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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:




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




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):




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 :




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:




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


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

Launch the Exchange Server Console

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




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




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




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:




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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