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Module 5: Managing Public Folders

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

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  1. Module 5: Managing Public Folders

  2. Video Overview • Managing Public Folder Data • Managing Network Access to Public Folders • Publishing an Outlook 2003 Form • Discussion: Managing Public Folders

  3. 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

  4. 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

  5. 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

  6. Sales Europe North America Security Group Administrator What Are Public Folder Permissions?

  7. 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 1 2 3

  8. 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

  9. 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 1 2 3 4 5

  10. 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 1 2

  11. 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

  12. 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 1 2 3

  13. 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?

  14. What Is Public Folder Replication? The Administrator controls the destination and frequency of public folder contents replication Administrator

  15. 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

  16. 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

  17. 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

  18. 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 1 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

  19. 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

  20. 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 1 2 3 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

  21. Practice Where Should Full-Text Indexing Files Be Stored?

  22. 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

  23. 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

  24. 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 1 2 3

  25. Use Outlook Web Access • Send the form as an e-mail attachment 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 1 2 3

  26. Read the scenarios Determine possible solutions Discuss your solutions with the class 1 2 3 Discussion: Managing Public Folders

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