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  • December 23, 2021

Why Should You Begin Phasing Out Exchange Public Folders in London?

Public folders are still a problem for administrators as more companies consider moving from Exchange Server. Microsoft supports public folders with its latest Exchange Server 2019 and Exchange Online.

However, it is encouraging companies to use some of its more recent options such as Office 365 groups and Microsoft Teams. If an organization is looking for best public folder replacement, there will not be an easy replacement.

best public folder replacement

Many organizations have used Exchange Public Folders for years to manage important emails. However, it may be time to phase it out. Here are some reasons:

1: Microsoft claims they are out of date

Microsoft has been telling users that public folders would eventually be removed from Exchange 2007 since before its release. However, this has not happened yet. Exchange 2010 still supports public folders. Exchange 2010 supports public folders, but they won’t be available in the next Exchange version.

2: Full text indexing (public folder stores) can be resource-intensive

Your Exchange Server can be harmed by public folders. You may be able increase the performance of your Exchange server by offloading public folder data. Many public folders are misused. Microsoft states that public folders were not intended for the purpose of archiving data. You would be better using a journaling mailbox to archive Exchange data than public folders.

3: Cannot be used for document sharing or collaboration

Microsoft claims that public folders are not intended for collaboration and document sharing, but many organizations use them for this purpose. Microsoft Office SharePoint Server has a better platform for collaboration and document sharing than any public folders.

These are some of the reasons why you should phase out public folders.

  • November 22, 2021

Are You Looking for an Alternative to Outlooks Public Folders?

If you’ve never used this feature earlier, here’s what it’s for: Public Folders enable (limited) collaboration and the exchange of information by allowing the creation of shared folders that collect and store email and other information.

Public Folders can also be used to manage calendar-based resources, such as conference rooms. Outlook Public Folders (or Shared Mailboxes) might be popular but they aren’t powerful. Hence people start searching for a public folder substitute.

alternative to public folders

Here’s a quick list of drawbacks you’ll encounter if trying to use these for boosting collaboration:

  • You can’t see which email has been responded to (or see the response), which is terrible (for various reasons) in a collaborative scenario, there’s no way to funnel emails to users through keywords, which can lead to email fatigue.

  • Outlook’s Public Folders have no support for tracking or analytics. So if you’re using this for customer service or sales, you have no way of tracking how soon your team responds to messages.

  • Accessing Public Folders via email on your phone? You’ll have to stick to IMAP mail, which can be slow, and also prone to sync issues.

In a nutshell, Outlook Public Folders are an outdated, underpowered tool for today’s fast-paced world. Luckily, there is an alternative that gives you all the power, features, and usability you need for a smooth, collaboration-friendly workflow.