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Module 5: Managing Public Folders

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Module 5: Managing Public Folders

Overview

Managing Public Folder Data

Managing Network Access to Public Folders

Publishing an Outlook 2003 Form

Discussion: Managing Public Folders

Video

Lesson: Managing Public Folder Data

What Are Public Folders?

Why Use Public Folders?

What Are Public Folder Permissions?

How to Create a Custom MMC

Types of Public Folder Trees

How to Create General-Purpose Public Folder Trees

How to Control the Creation of Top-Level Public Folders

How to Create and Configure Public Folders by Using Exchange System Manager

How to Configure Permissions to Access Public Folders

What Are Public Folders?

Active Directory

ProductsPersonnel

FormsHandbook

Public Folder Store (London)

Replication Status

Public Folders

Public Folder Instances

Logons

Full-Text Indexing

New Tree

Public Folders

Folders

Internet Newsgroups

HR

Business

HandbookPersonnel

Forms

MarketingProducts

Top-level folder

Top-level folder

Parent folderParent folder

Child folderChild folder

Public folder treePublic folder tree

Why Use Public Folders?

Benefits of using public folders:Benefits of using public folders:

Send e-mail messages instead of posting to public folders

Post messages directly into public folders Store public folders in more than one tree

Access public folders from the Web

Perform full-text index searches on public folder content

Gain access to any public folder in the Exchange organization

Send e-mail messages instead of posting to public folders

Post messages directly into public folders Store public folders in more than one tree

Access public folders from the Web

Perform full-text index searches on public folder content

Gain access to any public folder in the Exchange organization

Internal User

All Public Folders

Internet NewsgroupsSales

North America

Europe

External User

NNTP HTTPNNTP HTTP

MAPIMAPIOutlook

What Are Public Folder Permissions?

Permissions Description

Client Permissions Control which users have access to the folders

Directory RightsControl which users can manipulate a mail-enabled public folder object in Active Directory

Administrative RightsControl the assignment of specific administrative permissions to specific administrators.

Sales

EuropeNorth America

Administrator Security Group

How to Create a Custom MMC

To create a custom MMC:To create a custom MMC:

Open a new MMC and add the Exchange System snap-in

Locate the Folders container and open it in a new console window

Save the new MMC console

Open a new MMC and add the Exchange System snap-in

Locate the Folders container and open it in a new console window

Save the new MMC console

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Use Exchange System Manager to:Use Exchange System Manager to:

View public folder trees and folders contained in each tree

Create and configure public folders

Mail-enable a public folder

Configure security settings for a public folder

Search for a public folder

View the status of a public folder

View replication information about a public folder

View and modify public folder contents

View public folder trees and folders contained in each tree

Create and configure public folders

Mail-enable a public folder

Configure security settings for a public folder

Search for a public folder

View the status of a public folder

View replication information about a public folder

View and modify public folder contents Practice

Types of Public Folder Trees

Tree type Access method

Default public folder tree

MAPI clients (Outlook)NNTP clients (Outlook Express)HTTP clients (Internet Explorer)

General-purpose public folder trees

NNTP clients (Outlook Express)HTTP clients (Internet Explorer)

The default tree is replicated to all public folder servers by default

A general-purpose tree is not replicated until additional public folder stores are created and associated with it

The default tree is replicated to all public folder servers by default

A general-purpose tree is not replicated until additional public folder stores are created and associated with it

How to Create General-Purpose Public Folder Trees

To create a general-purpose public folder tree:To create a general-purpose public folder tree:

Use Exchange System Manager to locate the Folders container that will contain the new general-purpose public folder tree

Use the Folders container’s context menu to create a new public folder tree

Name the new public folder tree

Create and mount a new public folder store on each server to which you want to replicate the folders

Associate the new tree with each of those new stores

Use Exchange System Manager to locate the Folders container that will contain the new general-purpose public folder tree

Use the Folders container’s context menu to create a new public folder tree

Name the new public folder tree

Create and mount a new public folder store on each server to which you want to replicate the folders

Associate the new tree with each of those new stores

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Practice

How to Control the Creation of Top-Level Public Folders

To grant permissions to create a top-level folder:To grant permissions to create a top-level folder:

Locate the Organization object or the administrative group that contains your public folder tree

Add appropriate accounts, and then clear or select the Allow check box for Create top-level public folder permission

Locate the Organization object or the administrative group that contains your public folder tree

Add appropriate accounts, and then clear or select the Allow check box for Create top-level public folder permission

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Reasons for controlling top-level folder creation:Reasons for controlling top-level folder creation:

To ensure that the folder structure is easy to browseTo ensure that the folder structure is manageableTo reduce network traffic and prevent network overload

To ensure that the folder structure is easy to browseTo ensure that the folder structure is manageableTo reduce network traffic and prevent network overload

Practice

How to Create and Configure Public Folders by Using Exchange System Manager

User or Administrator

Sales

HR

Administrator

Use Exchange System Manager or Outlook to create public foldersUse Exchange System Manager to configure additional public folder settings

Use Exchange System Manager or Outlook to create public foldersUse Exchange System Manager to configure additional public folder settings

To apply any new configuration settings to existing child folders, you must manually propagate the settings

To apply any new configuration settings to existing child folders, you must manually propagate the settings

Practice

Exchange System Manager

Exchange System Manager

Outlook

How to Configure Permissions to Access Public Folders

To configure permissions by using Exchange System Manager:To configure permissions by using Exchange System Manager:

In Exchange System Manager, locate the public folder you want to modify

Use the folder’s Properties dialog box to access Client Permissions

Add the users and assign the appropriate permissions

In Exchange System Manager, locate the public folder you want to modify

Use the folder’s Properties dialog box to access Client Permissions

Add the users and assign the appropriate permissions

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User

Default folder permission

Security group A permission

Security group B permission

User account permission

Cumulative permission

Editor Not specified Not specified Owner OwnerAuthor Reviewer Not specified Not specified AuthorReviewer Reviewer Author Not specified ReviewerEditor Editor Editor Reviewer Reviewer

Practice

Lesson: Managing Network Access to Public Folders

What Is Public Folder Replication?

Why Replicate Public Folders?

How Public Folder Replication Works

How Do Clients Connect to Public Folders?

How to Manage Public Folder Replication

What Is Full-Text Indexing?

How to Manage Full-Text Indexing

Where Should Full-Text Indexing Files Be Stored?

The Administrator controls the destination and frequency of public folder contents replication

The Administrator controls the destination and frequency of public folder contents replication

Administrator

What Is Public Folder Replication?

Service Replication component

Active Directory Replication of public folder directory objects

Information Store Service

Replication of public folder trees

Replication of public folder contents

Why Replicate Public Folders?

Replicate public folders to:Replicate public folders to:

Provide fault tolerance for your public foldersProvide load balancing to your networkMinimize client traffic across the WAN

Provide fault tolerance for your public foldersProvide load balancing to your networkMinimize client traffic across the WAN

Do not replicate a public folder when:Do not replicate a public folder when:

It contains information that always needs to be up-to-dateIt contains constantly changing information, such as a newsgroup

It contains information that always needs to be up-to-dateIt contains constantly changing information, such as a newsgroup

How Public Folder Replication Works

CN=14

CN=15

CN=16

Item 1

Item 2

Item 3

Folder 1

Folder 2

Folder 3

Folder 1

Folder 2

Folder 3

Server A Server B

Folder Folder

CN=4

CN=5

CN=6

Backfill Response Item 2, CN=5

Backfill Request, CN=5

Hierarchy ReplicationHierarchy ReplicationContent ReplicationContent ReplicationBackfill ReplicationBackfill Replication

CN=14

CN=15

CN=16

Folder 1

Folder 2

Folder 3

Folder 1

Folder 2

Folder 3

Server A Server B

Hierarchy ReplicationHierarchy Replication

How Do Clients Connect to Public Folders?

Information Store

RoutingService

Routing Group W Routing Group Z

Routing Group Y

Routing Group X

Cost=10

Cost=30

Cost=50

User

Server 1

Server 2 Server 5

Connector CostN/A N/A

N/A N/A

Connector A 10

Connector C 50

Connector B 30

Connector CostN/A N/A

N/A N/A

Connector A 10

Connector C 30

Connector B 50

Server 4

Server 3

Public folder serverServer 1

Server 2

Server 3

Server 4

Server 5

How to Manage Public Folder Replication

To create a public folder replica:To create a public folder replica:

In Exchange System Manager, expand the appropriate storage group

Locate the folder object that you want to replicate

Use the folder object’s Properties dialog box to enable and configure replication

In Exchange System Manager, expand the appropriate storage group

Locate the folder object that you want to replicate

Use the folder object’s Properties dialog box to enable and configure replication

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Use the Folder Properties Replication tab to schedule replication for an individual folderUse the Folder Properties Replication tab to schedule replication for an individual folder

Use the Folder tree’s Status container to monitor folder replication for an individual folderUse the Folder tree’s Status container to monitor folder replication for an individual folder

Use the Public Folder Stores Replication Status container to monitor replication of all of the folders in the storeUse the Public Folder Stores Replication Status container to monitor replication of all of the folders in the store Practice

What Is Full-Text Indexing?

BenefitsBenefits

Individual store configuration

Faster searching

Searching of attachments

Search results include related words

Individual store configuration

Faster searching

Searching of attachments

Search results include related words

ConsiderationsConsiderations

Time and CPU usage for building the index can be significant Index occupies a significant amount of disk spaceIncomplete search results are possible while index is being populated

Time and CPU usage for building the index can be significant Index occupies a significant amount of disk spaceIncomplete search results are possible while index is being populated

Public Folder Store

Index

How to Manage Full-Text Indexing

To create an index:To create an index:

In Exchange System Manager, locate the store that you want to index

Use the context menu for the store to choose Create Full-Text Index

Type the location of the index catalog

Use the context menu of the store to start the population

In Exchange System Manager, locate the store that you want to index

Use the context menu for the store to choose Create Full-Text Index

Type the location of the index catalog

Use the context menu of the store to start the population

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To configure properties on an index, use the Full-Text Indexing tab in the Properties dialog boxTo configure properties on an index, use the Full-Text Indexing tab in the Properties dialog box

To populate the index, use the context menu for the store to configure the appropriate optionsTo populate the index, use the context menu for the store to configure the appropriate options Practice

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Where Should Full-Text Indexing Files Be Stored?

File type Recommended location Tool to use

CatalogRAID array in the same location as the property store Catutil

Property store RAID array Pstoreutl

Property store logs

RAID array in the same location as the property store Pstoreutl

Temporary filesRAID array

If using a cluster, place the files on a drive that will not fail over

SetTmpPath

Gather logsLeave in the default location or move to any preferred location

StreamLogsDirectory registry key

Practice

Lesson: Publishing an Outlook 2003 Form

What Are Outlook Forms?

How to Create an Outlook Form

How to Make a Form Available to Other Users

What Are Outlook Forms?

Form types• Contact• Distribution list• Task• Mail message• Post• Appointment• Journal entry• Office form

Form types• Contact• Distribution list• Task• Mail message• Post• Appointment• Journal entry• Office form

You use forms to standardize the way information is distributed and collected electronically

You use forms to standardize the way information is distributed and collected electronically

User

User

Outlook

Outlook

Outlook

User

When Word is set as the default e-mail editor, the Outlook Forms design environment is not available for creating mail form types

When Word is set as the default e-mail editor, the Outlook Forms design environment is not available for creating mail form types

How to Create an Outlook Form

To create an Outlook form:To create an Outlook form:

Open an Outlook item

On the Tools menu of the form, select Forms and click Design This Form

Modify the form as needed

Open an Outlook item

On the Tools menu of the form, select Forms and click Design This Form

Modify the form as needed

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Outlook Forms design

Outlook Forms design

Word

How to Make a Form Available to Other Users

To publish an Outlook form:To publish an Outlook form:

In Outlook, open the form you want to publish

Use the Tools menu to open the Publish Forms As dialog box

Specify the name of the form, the library where the form is to be stored, and then publish the form

In Outlook, open the form you want to publish

Use the Tools menu to open the Publish Forms As dialog box

Specify the name of the form, the library where the form is to be stored, and then publish the form

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Forms libraries• Personal Forms Library• Outlook Folders• Organizational Forms

Library

Forms libraries• Personal Forms Library• Outlook Folders• Organizational Forms

Library

Use Outlook Web AccessSend the form as an e-mail attachment

Use Outlook Web AccessSend the form as an e-mail attachment

To make forms available to external users:

Practice

Discussion: Managing Public Folders

Read the scenarios

Determine possible solutions

Discuss your solutions with the class

Read the scenarios

Determine possible solutions

Discuss your solutions with the class

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