Microsoft Exchange Public Folders


The following article will discuss Public Folders in a hosted Microsoft Exchange environment: 
 
 
What are Exchange Public Folders?
 
Public folders are a feature of Microsoft Exchange used to share information wtih others within your organization. Public Folder Admins can set privileges for users to access folders or the folder can be made available to everyone within your organization. Public folders contain contacts, calendar items, messages, journal entries, or notes.
 
 
 
How do I enable Public Folders from within the Control Panel?
 
  1. Log in to your Email and Apps control panel and select Microsoft Exchange from the Go To Section drop down menu.
  1. Select the enable Public Folder link to Set up your Public Folder.
  1. Next, select an admin for your Public Folders by selecting any Mailbox in your control panel and the "Public folder admin" option at the bottom.
Note: Once Public Folders are enabled it will take 3 to 5 minutes to complete and you will need to close and reopen Outlook to see your new Public Folder.
 
 
 
How do I access my Public Folders within my Email client?
 
Public Folders can be accessed from Clients on both Windows and Mac. Below are some instructions to get access 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 select the Folder List Icon. Expand the Public Folder list by selecting the Plus Sign next to All Public Folders, the root folder.
  1. Expand your domain by clicking on the Plus Sign.
 
Entourage 2008:
  1. Open Entourage and log in to your email account.
  1. In the navigation pane expand the Public Folders by clicking the arrow sign next to Public Folders, All Public Folders, the root folder and finally your domain.
 
Outlook 2011 For MAC:
  1. Open Outlook 2011 and login to your email account.
  1. From the Tools Menu select Public Folders and within the folder browser select the root folder and your domain.
 
 
 
How do I add folders to my Public Folders and assign permissions?
 
Creating A Public Folder:
  1. Open Outlook and Login to your email account.
  1. In the Navigation Pane select the Folder List Icon. Expand the Public Folder list by selecting the Plus Sign next to All Public Folders, the root folder and your domain.
  1. Right-click on your Domain and select New Folder.
 
Assigning Permissions:
  1. Right click on the Folder and select Properties and then go to the Permissions Tab.
  1. Select Add and then select the member you would like to grant permission and then select the Add button again.
  1. Select the permission type that will work best for the user.

Note: You might see a few groups in here and that is completely normal. It is important to leave these groups intact since this will allow us the ability to help you if ever you should need to reach out to us.  There are also two special groups called FolderAdmins and FolderUsers. These groups allow you to set permissions for all of your Public Folder admins or users at once.

Owner Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you 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 but cannot modify them.
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.


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