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