Share Public Folders in Outlook

Are you struggling with managing your department’s holiday schedule? How do you keep track of upcoming events so everyone in your department can access the information at will? Perhaps a shared task list would make tracking and reporting on projects easier?

You can have it all with shared Outlook folders! A shared Calendar or Contacts Folder or Tasks Folder that everyone in your department can see and add appointments or contacts or tasks to using Outlook. You can even set up a notice board or threaded discussion list. Access can be as wide open or as restricted as you like! View, modify or add to a shared Outlook folder from anywhere on the internet via our Web Mail service. That's, like, from anywhere in the world! Consider the possibilities….

How to locate Outlook Public Folders

Click on the Folder List view or press Ctrl+6
Look for Public Folders in the left hand folder view and expand the folder until you see the Staff folder

The Staff folder contains all the Staff related content and is broken down further into departments and programs (similar to the communities drive). Like the shared Communities drive, access to content can be controlled through permissions.

What can I use the Outlook Public Folders for?

Shared Calendars

The same type of content that you access in your own mailbox can be created in a public folder. For example, the most common use for Public Folders is shared calendars. These shared calendars can contain staff vacation schedules and events specific to your own group or department.

Convenience

Shared Outlook Public Folders is a convenient place to store mail information that can be accessed by multiple individuals.

Discussion Folders

If you or your department is looking for a notice board or threaded discussions, these can be hosted by a Public Folder. You can e-mail enable a public folder so that messages can be addressed to it using an SMTP alias (i.e. public_folder@royalroads.ca). Aging can be enabled to automatically remove content after a set time period.

Group Contact

Do you have large personal contact list that you need to share among others?

Shared Tasks

Tasks too can be used as public folder content.

Procedures for requesting a Public Folder at Royal Roads University

Contact Computer Services with the following information:
- The name you would like for the folder
- The usernames or distribution list of people that should have access to the folder
- The type of permissions to be set on the folder (see next page for the list)
Once we receive your submission, we will begin to process your request. Once the request is completed, you will be notified by Computer Services on how to proceed in using the Public Folders.

Outlook Public Folder Permissions

In this role	You can
Owner	Create, read, modify, and delete all items and files and create subfolders. As the folder owner, you can change the permission levels others have for the folder.
Publishing Editor	Create, read, modify, and delete all items and files, and create subfolders.
Editor	Create, read, modify, and delete all items and files.
Publishing Author	Create and read items and files, create subfolders, and modify and delete items and files you create.
Author	Create and read items and files, and modify and delete items and files you create.
Reviewer	Read items and files only.
Contributor	Create items and files only. The contents of the folder do not appear.
Custom	Perform activities defined by the folder owner.
None	Folder names are visible from the folder list, but the actual content of the folder is not displayed.

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