Select Add Shared Mailbox.

Step 4: Enter:

• Display Name
• Email Address
• Alias

 Step 5: Assign Full Access and Send As permissions.

Step 6: Use Outlook or another migration method to copy Public Folder content into the new Shared Mailbox.

Advantages

• Easy web interface
• No PowerShell knowledge required
• Quick shared mailbox creation
• Permission management is straightforward
• Included with Microsoft 365

Limitations

• Cannot migrate Public Folder data by itself.
• Folder hierarchy isn’t transferred.
• Requires another tool or manual process for copying emails.
• Unsuitable for bulk migrations.
• Large organizations still require additional migration solutions.

Best For: Creating and configuring the destination shared mailbox.

Method 5: Exchange Web Services (EWS)

Exchange Web Services (EWS) is Microsoft’s API for accessing Exchange mailbox data programmatically. Developers often use it to build custom migration utilities capable of reading Public Folder content and writing it into a Shared Mailbox.

Although powerful, EWS is designed for development rather than everyday administrative use.

How EWS Can Help

A custom application can:

• Connect to Exchange Online
• Read Public Folder items
• Create folders in the Shared Mailbox
• Copy emails
• Preserve attachments
• Migrate calendar entries
• Transfer contacts

Advantages

• Highly customizable
• Supports automation
• Can preserve more metadata than manual methods
• Suitable for specialized migration requirements
• Can integrate into enterprise workflows

Limitations

• Requires programming knowledge.
• Custom code must be developed and tested.
• Microsoft recommends Microsoft Graph for many new cloud development scenarios.
• API throttling may affect large migrations.
• Long-term maintenance of custom scripts increases costs.

Best For: Software developers and organizations building custom migration applications.

Method 6: Microsoft 365 Compliance Content Search

Microsoft Purview Content Search (formerly Compliance Content Search) allows administrators to search and export Microsoft 365 content for legal, compliance, and investigation purposes. Some organizations use it to export Public Folder data before importing selected content elsewhere.

However, it is not a dedicated Public Folder to Shared Mailbox migration solution.

Steps to convert Exchange public folders to Office 365 shared mailbox

• Step 1: Open the Microsoft Purview portal.
• Step 2: Navigate to Content Search.
• Step 3: Create a new search.
• Step 4: Specify the Public Folder content you want to locate.
• Step 5: Run the search.
• Step 6: Export the search results.
• Step 7: Import or process the exported data using another method, if appropriate.

Advantages

• Useful for locating specific data.
• Supports legal and compliance requirements.
• Allows targeted exports.
• Available within Microsoft 365 compliance features.

Limitations

• Not designed for mailbox migration.
• Does not create or populate Shared Mailboxes.
• Exported data often requires additional processing.
• Complex configuration for inexperienced administrators.
• Inefficient for complete Public Folder migrations.

Best For: Compliance investigations, legal discovery, and selective data exports.

Why Native Microsoft Methods Become Challenging

Although Microsoft provides several administrative tools, none of them offers a complete, one-click solution to migrate Exchange Online public folders to shared mailbox. In most environments, administrators end up combining multiple utilities to complete the process.

Some of the most common challenges include:

• Multiple tools are required to complete a single migration.
• Public folder hierarchy isn’t always preserved automatically.
• Permissions must often be recreated manually.
• Large mailboxes significantly increase migration time.
• Manual methods are prone to interruptions and human error.
• Enterprise migrations may require scripting or custom development.
• Verifying migrated data adds additional administrative effort.

For small organizations, these limitations may be manageable. However, businesses with thousands of folders, multiple departments, or strict migration timelines usually benefit from an automated migration solution that minimizes manual effort and helps ensure a more consistent migration experience.

In the next section, we’ll explore Microsoft Graph API and a professional migration solution that simplifies complete Public Folder to Shared Mailbox migrations in Microsoft 365.

Method 7: Microsoft Graph API

Microsoft Graph API is Microsoft’s unified API for accessing Microsoft 365 services such as Outlook, OneDrive, Teams, SharePoint, and Microsoft Entra ID. Developers can use Graph API to automate mailbox-related tasks and build custom migration workflows.

However, if your goal is to migrate public folders to shared mailbox, Microsoft Graph API is not a direct migration solution. Public Folder support in Microsoft Graph is limited compared to mailbox APIs, so organizations often combine Graph API with other Microsoft technologies or third-party tools to complete the migration.

How Microsoft Graph API Can Be Used

A custom application can automate parts of the migration process by:

1. Authenticating with Microsoft 365.
2. Reading mailbox and user information.
3. Creating destination folders in a shared mailbox.
4. Uploading email messages.
5. Migrating attachments.
6. Verifying migrated mailbox content.

Developers usually combine Microsoft Graph with PowerShell, EWS, or other migration technologies to achieve the desired results.

Advantages

• Modern Microsoft API.
• Supports automation.
• Suitable for enterprise applications.
• Secure authentication using Microsoft Entra ID.
• Integrates with other Microsoft 365 services.

Limitations

• Does not provide direct Public Folder to Shared Mailbox migration.
• Requires application development.
• Requires Azure application registration and API permissions.
• Development and testing can take significant time.
• Not suitable for non-technical users.
• Large migrations may require handling API throttling and retry logic.

Best For: Organizations building custom Microsoft 365 migration applications.

Method 8: Using a Professional Microsoft 365 Tenant to Tenant Migration Tool

If your organization needs to migrate hundreds or thousands of Public Folder items, relying on manual methods can quickly become time-consuming and risky. Creating folder structures, copying emails, verifying data, and managing permissions manually often requires considerable administrative effort.

A professional migration solution helps automate much of this process, making it easier to transfer business data while reducing the chance of incomplete migrations.

One such solution is the BreviSoft Microsoft 365 Tenant to Tenant Migration Tool, designed to simplify Microsoft 365 tenant migrations for businesses of all sizes.

Steps to Migrate Office 365 Public Folders to Shared Mailbox with BreviSoft

1. Install and launch the BreviSoft Microsoft 365 Tenant to Tenant Migration Tool.
2. Sign in to the source and destination Microsoft 365 admin accounts.
3. Select Public Folders, choose the destination mailbox/tenant, and select the folders to migrate.
4. Configure the migration settings and click Start Migration.
5. Review the migration report to verify successful migration.

Why Choose BreviSoft Microsoft 365 Tenant to Tenant Migration Tool?

The software is designed to help IT administrators, Microsoft 365 consultants, managed service providers (MSPs), and enterprises migrate Microsoft 365 workloads efficiently.

• Complete Microsoft 365 Migration – Transfer Microsoft 365 data from one tenant to another while maintaining an organized migration workflow.
• Public Folder Migration Support – Migrate Public Folder content as part of your Microsoft 365 migration project, helping you move business data with minimal manual effort.
• Shared Mailbox Migration – Transfer Shared Mailboxes while preserving mailbox data throughout the migration process.
• Bulk User Migration – Migrate multiple users simultaneously, reducing the time required for large-scale projects.
• Automatic Mapping – Supports mailbox mapping options that simplify migration planning and reduce manual configuration.
• Preserve Folder Structure – Helps maintain the original mailbox organization, making it easier for users to access migrated content.
• Secure Migration – Uses Microsoft authentication mechanisms to perform secure tenant-to-tenant migrations.
• Incremental Migration – Supports incremental migration scenarios, allowing organizations to migrate newly added or modified data without repeating the entire process.
• User-Friendly Interface – A simple graphical interface enables administrators to perform migrations without writing PowerShell scripts or developing custom applications.
• Detailed Migration Reports – Generate migration logs and reports to review completed migration tasks and verify results.

Manual Methods vs Professional Migration Tool

Feature	Manual Methods	BreviSoft Migration Tool
Easy to Use	❌	✔
No PowerShell Required	❌	✔
Bulk Migration	Limited	✔
Supports Large Organizations	❌	✔
Preserves Folder Structure	Partial	✔
Automated Migration	❌	✔
Reduces Manual Work	❌	✔
Migration Reporting	Limited	✔
Suitable for Enterprises	❌	✔
Saves Administrative Time	❌	✔

Best Practices Before Migrating Public Folders

To reduce migration issues and improve the overall migration experience, consider the following best practices:

• Back up important Microsoft 365 data before starting.
• Review Public Folder permissions.
• Remove obsolete or duplicate content.
• Estimate the total size of the Public Folders.
• Create the destination Shared Mailbox in advance.
• Test the migration with a small dataset first.
• Verify migrated emails, attachments, and folder structure.
• Inform end users about the migration schedule.
• Monitor the migration and validate results after completion.

Why Businesses Prefer Professional Migration Software

For organizations with multiple departments, years of archived emails, or thousands of Public Folder items, manual migration often requires extensive planning and administration.

A professional solution offers several advantages:

• Less manual effort.
• Faster migration process.
• Simplified project management.
• Consistent migration workflow.
• Detailed reporting.
• Better scalability for enterprise environments.
• Reduced administrative overhead.

Instead of combining multiple Microsoft utilities, organizations can complete their migration using a single interface, saving valuable time and reducing project complexity.

Conclusion

Migrating Public Folders to a Shared Mailbox in Microsoft 365 helps simplify collaboration, improve mailbox management, and modernize the way teams share business data. While Outlook, PowerShell, Exchange Web Services (EWS), Microsoft Graph API, and other native Microsoft tools can assist with different parts of the migration, they often require manual effort, technical expertise, or multiple utilities because there is no direct built-in method to convert Public Folders into Shared Mailboxes. For small migrations, manual methods may be sufficient, but larger organizations can benefit from an automated solution that reduces complexity and saves time. The BreviSoft Microsoft 365 Tenant to Tenant Migration Tool provides an easy-to-use interface for migrating Microsoft 365 workloads, including Public Folders and Shared Mailboxes, making it a practical choice for businesses, IT administrators, and managed service providers. Before starting any migration, always back up your data, test the process with a small dataset, and verify the migrated content to help ensure a successful migration.

Frequently Asked Questions (FAQs)