Currently many companies use Microsoft Public Folders for email collaboration which have been available in Microsoft Exchange since Exchange 2003. The reason for migration is they are finding it difficult to move to Microsoft 365 because of the Public Folder performance challenges.
Replacement Solution for Outlook Public Folder offers an AI-powered mail management solution specifically for Outlook users which solves all of the Public Folder drawbacks while also providing a complete email management solution.
Should you migrate your public folders to Microsoft 365 Groups?
Compiling a list of every scenario in which Microsoft 365 Groups works better than public folders is impossible, but here are the highlights:
- Collaboration over email
Groups in Outlook has a dedicated Conversations space that stores all the emails and lets users collaborate over them. The group can even be set up to receive messages from people outside the group or from outside the organization.
If you’re currently using mail-enabled public folders to store project-related discussions, for example, or purchase orders that need to be viewed by a team of people, using groups would be an improvement. Groups are also better for situations when you simply want to broadcast information to a set of users.
- Collaboration over documents.
In Outlook, Groups has a dedicated Files tab that displays all files from the group’s SharePoint team site, as well as from mail attachments. You get one view of all the files, so you don’t have to go searching for them like you would in public folders.
Co-authoring also becomes easier. If you’re using public folders for storing files meant to be consumed by multiple people, consider migrating to Groups.
These are the reasons why you should migrate from public folders to Microsoft 365. Before you move to Groups, it’s also a good idea to make note of the various limits that come with creating and maintaining groups.