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. If you are interested to know about public folder replacement navigate to https://www.knowledgemill.com/solutions/public-folders-solution/.
Following are the reasons for migrating from public folders:
- Limited Collaborative features
Outlook Public Folders have limited collaboration abilities. For example, you can’t add notes alongside an email (which results in multiple emails that clog up inboxes and make people hate email).
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.
- No analytics and tracking
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. And since you can’t follow complete email threads, you can’t help out new members in need of guidance.
- Deployment and management aren’t smooth
One of the advantages of cloud services such as GSuite is the ease of deployment and administration. No XML files to play with, no registry editing, and far less hassle and smoother testing when changing anything.
These are some of the reasons not to use public folders. In a nutshell, Outlook Public Folders are an outdated, underpowered tool for today’s fast-paced world.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.
