Microsoft Exchange public folders

  • Last updated on: 2016-01-28
  • Authored by: Rackspace Support

Public folders are a feature of Microsoft Exchange that are used to share information with others within your organization. Public folder administrators can set privileges for users to access a folder, or the folder can be made available to everyone within your organization. Public folders can contain contacts, calendar items, messages, journal entries, or notes.

This article provides instructions for working with public folders in a hosted Microsoft Exchange environment:

Enable public folders from within the control panel

  1. Log in to your Cloud Office Control Panel and select Microsoft Exchange from the Go To Section menu.

  2. Select the Enable Public Folder link to set up your public folder.

  3. Select an administrator for your public folders by selecting any mailbox in your control panel and the Public folder admin option at the bottom.

Note: After public folders are enabled, setup takes about 3 to 5 minutes to complete. You must close and reopen Outlook to see your new public folder.

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 for Windows

  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.

Outlook 2011 for Mac

  1. Open Outlook 2011 and log in to your email account.

  2. From the Tools menu, select Public Folders. Within the folder browser, select 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 your domain.

Add folders to your public folders and assign permissions

When you create a public folder, you can assign permissions to limit how much access others have to that folder.

Create a public folder:

  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.

  4. Right-click on your domain and select New Folder.

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.

For a list of available roles and permissions, see Public folder permissions for Exchange.

Note: You might see a few groups on the Permissions tab, and that is normal. It is important to leave these groups intact so that we can help you if you need help. There are also two special groups called FolderAdmins and FolderUsers. These groups allow you to set permissions for all of your public folder administrators or users at once.

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