Software

Use a Public Folder for shared mail

What to do when an individual mail account just doesn't cut it.

There are times when an individual mail account just doesn't cut it. For example, suppose you want to create a location accessible by all IT staff for support purposes. Perhaps you want to use this as a centralized way of keeping track of help requests to make sure some don’t slip through the cracks. For just these cases, among other reasons, Exchange provides you with public folders. For those of you new to Exchange, a public folder is exactly what it sounds like--a folder accessible (even through Outlook Web Access) to anyone to whom you give permissions. You can create a public folder that houses any kind of Exchange information, including mail, calendar, tasks, etc. Further, you can "mail-enable" a public folder so that it gets its own email address (i.e. helpdesk@example.com).

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To create a centralized public folder with its own e-mail address, you first need to create the folder using Outlook. To create a new public folder, go to Public Folders > All Public Folders. Right-click "All Public Folders" and choose "New Folder..." from the shortcut menu. Give the folder a name.

Now, from your Exchange server, open the Exchange System Manager and browse to Administrative Group > Folders > Public Folders. Right-click the folder you just created and choose All Tasks > Mail Enable from the shortcut menu. Now, if you send mail to the name of the public folder, that mail will be automatically deposited into this new folder.

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