How to Create Public Folders in the Control Panel

**How to Create Public Folders in the Control Panel**

Public folders are an optional service available to all hosted Exchange customers. Public folder space is allocated from your total aggregate Exchange storage space.  Public folders contain items that can be viewed by any or all members of your organization—who have given proper public folder permissions—via your Outlook desktop software, or the Public Folders option in OWA. The public folder can be standard folders for storing email and/or files, or they may be any of Outlook’s specialty folders: Contact, Calendar, Notes, Tasks, etc. For instance, you can create a public folder calendar called “Company Vacations” to track and manage your company-wide vacation scheduling.

NOTE: Public Folder creation can take a while depending on the number of public folders created and the number of tasks already being processed in the system.

NOTE: Microsoft Exchange 2010 only supports public folders for email. If you require Public Folders for Contacts or Calendars please contact the MegaPath Cloud Support team at ash@megapath.com or call 866-791-7657 Pin 1495 – referencing your request.

Add Top Level Public Folders
Standard, non-email enabled, public folders typically can be managed via the Outlook email client software. However, we suggest that you use this function to setup standard “top-level” public folders (see NOTE below). Most importantly, to email-enable a top-level public folders you MUST use the Hosting Control Panel.

1. Log into the Control Panel, and access the Exchange tab from the menu bar.

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2. Select the More Services tab, and then select the Public Folders option.

You may click any previously defined public folder (if available) listed under the Name column to edit parameters associated with a folder.

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3. To create a new public folder, click the [Add New Public Folder] button.
The Add New Public Folder screen displays.

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4. Enter the folder name in the Public Folder Name input field.
NOTE: It is recommended that all public folders should be created within Hosting CP so that their permissions, security, size limits, and email settings can be managed in the Hosting CP. The Hosting CP can create top-level and sub-folders in Exchange. If public folders are created only using an Outlook client, these public folders will not appear in the Hosting CP —these folders will still be functional but just not managed through Hosting CP.

  • Change the Size Limit from its default setting if you need additional space for the contents of this folder.
  • From the Default role drop-down menu select the permissions level to the public folder be granted to all users within your organization as the default permissions for that public folder:
  1. Reviewer: Gives the default user permission to read items in the Exchange public folder. But they are not allowed to edit or delete items, regardless of whether they previously created those items or not.
  2. Contributor: Create items and files only. The contents of the files do not appear.
  3. Non-editing Author: Create new items but cannot edit content produced by others.
  4. Publishing Author: Create and read items and files, create subfolders, and modify and delete items and files you create.
  5. Author: Create and read items and files, and modify and delete items and files you create.
  6. Publishing Editor: Create, read, modify and delete all items and files, and create subfolders.
  7. For additional information about the Mail-Enabled checkbox, see the Email Enable Public Folders section below.

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5. Click the “Finish” button if you are finished.  If you want to Mail-Enable the Public Folder continue to step 6.

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**Mail Enable a Public Folder**

A public folder can also be email-enabled, turning it into a receptacle for receiving emails, like a mailbox. For example, you can create a public mail folder called “Jobs” with an email address of jobs@mycompany.com. You can advertise this address, and prospective employees can email their resume to the jobs address. The email will then be delivered to the public folder, where anyone in your organization who has proper permissions can view them.

6. Check the box next to Mail-Enabled if you would like this public folder to receive emails.

Email address: Enter the desired email address prefix in this field. Select the appropriate domain name from the drop-down menu if your account has multiple domains.
Show in address book: Check this option to have this public folder email address displayed in the Global Address List (GAL). Uncheck this option if you do not wish this public folder email address to show in the GAL.
Accept messages from: Select one of the two radio button options to specify the type of email delivery for this email-enabled public folder:

  • Everyone: Accepts email from any valid sender from your organization OR the Internet.
  • Organization: Limits email delivery to only users from within your organization.

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7. Click the [Finish] button when you are done entering your parameters for creation of this public folder.

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You may continue to work within this screen, or wait for the public folder to be created.

Note that the public folders that have been email enabled have a green icon in the Mail-Enabled column along with the corresponding primary email address of the public folder.

8. To edit the parameters associated with a public folder, access the Public Folders list again.

You may click any previously defined public folder listed under the Name column to edit its parameters.

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9. Click any of the tabs across the top to change permissions, add/remove email addresses, or change the size limits for this public folder.

You can also see the current size/storage usage of the public folder compared to the maximum limit, and even limit the size of attachments/message sizes in the public folder.

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**Create Sub-folders of Top-Level Public Folders**

Though public folders can be created through the Outlook client software, it is best to create your entire public folder structure via the Hosting Control Panel. This insures that all of the structure, storage levels, email-enabled folders, and permissions are implemented in the appropriate way as determined by your company administrator.
To create a sub-folder of a previously created top-level public folder:

1) Log into the Control Panel and access the Exchange tab from the menu bar.

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2) Select the More Services tab, and then select the Public Folders option.

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3) To create a new public folder, click the [Add New Public Folder] button.
The Add New Public Folder screen displays.

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4) Select (click) the radio button associated with the folder you wish to make the parent folder, and click [Next>>].

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5) Complete the remaining public folder input options as previously described.

You may make the folder an email-enabled folder.
Click the [Finish] button to complete the creation of this sub-folder within the public folder structure.

The newly created sub-folder is now listed under its top-level parent folder and slightly indented within the Public Folders main page listing of all of your company’s public folder structure:

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