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Creating and Managing Public Folders

What are Public Folders?

 

Public folders are a feature of Microsoft Exchange to share information with others within your organization. Public folder administrators or the owner of a public folder can set privileges so that only a select group of users have access to the folder, or the folder can be made available to everyone on the network who uses the same mail client.

 

Public folders in Outlook can contain contacts, calendar items, messages, journal entries, or Outlook Forms.

 

Now let’s see creating Public Folders in Exchange Server 2007 using Shell

So Before creating Public folders we need to create Database.

Once after creating let’s jump creating with small command as shown below:

 

PF1

 

Now let’s create Subfolder using the below command

 

Set-PublicFolder -Name “Server Team” -Path “\IT”

Set-PublicFolder -Name “IS” -Path “\IT”

To See the Output run the command Get-PublicFolder -Recurse | Fl Name

 

PF2

 

The Command “Get-PublicFolder -Identity \NON_IPM_SUBTREE -Recurse | Format-List Name” will

the names of all the system folders (which are not displayed by default):

 

PF3

 

The Command “Get-PublicFolder -Identity “\Legal” -GetChildren” will show the information about only the public folders that are contained within the public folder named Legal :

 

PF4

 

So let’s make this Root Folder to Mail-Enabled

 

Mail-enable a public folder

The command mail-enables the root public folder named IT:

 

PF5

 

Quotas for Root Folder which is IT even can use the commands for change let’s see in GUI

CMDLETS

Set-PublicFolder -Identity “\IT\Server Team” -StorageQuota 10MB

Launch the Exchange Server Console

ToolBox -> Middle of the Page -> Public Folder Management Console

 

PF6

 

After the getting into Public Folder Console Page -> Connect to the Server

 

PF7

 

High light the Root Folder IT -> Rightside -> Click on Properties

 

PF8

 

Once you click on Properties you will get “IT Properties” Box opened.

 

Click on Replication -> In this PF Database replication Schedule by default it will be as Never Run.

 

Uncheck the box and make this as Never Run by Default.

Now Click on Limits the Tab beside Replication

 

In this Limits you can set the Storage Quotas, Like

 

Issue Warning if the user exceeds the size.

Prohibit Post Size

Maximum Item Size

 

Also the Retention Policy can be set here in this as shown below:

 

PF10

 

Note: Item Count should not exceed more than 20000 as per Microsoft in Exchange Server 2007

 

For More Info : http://blogs.technet.com/b/exchange/archive/2009/12/07/3408973.aspx

 

If you exceed you might face Performance Issues in Outlook.

 

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.
  2. In the navigation pane, click the Folder List icon.
  3. 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.

 

If you want to assign permissions using Out Outlook

 

Open Outlook and log in to your email account.

  1. In the navigation pane, click the Folder List icon.
  2. Expand Public FoldersAll Public Folders, the root folder, and your domain.
  3. Right-click on your domain and select New Folder. It’s for creating then assigning shown below:

 

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.

 

 

Praveen Kumar

MCTS, MCITP | Exchange Server

Publisher @ Techrid.com


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