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Managing public folders in Outlook

To set up public folders in Microsoft Exchange 2019 and share data such as calendars, contacts, emails and tasks with other users on your contract, follow these steps:

Prerequisites:

  • An active Microsoft Exchange 2019 account.
  • At least one other active Microsoft Exchange 2019 account under the same contract number for setting permissions.
  • Microsoft Exchange 2019 must be fully set up. Instructions on how to set this up in Outlook 2019 can be found in the relevant help article.
  • Public folders must have been enabled by an administrator in the Microsoft Exchange 2019 management tool.

Setting up public folders:

  1. Launching Microsoft Outlook:
    • Open Microsoft Outlook using your configured Microsoft Exchange 2019 account.
  2. Accessing the folder list:
    • In the ‘Start’ tab on the left-hand side of the folder list, click on the mailbox name.
    • Switch to the folder list in the folder pane by pressing the [CTRL] + 6 keys simultaneously.
  3. Navigating to public folders:
    • At the bottom of the folder view, you will find the ‘Public Folders’ section. Click the arrow next to ‘All Public Folders’.
    • Navigate to the subfolder containing the name component ‘ocsou’ or ‘ocsu’ and open the level below it.
  4. Managing public folders:
    • Here you can create new public folders and manage existing ones.
    • Select the public folder you wish to edit.
  5. Set permissions:
    • Right-click on one of the subfolders and select ‘Properties’. Under the ‘Permissions’ tab, you can, as an administrator, set various parameters for managing the folder.
    • Specify which users are permitted to edit, view or delete items in the folder.

Additional information and documentation:

  • For detailed instructions on managing public folders, including creating and sharing them, as well as setting or changing permissions, you can consult the Microsoft Help pages, e.g. ‘Creating and sharing a public folder in Outlook’ and ‘Setting or changing permissions for a public folder’.

Managing public folders enables effective teamwork by making relevant information and resources available to authorised users.

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