10 Minute Guide to Microsoft Exchange 5.0 - Lesson 15 - Administering Public Folders   In this lesson, you learn how to perform some of the available administrative tasks on a public folder you've created. If the system administrator has given you permission to create public folders, any folder you create has your name on it as the owner. The owner has all rights and permissions to a public folder, can establish permissions for other users, and controls the way the contents are displayed in the folder. Setting Public Folder Permissions As the owner of a public folder, you get to decide which users have rights to access the folder, as well as the extent of those rights. To configure permissions for a public folder you own, right-click the folder and choose Properties from the shortcut menu. In the Properties dialog box, click the Permissions tab. Figure 15.1 shows the Properties dialog box (with the Permissions tab in the foreground), as it appears to the owner. By default, all users can access public folders with the role of Author (which has permission to read and create items, see the information posted to the folder, and post her own items to the folder). However, you can change the default role, and you can add users and give them specific rights. To add users and assign rights, follow these steps: 1. On the Permissions tab, choose Add to display the Global Address List. Then double-click the user you want to add and click OK. Figure 15.1 Use the options on the Permissions tab to give rights for this folder to other users. 2. When the user's name appears on the Permissions tab, the default role is selected. To change the role, click the name to highlight it, click the Roles drop-down arrow, and select a role for this user (see Figure 15.2). Figure 15.2 Choose a role for the user for whom you are currently assigning permissions. Change the Default Role If you want to change the default role for users, highlight that entry and pick another role. If you want to keep out all users except those you specifically designate, you can choose a default role of None. Understanding Roles As you've learned, a role is a predefined set of rights. When you choose a role for a user, you're actually choosing a specific list of rights. After selecting the rights (they're displayed with a check mark), you can select additional rights or deselect any rights. If the changes you make match the rights assigned to another role, the name of that role appears. If the changes you make create a set of rights that don't match any existing role, the name of the role that appears will be "custom." Refer to Lesson 14 for more information on roles. Changing the Folder’s View The view is the way the information in a folder is displayed when users open the folder. It is a specific organization method of columns, categories, and sort order. You can change any of those items to have some control over what is displayed and the order in which it's displayed. To configure a view for a public folder, follow these steps: 1. Right-click the desired public folder. 2. Select Properties from the shortcut menu. 3. Click the View tab of the folder's Properties dialog box to see the options shown in Figure 15.3. 4. Choose New to create a new set of criteria for viewing the contents of the folder. The New View dialog box appears (see Figure 15.4), in which you can set up the conditions for displaying the folder's contents. Figure 15.3 All the details about a highlighted view are displayed. Figure 15.4 Use the New View dialog box to design the criteria that controls what users see when they open this folder. 5. Enter a name for this view in the View Name box. Naming Views Give each view a name that describes its function. If the view emphasizes the date of messages, name it "By Date." If it emphasizes the sender, name it "By Sender," and so on. 6. (Optional) Choose Columns to display the Columns dialog box (see Figure 15.5). The list on the right shows the columns that will appear in the view. Add columns by selecting them in the Available Columns list and clicking Add. To remove columns, select them from the list on the right and click Remove. In the list on the right, you can move items up or down (which means left or right on the actual folder display) to control the order in which they're displayed. Click OK to return to the New View dialog box. Figure 15.5 Highlight a column name to add or remove it. 7. (Optional) Choose Group By if you want to organize the display of the folders contents into related groups. The Group By dialog box appears, in which you can group contents according to the column categories you've selected. Within each group you can sort (ascending or descending) by any column category. Click OK to return to the New View dialog box. 8. (Optional) Choose Sort to sort the contents by one of the selected column categories. (Use Sort only if you didn't use Group; grouped contents are already sorted.) Click OK to return to the New View dialog box. 9. (Optional) Choose Filter to establish a set of rules that will include or exclude the display of items in this folder (see Figure 15.6). Click OK to return to the New View dialog box. Figure 15.6 You can set conditions that items have to match to be displayed in the folder. 10. Click OK in the New View dialog box when you finish setting up the criteria for the new view. Then click OK to close the folder's Properties dialog box. Modify Views It's easy to make additional changes to any view you create. Simply highlight the view name and choose Modify. In this lesson, you learned how to impose some rules and control over a public folder you've created. In the next lesson, you'll learn about the Favorites folder, which simplifies your access of public folders.

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