Microsoft Exchange public folders


Public folders are a feature of Microsoft Exchange that are used to share information with others within your organization. Public folder administrators can set privileges for users to access a folder, or the folder can be made available to everyone within your organization. Public folders contain contacts, calendar items, messages, journal entries, or notes.

This article provides instructions for working with public folders in a hosted Microsoft Exchange environment:

Enable public folders from within the control panel

  1. Log in to your Cloud Office Control Panel and select Microsoft Exchange from the Go To Section menu.
  2. Select the Enable Public Folder link to Set up your public folder.
  3. Select an administrator for your public folders by selecting any mailbox in your control panel and the Public folder admin option at the bottom.

Note: After public folders are enabled, setup takes about 3 to 5 minutes to complete. You must close and reopen Outlook to see your new public folder.

Access your public folders within your email client

You can access public folders from email clients on both Windows and Mac. Following are instructions for  accessing public folders through Outlook and Entourage.

Outlook 2003, 2007, & 2010:

  1. Open Outlook and log in to your email account.
  1. In the navigation pane, click the Folder List icon.
  1. Expand Public Folders > All Public Folders, the root folder, and your domain.

Entourage 2008

  1. Open Entourage and log in to your email account.
  2. In the navigation pane, expand Public Folders, All Public Folders, the root folder, and finally your domain.

Outlook 2011 For Mac

  1. Open Outlook 2011 and log in to your email account.
  2. From the Tools menu, select Public Folders and within the Folder Browser select the root folder and your domain.

Add folders to your public folders and assign permissions

Create a public folder:

  1. Open Outlook and log in to your email account.
  2. In the navigation pane, click the Folder List icon.
  3. Expand Public FoldersAll Public Folders, the root folder, and your domain.
  4. Right-click on your domain and select New Folder.

Assign permissions to a public folder

  1. Right-click the folder and select Properties.
  2. Click the Permissions tab.
  3. Click Add, select the member you want to grant permission, and then click Add  again.
  4. Select the permission type that will work best for the user.
    Permission Description
    Owner Create, read, modify, and delete all items and files, and create subfolders. Folder owners can change the permission levels that other people have for the folder.
    Publishing Editor Create, read, modify, and delete all items and files, and create subfolders.
    Editor Create, read, modify, and delete all items and files.
    Publishing Author Create and read items and files, create subfolders, and modify and delete items and files that you create.
    Author Create and read items and files, and modify and delete items and files that you create.
    Nonediting Author Create and read items and files, and delete items and files that you create.
    Contributor Create items and files only.
    Reviewer Read items and files only.
    Custom Perform activities defined by the folder owner.
    None You have no permission. You cannot open the folder.

Note: You might see a few groups on the Permissions tab, and that is normal. It is important to leave these groups intact so that we can help you if you need help. There are also two special groups called FolderAdmins and FolderUsers. These groups allow you to set permissions for all of your public folder administrators or users at once.



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