Manage public folders in the control panel for Hosted Exchange 2007 and 2010

  • Last updated on: 2016-02-01
  • Authored by: Theresa Kinney

You can add public folders to your Hosted Microsoft Exchange 2007 or 2010 domain. Each Exchange domain is allotted 25 folders, with up to 250 MB of storage per folder. You can manage your public folders within the Cloud Office Control Panel. You can create, rename, delete, and mail-enable folders directly in the control panel.

To begin working with public folders, navigate to the Microsoft Exchange section of the Cloud Office Control Panel and click Folders. If you do not already have public folders enabled, you are prompted to enable public folders.

This article provides information and instructions for working with public folders in the Cloud Office Control Panel:

List public folders

When you click on Folders, a page that lists all of your public folders is displayed.

The Folders page displays the following information about the public folders that you have created:

  • Folder name
  • Public folder type (Mail, Contact, Calendar, and so on)
  • Whether the folders are mail-enabled
  • The amount of storage that the folders are using

Manage public folders

You click the gear icons on the Public Folders page to manage your folders. Clicking the gear icon displays a menu from which you can choose to rename folders, edit mail settings, create subfolders, or delete a specific folder. Additionally, on this page you can bulk delete folders, create new folders, and manage different components of the folder.

Create public folder

As an admin, you can create a new folder by performing the following steps:

  1. Click Create Folder. A popup dialog box is displayed.
  2. Name the folder. This is the name that will appear in the list of folders.
  3. Select the type of folder.
  4. To mail-enable the folder, select the Enabled check box.
  5. Specify or edit the display name.
  6. Specifiy or edit the email address for the folder.
  7. Specify or edit the reply-to address.
  8. Click Save to create the folder.

Delete public folder

  1. In the list on the Folders page, click the gear icon next to the folder that you want to delete.
  2. From the menu, select Delete.
  3. In the confirmation pop up box, click Delete Folder, to permanently delete the folder.

Bulk-delete public folders

From the list of public folders, you can delete multiple folders at once (bulk delete).

  1. Select the check box to the left of each folder that you want to delete. If you want to delete all the folders in the list, select the check box next to the Folder Name label at the top of the list.
  2. Click the gear icon next to the Folder Name label at the top of the list and select Delete. The delete dialog pops up to confirm that you are about to delete the selected folders.
  3. In the confirmation popup box, click Delete Folders to permanently delete the selected folders.

Rename public folder

  1. In the list of folders on the Folders page, click the gear icon next to the folder that you want to rename.
  2. Select Rename, and then enter a new name for the folder.
  3. Click Rename.

View and create subfolders (child folders)

The option to expand folders to see their child folders, or subfolders, has changed. To view the subfolders that have been created under a folder, click the name of the parent folder in the list. All of the subfolders nested under the parent folder are displayed. The folder path is shown as a breadcrumb trail along the top of Folders page. The path is listed as domain > root > parentFolder, and the page you are on is the subfolder list. See the following example:

You can create a subfolder in several ways:

Create a subfolder from the parent folder’s page

  1. Click the gear icon next to the folder for which you want to create subfolders.
  2. Click Create Subfolder.
  3. In the Folder Name field, specify a name for the subfolder.
  4. Select the type of folder.
  5. To mail-enable the folder, select the Enabled check box.
  6. Specify or edit the display name.
  7. Specify or edit the email address for the folder.
  8. Select or edit the reply-to address.
  9. Click Save to create the folder.

Create a subfolder from the public folder listing page

  1. Click the gear icon.
  2. Click Create Subfolder.
  3. In the Folder Name field, specify a name for the subfolder.
  4. Select the type of folder.
  5. Select whether or not this will be a mail enabled folder.
  6. Click Save to create the folder.

Create a subfolder from the subfolder listing page

  1. In the folder list, click the name of the folder for which you want to create a subfolder. The subfolder view is displayed
  2. Click Create Subfolder.
  3. In the Folder Name field, specify a name for the subfolder.
  4. Select the type of folder.
  5. To mail-enable the folder, select the Enabled check box.
  6. Click Save to create the folder.

Search for a specific folder or subfolder

You can find a specific folder in the following ways:

  • Follow the folder path to the folder.
  • If you know all or part of the folder’s name but do not know its path (for example, its parent folder’s name), you can search for it by using the Search Folders box. For example, if you have a subfolder called Sales Force but you can recall only that it has the word sales in it, you can search for the term sales. The application returns all folders with the word sales in their name.

Edit mail settings

You can edit the mail settings for a folder by performing the following steps.

  1. Click the gear icon next to the folder name.
  2. From the menu, select Edit Email Settings.
  3. If you want to mail-enable the folder, select the Enabled check box.
  4. Specify or edit the display name.
  5. Specify or edit the email address for the folder
  6. Select or edit the reply-to address.
  7. Click Save.

Where to go from here

See Working with public folders through Outlook for Exchange 2007 and 2010.

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