How to Export Public Folder Mailbox to PST?

[Anshu_123]

Public Folders in Exchange and Microsoft 365 are widely used for shared access to emails, calendars, contacts, and more. However, there are times when organizations need to export Public Folder mailboxes to PST files for backup, migration, or archival purposes. Since Microsoft doesn’t provide a straightforward option to export Public Folders to PST, the process can seem challenging.

In this blog, we’ll walk you through the step-by-step methods to export a Public Folder mailbox to PST. Whether you are an IT administrator or an end user, this guide will help you complete the task efficiently.

**"I need to back up my organization’s shared emails stored in Public Folders. How can I export them to a PST file?"

"We are migrating to a new email system, and we need to extract Public Folder data. What is the best way to export it?"**

What is a Public Folder Mailbox?​

A Public Folder Mailbox is a feature in Exchange Server and Microsoft 365 that allows users to store and share information with team members. It is commonly used for email collaboration, shared calendars, and contact management.

What is a PST File?​

A PST (Personal Storage Table) file is a format used by Microsoft Outlook to store emails, contacts, calendars, and other mailbox data. Exporting data to a PST file allows users to save emails offline, back up important data, or transfer it to another system.

Why Export a Public Folder Mailbox to PST?​

Here are some common reasons why organizations need to export Public Folders to PST format:

• Backup for Data Protection – Exporting Public Folders to PST ensures a backup is available in case of accidental deletions or system failures.
• Migration to a New System – When moving to a different email platform, exporting to PST simplifies the transition.
• Legal & Compliance Requirements – Some organizations need to retain shared emails for legal or compliance purposes.
• Archival and Storage Management – PST files help in reducing mailbox storage space while keeping essential data accessible.
• Offline Access – A PST file allows users to access Public Folder emails offline using Microsoft Outlook.

Methods to Export Public Folder Mailbox to PST​

Exporting a Public Folder Mailbox to PST can be done in multiple ways. Below are the most effective methods explained in simple steps:

Method 1: Using Outlook Desktop App​

If the Public Folder mailbox is accessible in Outlook, you can manually export its data using the Import/Export feature.

1. Open Microsoft Outlook and ensure you are connected to the Public Folder mailbox.
2. Click on File > Open & Export > Import/Export.
3. Choose Export to a file and click Next.
4. Select Outlook Data File (.pst) and click Next.
5. Choose the Public Folder mailbox from the list.
6. Select a location to save the PST file and click Finish.

Note: This method works best for small Public Folders. If the mailbox is large, the export process might take longer and cause Outlook to freeze.

Method 2: Using PowerShell Commands​

For Office 365 administrators, PowerShell can be used to export a Public Folder mailbox to PST.

1. Open Exchange Online PowerShell and connect to your Office 365 account.
2. Assign the necessary Mailbox Import/Export role if not already assigned.
3. Run the following command to start the export process:
   New-MailboxExportRequest -Mailbox &lt;PublicFolderMailbox&gt; -FilePath \\Server\Folder\Export.pst<br>
4. Monitor the export status using:
   Get-MailboxExportRequest<br>
5. Once completed, download the PST file from the specified location.

Note: This method requires PowerShell knowledge and admin permissions.

Method 3: Using Third-Party Tools​

If manual methods are complex or time-consuming, a third-party tool can simplify the process. A reliable Cigati Office 365 Backup Tool allows users to extract Public Folder mailboxes efficiently without technical expertise.

Steps to Export Public Folder Mailbox Using a Tool:

1. Download and install a trusted Office 365 to PST Export Tool.
2. Log in to your Office 365 or Exchange account within the tool.
3. Select the Public Folder mailbox you want to export.
4. Choose the destination PST file location.
5. Click Start Export, and the tool will complete the process automatically.

Conclusion​

Exporting a Public Folder mailbox to PST format is essential for backup, migration, and compliance. Whether you use Outlook, PowerShell, or a third-party tool, following these methods ensures a smooth export process. If you are new to the process, using the Outlook desktop app is a simple way to start. For large mailboxes or complex scenarios, PowerShell and third-party tools offer better efficiency.