Exporting Exchange Server Public Folder to Outlook PST File



With Exchange Server, there are different types of mailboxes Administrators can set up to meet the various requirements of your company. We are all familiar with the user-mailboxes created for one account in Active Directory. There are also resource mailboxes within default Exchange mailbox database such as room equipment mailboxes, arbitrary mailboxes or rooms mailboxes. Administrators can also create folders such as distribution groups dynamic distribution groups, etc. Certain folders can be mail-enabled, such as mail-enabled security group and mail-enabled public Folders.

In this article, we’ll get to learn about the significance to Public Folder and how you can backup it into PST file. PST file.

  • Public folders within Exchange Server

Public Folder facilitates the sharing of data among the teams’ members. The team members can take the information, arrange it in a way that is efficient, and then transfer the data processed. There could be multiple folders inside the Public Folder to give an orderly structure to the data. Users can access content from the Public Folder content in his/her Outlook account, which is linked to Exchange Server.

  • The data saved in the Public Folders: A Public Folder mailbox can contain documents, emails, eForms and even posts. Since Public Folders are created to allow Public Folder is created to let team members access information in an centralized location, the information contained in Public Folder mailboxes is not duplicated to other public folders.
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Everyone in the Public Folder can search the information contained therein, however the search function is not available across all the public folders. Additionally, a typical search within Exchange Server does not retrieve the information out of this Public Folder.

  • What’s the reason for Public Backup of Folders? Since the Public Folder shares the same infrastructure and infrastructure as different Exchange Server mailbox, it adheres to the same standards for redundancy and availability of data. Thus, data deleted in The Exchange Public Folder remains recoverable for a period of time however, once the period has expired of the retention period the information will disappear permanently.

In order to restore the data in the time frame of retention The deletion method must be either hard or soft to erase.

If you’d like to protect your data better, you can use the backup of your public folder in an easy-to-access file that is accessible to restore your information whenever you need. The backup for the public folder is stored within the PST file since it is the PST File is the data default used by users of the Outlook account and it is always accessible. Additionally, the retention time restriction isn’t applicable to this file and you are able to run an restore procedure anytime you like.

  • Why should you export to PST?
  • Makes data portable
  • The data is available all the all the
  • Organised mailboxes
  • Increased server response time
  • Outlook database fie allows multiple servers configuration
  • How do I take a backup from Public Folder?

The Outlook application has the default method of exporting the data from your account to external files that are in two formats namely CSV or PST. You can select the PST option to create the backup file.


The following procedure demonstrates the entire Public Folder to PST backup procedure, including the appropriate images.

  1. Open Outlook by clicking the Start button. Then then click on the File option, which is the first option on the bar menu.
  2. Click Open and Select the Export category, select the Import or Export.
  3. In the menu to select an action to take Select Export to the file then select on the button next button.
  4. Choose the second output option Choose the second output option – Outlook Data File (PST) Then click Next.
  5. Expand all the folders in your Exchange account and choose the folder that is Public. To filter the data more deeply, click on the filter button.
  6. On the Filter Page There are three categories to choose from: messages, More choices along with advanced. These filters can be useful to select the most important emails while ignoring the ones that are outdated. After you’ve applied the necessary filters after which you hit “OK”..
  7. Select the checkbox that is provided in order to incorporate subfolders.
  8. Select to the Click the Browse button to choose an appropriate folder that will hold the PST file in public use in the Folder. Additionally, select one of three options to deal with the duplicate files. At last, click Finish.

So we’ve transferred this Exchange Server Public Folder to Outlook PST file through the Export feature within Outlook.

  • Important points
  • If any contradictions occur in the database file, users can use the built-in Eseutil tool to restore the databases into a uniform well-maintained state.
  • For exporting Exchange Server Public Folders to Outlook The pub.edb file needs to be present free of corruption within the Exchange Server.
  • If there is a problem with an Exchange Server Database, this could result in a failed export procedures.
  • To use the backup in a different way, users can choose to restore backups of data stored in the Exchange backup.
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If these methods appear to be not working If you are not getting results, try use a third-party program that has the ability to extract Public Folder from the offline Exchange Server Database files. The information extracted taken from Exchange Server’s Public Folders for backups could be exported as Outlook PST or OLM file formats.

  • Conclusion

The Public Folder is a repository for the information that is needed by all the staff members. Because of this it is the responsibility of the Administrator to ensure that the public Folder doesn’t grow in size, which can cause a slowdown to the system. Making backups of the Public Folder is beneficial for any situation, and saving backups in the format of a file; PST is a good choice. If manual methods do not yield a satisfactory outcome it is possible to use the professional EDB Converter software to create backups of various types of mailboxes and folders within Exchange Server as well as save these either in PST or another compatible format.