Creating and Configuring Public Folders
Public Folders are a tried and true way to quickly access information that is valuable to your entire organization, or a group within your organization, right from Outlook (on Windows and Mac OS/X) and Outlook Web App.
Your Thoughtbus Administrator must create and configure Public Folders for your organization. A mail enabled public folder enables a group of employees (or all employees) to view and respond to emails sent to the group email address without the need to login to a separate email account. For example, a public folder named Sales can be “mail enabled” for the Sales team of an organization providing them with access to view and respond to emails that come in for the firstname.lastname@example.org email address.
For some ideas on how to leverage Public Folders, read our Public Folders post on our Blog.
Create Public Folders
1. Open Outlook versions 2010, 2007, or 2003. You can also create and access Public folders in Outlook Web Access, but not modify the permissions.
2. Click on the “Folder List” link located at the bottom of the Outlook Navigation pane. The image on the left shows this link when large icons are used; the image on the right shows it for small icons mode.
3. Expand the 'Public Folders' link, then expand the 'All Public Folders' folder.
4. Right-click on your <organization name> folder and select “New Folder…”. You can also expand your organization's folder and create a new Public Folder in another location within your organizaiton's folder tree; as long as you have sufficient access to the folder in which you are creating the new Public Folder.
5. In the “Name” field, enter a name for your Public Folder (in this example, we named it “Test Folder 1”). In the “Folder contains:” dropdown menu, select a Folder “type” and then click “OK”. In this example we selected 'Mail and Post Items', but the same steps apply for creating a public folder for Calendars, Contacts, and the full list of options that can be selected from the drop-down menu.
Assigning Permissions to a Public Folder
When you create a Public Folder, you are configured as an 'owner' of that folder, and so you have full access to configure permissions on the folder.
By default, everyone in your organization is assigned the 'Publishing Author' permission level to your new folder. You can leave this alone, or you can assign users or groups with the desired permission level by following the steps below:
Right-click on the Public Folder you created in the steps under “Creating Public Folders” (above).
Select “Properties” and then “Permissions”.
If you look through the permissions on your new Public Folder, you will see several Thoughtbus service accounts and groups. Please do not remove these, as they are required for maintenance and backup purposes. In addition, please do not change the ‘Default’ group from a role of ‘None’, as this group consists of all users of Thoughtbus hosted Exchange – not just your organization. The ‘…DelAdmin…’ group shown here consists of the administrator(s) of your organization. By default, this group has the 'Publishing Editor' permission level on the new folder. Together, the '...OU_Users...' and '...BaseVis...' groups shown here contain all the users in your organization. By default, these 2 groups have the 'Publishing Author' permission level on the new folder.
Change the permissions for everyone in your organization
To change the permissions for everyone in your organization, you can modify the '...OU_Users...' and '...BaseVis...' group permissions.
Click the group, then choose a “Permission Level” from the “Permission Level” dropdown list. You can also define a custom permission level by selecting the different options available under “Read”, “Write”, “Delete items” and “Other” sections.
Once you are done, click “OK”.
Grant specific users or groups more access than the default permission level for all users in your organization
Select the users or groups that you want to have access to the Public folder, and then choose a “Permission Level” from the “Permission Level” dropdown list. You can also define a custom permission level by selecting the different options available under “Read”, “Write”, “Delete items” and “Other” sections.
Once you are done, click “OK”.