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How to Use Public Folders in Outlook

Before You Begin:

ITS provides limited support for this quicknote.  It is provided for informational purposes and questions regarding this quicknote will be answered to the best of our knowledge but are out of the scope of the ITS Helpdesk training.

Administration of the public folder is only available from inside of Microsoft Outlook. Posting to the public folders is available in both Microsoft Outlook and Microsoft Outlook Web.

Creating a Public Folder for a Student Club or Organization:

The application form must be filled out by an authorized Student Club and/or Greek Organization representative to start the process of creating the public folder.

1. Go to the documentation page for ITS or follow this link: http://www.umflint.edu/its/forms/club.pdf  
2. Complete and print the form.

 
**Note: When creating the public folder you will be asked if this is to be a “Mail-Enable Folder.”A mail-enable folder is a public folder that also has an email address attached to it.This means you will have a visible folder in outlook, and users can also post to the folder by sending an email to: foldername@umflint.edu . If mail-enable folder is not checked then the folder will be created and people will only be able to post to it from their public folder using Outlook.


3. Return it the ITS main office located in 207 MSB.  The public folder will be created within 2-3 business days.

Administering Your Public Folder:

Administration of public folders can only be done using Microsoft Outlook, not Microsoft Outlook Web.

Adding Authorized Users to the Folder

1.  Open Microsoft Office Outlook 2007
2. Click the Folder List button on the lower left hand corner of the screen. (Looks like a file folder)
3. Expand Public Folder which is now visible below your mailbox.
4. Expand All Public Folders and look for the public folder you own.
5. Right click on the your public folder and select Properties.
6. Inside of the Properties window select the Permissions tab.
7. Click the Add button in the middle of the window.
8. In this window search for the person or persons you would like to add to the folder by name.When you find the person select their name and click the Add button in the middle of the window.When finished searching select Ok to close the window.

Setting Permissions to Authorized Users

After adding users to your public folder, now you need to set permissions for those users

New users are set with a default permission level of “None.” This will only allow the user to view the folder.

1. While in the Permissions tab of your properties window select the name of the person you would like to set permissions for.
2. Use the Permission Level pull down box to set preconfigured permissions to the user.

Preconfigured Permission Levels have the following properties:

Owner – Marked as owner, Marked as a contact to the folder, Create new posts to the folder, Read all posts to the folder, Create Subfolders and see the public folder, and can Edit and Delete all items in the folder. 
Publishing Editor – Create new posts to the folder, Read all posts to the folder, Create Subfolders to the public folder, Can see the folder, and can Edit and Delete all items in the folder. 
Editor-Create new posts to the folder, Read all posts to the folder, Can see the folder, and can Edit and Delete all items in the folder.
Publishing Author – Create new posts to the folder, Read all posts to the folder, Create Subfolders to the public folder, Can see the folder, and can Edit and Delete only their own items in the folder. 
Author – Create new posts to the folder, Read all posts to the folder, Can see the folder, and can Edit and Delete only their own items in the folder. 
Non Editing Author – Create new posts to the folder, Read all posts to the folder, Can see the folder, and cannot Edit any posts, but may Delete their own posts. 
Reviewer – Read all posts to the folder, Can see the folder, but cannot Edit or Delete any items in the folder. 
Contributor – Create new posts to the folder, Folder is visible, but cannot Edit or Delete any items in the folder.
None – Folder is visible, and cannot Edit or Delete any items in the folder.

Setting the View of the Folder from Public View to Private View

Follow these steps if you only want the folder to be viewed by the authorized users you have set on the folder.The default setting is to make the folder visible to every user.

1. Right click on your public folder and select Properties.Then select the Permissions tab.
2. Select the Default user in the user box, and uncheck the box that says Folder Visible.
3. Select the Anonymous user in the user box, and uncheck the box that says Folder Visible.
4. Now your public folder is only visible to the authorized users who are members of the public folder. 

How to Post to a Public Folder:

Sending posts are how the authorized users of the public folder will communicate with one another.Posting to the public folder is a feature available in both Microsoft Outlook and Microsoft Outlook Web Access.

  1. Navigate to the your public folder.In the Folder List, expand Public Folder, expand All Public Folders, and then click on the folder you would like to post to.
  2. In the upper left-hand corner of the screen you will see the New button . It should autmatically open a new post for you. If it doesn’t, click the drop down arrow next to New and click Post in This Folder.
  3. In the New Post window fill out the Subject field.Then type the post in the body of the message.When you are finished, click the Post button.Your post will now be sent to the public folder.

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