Not all Exchange Server public folders contain messages; some folders also contain calendar items, contacts and tasks. Although you can move this type of data to SharePoint 2010 document libraries, the process to do so differs from the process for moving message data. This tip explains the steps involved in migrating public folder calendar, tasks and contacts to SharePoint 2010.
In order to demonstrate a public folder calendar migration, I created an Exchange Server 2010 public folder named Company Calendar and created a few items within it.
To move the entries to SharePoint, open a Web browser and navigate to your SharePoint site. The default front page contains a Calendar link. Click it to display the site’s calendar.
Click on the Calendar option found in the ribbon’s Calendar Tools section. You will then see a Connect to Outlook icon (Figure 1).
The SharePoint calendar will open in Outlook, which will only display your personal calendar and the SharePoint calendar (Figure 2). The public folder calendar is not displayed.
The next step is to move the events from the public folder calendar and place them into the SharePoint calendar. Expand the list of calendars and choose the check boxes that correspond with the SharePoint calendar and the public folder calendar, as shown in Figure 3.
Click the Change View icon and choose List. When you click on the public folder calendar, you will see a list of calendar entries within the public folder calendar (Figure 4).
Finally, select all of the items in the list and drag them to your SharePoint calendar. This will copy all items to SharePoint (Figure 5).
How to migrate public folder tasks to SharePoint 2010
SharePoint 2010 considers tasks to be types of lists, so you should click on the Lists link. SharePoint 2010 already includes a built-in Tasks list (Figure 6).
Click on the ribbon’s List Tools -> List tab and you’ll see the Connect to Outlook icon. Once the list is connected to Outlook, open the public folder tasks and SharePoint tasks directly through the Outlook folder list, as shown in Figure 7.
To move tasks from the public folder to the SharePoint list, simply drag and drop them (Figure 8).
Moving public folder contacts to SharePoint 2010
SharePoint doesn’t provide a default Contacts list, as shown in Figure 6. To create one, go to the front page and click the Lists link and then the Create link. SharePoint will ask you what type of list you want to create. Choose the Contacts option(Figure 9).
After you’ve created the Contacts list, you can migrate your public folder contacts to SharePoint using the method used to migrate a Tasks list.
ABOUT THE AUTHOR
Brien M. Posey, MCSE, is a seven-time Microsoft MVP for his work with Windows 2000 Server, Exchange Server and IIS. He has served as CIO for a nationwide chain of hospitals and was once in charge of IT security for Fort Knox. For more information visit www.brienposey.com.