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 Products Personnel Forms Handbook Public Folder Store (London) Replication Status Public Folders Public Folder Instances Logons Full-Text Indexing New Tree Public Folders Folders Internet Newsgroups HR Business Handbook Personnel Forms Marketing Products Top-level folder Top-level folder Parent folder Child folder Public folder tree

Why Use Public Folders? Benefits of using public folders: Send 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 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 Newsgroups Sales North America Europe External User NNTP HTTP NNTP HTTP MAPI Outlook

What Are Public Folder Permissions? Permissions Description Client Permissions Control which users have access to the folders Directory Rights Control which users can manipulate a mail-enabled public folder object in Active Directory Administrative Rights Control the assignment of specific administrative permissions to specific administrators. Sales Europe North America Administrator Security Group

How 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 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: 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 Practice

How to Control the Creation of Top-Level Public Folders 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 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 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 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 folders Use Exchange System Manager to configure additional public folder settings Use Exchange System Manager or Outlook to create public folders Use 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 Practice Exchange System Manager Exchange System Manager Outlook

How to Configure Permissions to Access Public Folders 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 User Default folder permission Security group A permission Security group B permission User account permission Cumulative permission EditorNot specified Owner AuthorReviewerNot specified Author Reviewer AuthorNot specifiedReviewer Editor 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 Administrator What Is Public Folder Replication? ServiceReplication 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: Provide fault tolerance for your public folders Provide load balancing to your network Minimize client traffic across the WAN Provide fault tolerance for your public folders Provide load balancing to your network Minimize client traffic across the WAN Do not replicate a public folder when: It contains information that always needs to be up-to-date It contains constantly changing information, such as a newsgroup 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 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 AServer B Folder CN=4 CN=5 CN=6 Backfill Response Item 2, CN=5 Backfill Request, CN=5 Hierarchy Replication Content Replication Backfill Replication CN=14 CN=15 CN=16 Folder 1 Folder 2 Folder 3 Folder 1 Folder 2 Folder 3 Server AServer B Hierarchy Replication

How Do Clients Connect to Public Folders? Information Store Routing Service 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 ConnectorCost N/A Connector A10 Connector C50 Connector B30 ConnectorCost N/A Connector A10 Connector C30 Connector B50 Server 4 Server 3 Public folder server Server 1 Server 2 Server 3 Server 4 Server 5

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 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 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 Practice

What Is Full-Text Indexing? Benefits 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 Considerations 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 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 Public Folder Store Index

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 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 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 Practice 4 4

Where Should Full-Text Indexing Files Be Stored? File typeRecommended locationTool to use Catalog RAID array in the same location as the property store Catutil Property store RAID arrayPstoreutl Property store logs RAID array in the same location as the property store Pstoreutl Temporary files RAID array If using a cluster, place the files on a drive that will not fail over SetTmpPath Gather logs Leave 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 User Outlook

User When Word is set as the default 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: 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 Outlook Forms design Word

How to Make a Form Available to Other Users 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 Forms libraries Personal Forms Library Outlook Folders Organizational Forms Library Forms libraries Personal Forms Library Outlook Folders Organizational Forms Library Use Outlook Web Access Send the form as an attachment Use Outlook Web Access Send the form as an 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