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Module 5: Managing Public Folders. Video. Overview. Managing Public Folder Data Managing Network Access to Public Folders Publishing an Outlook 2003 Form Discussion: Managing Public Folders. Lesson: Managing Public Folder Data. What Are Public Folders? Why Use Public Folders?

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Module 5 managing public folders
Module 5: Managing Public Folders


Overview

Video

Overview

  • Managing Public Folder Data

  • Managing Network Access to Public Folders

  • Publishing an Outlook 2003 Form

  • Discussion: Managing Public Folders


Lesson managing public folder data
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

Products

Personnel

Folders

Handbook

New Tree

Forms

Public Folders

Business

Public Folder Store (London)

Products

Marketing

Logons

HR

Personnel

Public Folder Instances

Handbook

Public Folders

Forms

Replication Status

Internet Newsgroups

Full-Text Indexing

What Are Public Folders?

Public folder tree

Parent folder

Top-level

folder

Child folder


Why use public folders

All Public Folders

InternetNewsgroups

Sales

Europe

North America

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

Why Use Public Folders?

NNTP

HTTP

MAPI

Outlook

External User

Internal User


What are public folder permissions

Sales

Europe

North America

Security Group

Administrator

What Are Public Folder Permissions?


How to create a custom mmc

Practice

How to Create a Custom MMC

Use Exchange System Manager to:

To create a custom MMC:

  • 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

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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2

3


Types of public folder trees
Types of Public Folder Trees

  • 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

Practice

How to Create General-Purpose Public Folder Trees

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

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5


How to control the creation of top level public folders

Practice

How to Control the Creation of Top-Level Public Folders

Reasons for controlling top-level folder creation:

  • To ensure that the folder structure is easy to browse

  • To ensure that the folder structure is manageable

  • To reduce network traffic and prevent network overload

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

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2


How to create and configure public folders by using exchange system manager

Exchange System

Manager

Sales

HR

Practice

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

  • Use Exchange System Manager or Outlook to create public folders

  • Use Exchange System Manager to configure additional public folder settings

Outlook

Administrator

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

User or Administrator


How to configure permissions to access public folders

Practice

How to Configure Permissions to Access Public Folders

User

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

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2

3


Lesson managing network access to public folders
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?


What is public folder replication
What Is Public Folder Replication?

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

Administrator


Why replicate public folders
Why Replicate Public Folders?

Replicate public folders to:

Do not replicate a public folder when:

  • Provide fault tolerance for your public folders

  • Provide load balancing to your network

  • Minimize client traffic across the WAN

  • It contains information that always needs to be up-to-date

  • It contains constantly changing information, such as a newsgroup


How public folder replication works

Hierarchy Replication

CN=14

Folder 1

Folder 1

CN=15

Folder 2

Folder 2

CN=16

Folder 3

Folder 3

Server A

Server B

How Public Folder Replication Works

Backfill Replication

Content Replication

Hierarchy Replication

CN=4

Item 1

CN=14

Folder 1

Folder 1

CN=5

CN=15

Folder

Folder

Item 2

Folder 2

Folder 2

CN=6

CN=16

Folder 3

Folder 3

Item 3

Backfill Request, CN=5

Backfill Response Item 2, CN=5

Server A

Server B


How do clients connect to public folders
How Do Clients Connect to Public Folders?

Server 3

Routing Group X

Information

Store

Routing

Service

Cost=10

Server 4

Routing Group Y

Cost=30

Server 1

Cost=50

User

Server 5

Server 2

Routing Group Z

Routing Group W


How to manage public folder replication

Practice

How to Manage Public Folder Replication

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

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2

3

Use 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 folder

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


What is full text indexing

Public Folder Store

Index

What Is Full-Text Indexing?

Benefits

Considerations

  • Individual store configuration

  • Faster searching

  • Searching of attachments

  • Search results include related words

  • Time and CPU usage for building the index can be significant

  • Index occupies a significant amount of disk space

  • Incomplete search results are possible while index is being populated


How to manage full text indexing

Practice

How to Manage Full-Text Indexing

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

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2

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4

To 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 options


Where should full text indexing files be stored

Practice

Where Should Full-Text Indexing Files Be Stored?


Lesson publishing an outlook 2003 form
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
What Are Outlook Forms?

  • Form types

  • Contact

  • Distribution list

  • Task

  • Mail message

  • Post

  • Appointment

  • Journal entry

  • Office form

Outlook

User

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

Outlook

User


How to create an outlook form
How to Create an Outlook Form

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

Outlook

Word

Outlook Forms design

User

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

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How to make a form available to other users

To make forms available to external users:

Practice

How to Make a Form Available to Other Users

To publish an Outlook form:

  • Forms libraries

  • Personal Forms Library

  • Outlook Folders

  • Organizational Forms Library

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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3


Discussion managing public folders

Read the scenarios

Determine possible solutions

Discuss your solutions with the class

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2

3

Discussion: Managing Public Folders


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