Manage public folders in the control panel for Hosted Exchange 2013 and 2016

  • Last updated on: 2016-02-12
  • Authored by: Theresa Kinney

You can add public folders to your Hosted Microsoft Exchange 2013 and Hosted Microsoft Exchange 2016 domains. Each 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 them.

From the Folders page, you can list public folders, manage public folders, view and create subfolders, edit mail settings, and manage permissions.

List public folders

When you click 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 your public folders

To manage your folders, click the gear icon on the Folders page. From the menu, 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 a folder.

Create a folder

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

  1. Click Create Folder.

  2. In the popup dialog box, enter a name for the folder.

    The name 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. If you selected the Enabled check box, specify the folder’s display name, email address, and reply-to address.

  6. Click Save to create the folder

Delete a 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 popup box, click Delete Folder to permanently delete the folder.

Bulk-delete 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.

  3. In the confirmation popup box, click Delete Folders to permanently delete the selected folders.

Rename a 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.

  3. Enter a new name and then click Rename.

View and create subfolders

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 the following ways:

  • From the main (or parent) Folders page.

  • By clicking the parent’s folder and creating the subfolder from the subfolder list page.

Create a subfolder from the parent Folders page

  1. Click the gear icon next to the folder for which you want to create subfolders.
  2. Select Create Subfolder.
  3. Specify all the information for the subfolder, as described in Create a folder.
  4. Click Save.

Create a subfolder from the subfolder list 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 Folder.

  3. Specify all the information for the subfolder, as described in Create a folder.

  4. 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 caller Sales Force but you can recall only that it has the word sales in it, you can search 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 on the gear icon next to the folder name.
  2. From the menu, select Edit Email Settings.
  3. To mail-enable the folder, select the Enabled check box and specify the rest of the information in the popup dialog box.
  4. To disable email, clear the Enabled check box.
  5. Click Save.

Manage permissions

Public folders for Hosted Exchange 2013 and 2016 are managed exclusively through the administrator control panel. Any users who need to manage public folders must have administrator access.

Authorization to add, delete, or modify content

Unlike Exchange 2007 and 2010, individual permissions are not managed through Outlook for Exchange 2013 or 2016. For these versions, your users have the following permission levels:

  • Reviewer: Allows all users on the domain to view all public folders

  • Publishing author: Automatically given to administrators who create public folders in the control panel. Each action applies only the to folders that the administrators create.

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