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Outlook Public Folder Guidelines

The Exchange server offers storage space for shared files in the form of Public Folders. These folders are useful for sharing files with other Exchange users and for storing files you might want to access from a remote site via a web browser.

Access to your Public Folders is limited to you and those to whom you have given permissions. At the top level, someone in your group/department is designated the administrator of Public Folders, and that person can give you permission to see, create and manipulate Public Folders.

Public Folders are short-term depositories for information to be shared with groups of people. Public Folders are a great place to manage information, share project calendars, and coordinate tasks associated with projects that have beginning and end dates. Public Folders are also excellent for sharing information based on the short-term needs of departments, committees, or groups of any type.

In short, Public Folders can be very useful for sharing information with others, but remember that they can be used only by other Exchange users. You cannot give access to people outside of the KSC Exchange system.

To view Public Folders while in Outlook, go to View on the menu bar and select Folder List. Click on the + (plus sign) next to Public Folders, then All Public Folders, to expand the folder list.

You can add a shortcut to a folder to your Outlook Bar, by clicking on the name of the desired folder and dragging it to the gray area of the Outlook Bar.

How to Request a Public Folder

Complete the form to Request a Public Folder. The Exchange administrator will create the root folder and add the Account Contact with permission to create subfolders. Create subfolders by right-clicking on the root folder and choosing New Folder. Do not place any objects in the root folder, only in subfolders.

Account Contacts: refer to permissions for more information about managing permissions for Public Folders.

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About this Policy

Outlook Public Folder Guidelines
Ownership: Information Technology
Last Revised: April 1, 2005
Categories: IT
For questions regarding this policy, please contact the policy owner.