ITS Helpdesk

Phone: 810.762.3123 opt. 1 - Email: ITSHelpdesk@umflint.edu

How to Use Public Folders in Outlook

Last Updated: Jun 07, 2018 12:49PM EDT

Intended Audience

This Quicknote is intended for current faculty, staff, and students who would like to learn about setting up and using Public Folders in Outlook 2013 and Outlook 2016.

Requirements

This Quicknote requires you to be able to access Microsoft Outlook in one of its versions.

Creating a Public Folder for a Student Club or Organization

Requests to create a new public folder must be processed by the ITS Helpdesk. The Helpdesk can be contacted via phone at (810) 762-3123 opt. 1 or via email at its-helpdesk@umflint.edu.

When requesting a new public folder, please include the following information:

  • The uniqnames of anyone requiring administrative rights to the folder
  • The preferred name for the folder
  • The uniqnames of anyone who should initially have access to the folder

Administrating Your Public Folder

Administration of public folders can only be done using the Microsoft Outlook desktop application, not Microsoft Outlook WebApp. Posting to the public folders is available in both the Microsoft Outlook application and the Microsoft Outlook WebApp.

Adding Authorized Users to a Public Folder

  1. Open Microsoft Office Outlook 2013 or 2016.
  2. Click the button in the lower left corner of your screen containing 3 dots. Select Folders from this menu.
  3. Expand the Public Folders menu which is now visible below your mailbox.
  4. Expand All Public Folders and look for the public folder you own.
  5. Right-click on your public folder and select Properties.
  6. Inside of the Properties window, select the Summary tab.
  7. Click the Add button in the middle of the window.
  8. In this window, search for the person or persons you would like to add to the folder by name. When you find the person, select their name and click the Add button in the middle of the window.
  9. When you are finished adding authorized users, select OK to save your changes and close the window.

Setting Permissions for Authorized Users

After adding users to your public folder, you now need to set permissions for those users. New users are set with a default permission level of “None.” This will only allow the user to view the folder.

  1. While in the Summary tab of your properties window, select the name of the person you would like to set permissions for.
  2. Use the Permission Level pull-down box to set preconfigured permissions for the user.

Preconfigured Permission Levels

  • Owner - Can add/remove users and permissions. Marked as administrative point of contact. Can view existing items and create new posts and subfolders. Can edit and delete other posts.
  • Publishing Editor - Can view existing items and create new posts and subfolders. Can edit and delete other posts.
  • Editor - Can view existing items and create new posts. Can edit and delete other posts.
  • Publishing Author - Can view existing items and create new posts and subfolders. Can edit and delete their own posts.
  • Author - Can view existing items and create new posts. Can edit and delete their own posts.
  • Non-Editing Author - Can view existing items and create new posts. Cannot edit posts, but can delete their own posts.
  • Reviewer - Can view existing items, but cannot make any additions or edits.
  • Contributor - Can create new items, but cannot make any additions or edits.
  • None - Can view the folder.

Changing the Folder from Public to Private

Follow these steps if you only want the folder to be viewed by the authorized users you have set on the folder. The default setting is to make the folder visible to every user.

  1. Right-click on your public folder and select Properties. Then select the Summary tab.
  2. Select the Default user in the user box and uncheck the box that says Folder Visible.
  3. Select the Anonymous user in the user box and uncheck the box that says Folder Visible.
  4. Now your public folder is only visible to the authorized users who are members of the public folder.

How to Post to a Public Folder

Sending posts is how the authorized users of the public folder will communicate with one another. Posting to the public folder is a feature available in both Microsoft Outlook and Microsoft Outlook WebApp.

  1. Navigate to the public folder in your Folder List, expand Public Folder, expand All Public Folders, and then click on the folder you would like to post to.
  2. In the upper left-hand corner of the screen, you will see the New button. It should automatically open a new post for you. If it doesn't, click the drop-down arrow next to New and click Post in This Folder.
    1. In Outlook 2016, instead only click New Post in the top-left.
  3. In the New Post window, fill out the Subject field. Then type the post in the body of the message. When you are finished, click the Post button. Your post will now be sent to the public folder.

Troubleshooting

If you have any questions or experience any issues with this Quicknote, please visit or contact the ITS Helpdesk for assistance.

Locations: 206 Murchie Science Building or 3174 William S. White Building
Phone: (810) 762-3123 opt. 1
Email: its-helpdesk@umflint.edu

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