Public folders are a feature of Microsoft Exchange Server that let you collect, organize, and share information with other people in an organization. Typically, public folders are used by project teams or user groups to share information about a common area of interest.

Creating Public Folders

To create a public folder that you can use to share documents among your team members:

  1. Log in to CONTROL PANEL and navigate to Services > Public Folders.
  2. Click Create New Public Folder(s).
  3. Enter the desired display name for your public folder.
  4. Click Create Public Folder(s). When the folder has been created, you will see it in the list on the Public Folders page.
    Create PF
  5. Click the display name of the public folder you just created to modify the settings on it. Set up access to the folder:
    1. Click the Client Permissions tab at the top of the screen.
    2. Click the Select users from Address Book link, then select a list of users and/or groups that should have access.
    3. Select the desired level of permissions in the Default permissions drop-down list.
    4. Click the Add to Access List button to store the selected permissions.
      PF Permissions
  6. When you log in to Outlook, under your Folder List you should see All Public Folders (as should any other users who were given adequate permissions in the previous steps). When you expand All Public Folders, you should see the name of your new public folder.

To create a new post in the folder, you can use the New Post button on the Outlook toolbar, and you can attach whatever files you want to your post.

You can continue to create posts with attached files that you would like to share.

Note:

  • Using Outlook, users can post Microsoft Office files/messages/events/contacts directly to public folders.
  • Using Entourage, you can view and post messages, events, and contacts only.

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Assigning categories to shared items

If a user assigns a category to a shared item in a public folder, the category will only be visible on the same computer where it was assigned. Categories assigned to shared items do not sync to the Exchange server and will not be available for the same account on other computers, nor will they be available to other users.

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Blocked file types

Outlook will automatically block access to certain file types. For more information on these file types and extensions, please review this Microsoft article.

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