0989705

Module 5: Managing
Public Folders
Contents
Overview 1
Lesson: Managing Public Folder Data 2
Lesson: Managing Network Access to
Public Folders 21
Lesson: Publishing an Outlook 2003 Form 41
Discussion: Managing Public Folders 46
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Module 5: Managing Public Folders iii
Instructor Notes
Presentation: This module provides students with knowledge and skills that are needed to
50 minutes manage public folders for Microsoft® Exchange Server 2003. Public folders are
an integral part of the Exchange Server 2003 messaging system. They enable
Practices: users in your organization to share information by using a variety of file
75 minutes formats. Managing public folders involves managing public folder data as well
as network access to public folders. Your primary utility for managing public
folders is Exchange System Manager.
After completing this module, students will be able to:
! Manage public folder data.
! Manage network access to public folders.
! Create and publish Microsoft Outlook® forms.
Required materials To teach this module, you need the following materials:
! Microsoft PowerPoint® file 2400B_05.ppt
! Video file 2400B_01_v05.wmv
Important It is recommended that you use PowerPoint 2002 or later to display

the slides for this course. If you use PowerPoint Viewer or an earlier version of
PowerPoint, all the features of the slides may not be displayed correctly.
Preparation tasks To prepare for this module:

! Read all of the materials for this module.
! Complete the practices, and review the discussion and assessment questions.
Where possible, anticipate alternative answers that students may suggest
and prepare responses to those answers.
! Complete the demonstration that shows students how to use Connectix
Virtual PC, which is in the Introduction module of this course. Students
must watch you perform this demonstration. It is crucial that students
become familiar with the virtual environment that is used in the practices
before they attempt to complete the first practice in this module on their
own.
! Review the links and suggested additional readings for this module.
Document your own suggested additional readings to share with the class.
Classroom setup The classroom should be set up to use Connectix Virtual PC software, as
discussed in the Manual Classroom Setup Guide. No additional classroom setup
is needed.
iv Module 5: Managing Public Folders
How to Teach This Module

This section contains information that will help you to teach this module.
If no student practice is included in a How-to topic, consider demonstrating the
task for students.
How to start Discuss the tasks on the module overview slide and then click the projector
button to show the brief video from a Northwind Trader’s employee before you
continue with the module. In this video, students will be given overall
instructions for tasks from their team lead or co-worker at Northwind Traders.
You can play this video again at the beginning of the first practice in the
module if you think it will help motivate students.
Time to teach this We anticipate that your total presentation time will be about 50 minutes. The
module majority of the time spent on this module should be time that students get to
complete hands-on practice activities, view the multimedia presentation, and
participate in class discussions. In addition to your presentation time, we
anticipate that hands-on time for students will be about 75 minutes.
Tip When this icon appears on the lower-right corner of a slide, it indicates
that students must complete an inline practice before you move on to the next
slide:
Practices Some practices in this module require initial startup time. Consider having
students perform the initial step in these practices before you begin the lecture
on the related content. If a practice begins with a procedure titled “To prepare
for this practice,” then it requires initial startup time.
Lesson: Managing Public Folder Data

What Are Public Ask students what they know about public folders. Also discuss the structure of
Folders? public folders and the utilities that can be used to manage public folders.
Why Use Public Use this slide to discuss the use and various benefits of public folders. Discuss
Folders? Outlook forms briefly because these are discussed more in depth later in this
module. For more information about Outlook forms, refer students to the lesson
“Publishing an Outlook 2003 Form” in this module.
What Are Public Folder Use this slide to discuss how permissions are either obtained through
Permissions? inheritance or assigned by the administrator. Also discuss the three categories
of permissions for public folders in Exchange. Emphasize that child folders
inherit parent folder settings only at the time of creation. Any changes that are
made to the parent folder are not automatically inherited by existing child
folders.
Module 5: Managing Public Folders v
How to Create a Custom Use this slide to discuss the public folder management tasks that students can
MMC perform by using Exchange System Manager and the high-level steps for
creating a custom Microsoft Management Console (MMC) for managing a
public folder. Have students complete the inline practice on creating a custom
MMC for public folder management, and then answer any questions that they
have.
Types of Public Folder Use this slide to explain the two types of public folder trees, and then discuss
Trees the situations when each type of tree is used. Ask students to refer to the table
on the topic page for a reference to what type of client access support is
provided by each type of tree.
How to Create General- Use this slide to discuss the high-level steps for creating a general-purpose
Purpose Public Folder public folder tree. Have students complete the inline practice on creating a
Trees general-purpose public folder tree, and then answer any questions that they
have.
How to Control the Use this slide to explain the reasons for controlling the creation of top-level
Creation of Top-Level folders in any public folder tree and discuss the high-level steps for limiting
Public Folders who can create top-level folders. Have students complete the inline practice on
limiting who can create top-level folders, and then answer any questions that
they have.
How to Create and Use this slide to discuss the high-level steps for creating and configuring a
Configure Public public folder and propagating folder properties. Have students complete the
Folders by Using inline practice on creating public folders in Exchange System Manager, and
Exchange System then answer any questions that they have.
Manager
How to Configure Use this slide to explain how permissions to access public folders are
Permissions to Access determined. The table on the slide is intended to allow you to walk through the
Public Folders rules while displaying the table. Each row in the table represents a user. Each
column represents the level of permission granted to the user. The right-most
column displays the effective permissions that the user will have, given the
permissions granted by default, through group membership, and directly to the
user. Discuss the high-level steps for configuring public folder permissions in
Exchange System Manager. Have students complete the inline practice on
configuring client permissions to access a public folder, and then answer any
questions that they have.
Lesson: Managing Network Access to Public Folders

What Is Public Folder Ask students about replication, and then discuss public folder replication and
Replication? how the different components of public folder replication are controlled by
different services.
Why Replicate Public Use this slide to discuss the reasons for replicating public folders in an
Folders? environment and the situations when not to replicate public folders.
vi Module 5: Managing Public Folders
How Public Folder Use this animated slide to explain the overall process of public folder
Replication Works replication within Exchange. This animated slide is divided into three parts. The
first slide presents information on Hierarchy replication. The second slide
presents information on Content replication, and the final slide presents
information on Backfill replication. As the content conflict is not presented
graphically, you may want to explain it to students by drawing it on the
whiteboard. Explain how the replication process can be segmented into four
distinct, yet related processes: Hierarchy replication, Content replication,
Backfill replication, and Content conflict resolution.
How Do Clients Connect Use this animated slide to explain the client connect process. Go through the
to Public Folders animated slide to understand how each slide is associated with the different
phases of the process. Refer students to Module 9, “Managing Routing,” in
Course 2400, Implementing and Managing Microsoft Exchange Server 2003 for
more information about routing groups and routing group connectors.
How to Manage Public Use this slide to discuss the high-level steps for creating a public folder replica,
Folder Replication scheduling public folder replication, and viewing the replication status of an
individual public folder. Have students complete the inline practice on
replicating a public folder to a different server, and then answer any questions
that they have.
What Is Full-Text Use this slide to explain the purpose and benefits of using full-text indexing.
Indexing? Also discuss what considerations to remember when deciding whether to use
full-text indexing. Refer students to the white paper “Best Practices for
Deploying Full-Text Indexing” on the Student Materials compact disc.
How to Manage Full-Text Use this slide to discuss the high-level steps for creating an index, configuring
Indexing properties on an index, and populating a new index. Have students complete the
inline practice on creating a public folder index and enabling client search of
the index, and then answer any questions that they have.
Where Should Full-Text Use the table on the slide to explain the various file types, their recommended
Indexing Files Be locations, and the relocation methods. Have students complete the inline
Stored? practice on relocating index files to a different location on your server, and then
answer any questions that they have.
Lesson: Publishing an Outlook 2003 Form

What Are Outlook Use this slide to explain the purpose of Outlook forms, the available form types,
Forms? and their typical usage.
How to Create an Use this slide to discuss the reasons for customizing built-in forms, and the
Outlook Form high-level steps for creating an Outlook form.
How to Make a Form Use this slide to discuss the different forms libraries that are used by Outlook to
Available to Other Users store customized forms. Have students complete the inline practice on creating
an organizational forms library, and then answer any questions that they have.
Also discuss the high-level steps for publishing an Outlook form.
Module 5: Managing Public Folders vii
Discussion: Managing Public Folders

The scenarios in this discussion were designed to allow students to reflect on
what they did in the module and to give them an opportunity to ask any
remaining questions that they have. Use the discussion scenarios to provide a
summary of the module content. You can also return to the Module overview
slide and use it to help summarize the lessons covered in this module.
You can work through the scenarios with the entire class. Or, if you have time,
have students work in small groups to devise solutions to the problems in the
scenarios and then allow them to present and discuss their ideas with the class.
Before taking part in the discussion, students should have completed all of the
practices. Students who have not completed the practices may have difficulty
taking part in the discussion.
Assessment
Assessment questions for this module are located on the Student Materials
compact disc. You can use the assessment questions in whatever way you think
is best for your students. For example, you can use them as pre-assessments to
help students identify areas of difficulty, or you can use them as post-
assessments to validate learning. Consider using the questions to reinforce
learning at the end of the day or at the beginning of the next day. If you choose
not to use the assessment questions during class, show students where they are
located so that they can use them to assess their own learning outside of class.
Module 5: Managing Public Folders 1
Overview
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Introduction Public folders are an integral part of the Microsoft® Exchange Server 2003
messaging system. Public folders enable users in your Exchange organization to
share information by using a variety of file formats, thereby greatly enhancing
the ease and effectiveness of workplace collaboration.
Managing public folders involves managing public folder data, as well as
managing network access to public folders. Your primary administrative tool
for managing public folders is Exchange System Manager.
Objectives After completing this module, you will be able to:
! Manage public folder data.
! Manage network access to public folders.
! Create and publish Microsoft Outlook® forms.
2 Module 5: Managing Public Folders
Lesson: Managing Public Folder Data

Introduction Managing public folder data involves creating and configuring public folders
and public folder trees. Also important to the management of public folder data
is the controlling and assigning of permissions to public folders and public
folder trees to the users who are in your organization.
Lesson objectives After completing this lesson, you will be able to:
! Explain what public folders are and where they are stored.
! Explain the reasons for using public folders.
! Explain public folder permissions.
! Create a custom Microsoft Management Console (MMC).
! Describe the two types of public folder trees, which are default public folder
trees and general-purpose public folder trees.
! Create additional public folder trees.
! Control the creation of top-level public folders.
! Create and configure public folders by using Exchange System Manager.
! Configure permissions to access public folders.
What Are Public Folders?

A public folder is a repository for different types of information, such as e-mail
messages, text documents, and multimedia files, which can be shared with users
who are in an Exchange organization, as well as with Network News Transfer
Protocol (NNTP) and Hypertext Transfer Protocol (HTTP) users who are
outside of the Exchange organization.
Storage and structure Public folders are contained in public folder stores. Each mail-enabled public
folder has a directory entry in the Microsoft Active Directory® directory
service. The public folder listing that is viewed by the client (such as Outlook)
is arranged in a tree structure that is called a public folder tree (also known as a
hierarchy). Any public folder that contains subfolders is referred to as a parent
folder; the public folders that are contained in a parent folder are referred to as
child folders. Public folders that are created at the root of a public folder tree
are referred to as top-level folders.
Management tools You create and manage public folders by using either Exchange System
Manager or Outlook 2003. Whereas you would use Exchange System Manager
for full control of the public folder, you can use Outlook 2003 for creation and
basic configuration of the public folder.
Why Use Public Folders?

Public folders provide a repository of information that is shared by users in
your Exchange organization. When you use public folders in combination with
customized Outlook forms, these public folders become the repository for
collaboration applications, such as bulletin boards, discussion groups, customer
tracking systems, and so on. Users in your Exchange organization can access
public folders by using Outlook, which is a MAPI client. Both internal users as
well as users who are not part of your Active Directory can access public
folders by using NNTP and HTTP clients. Because users outside of your
Exchange organization can also access public folders, you can use public
folders to provide newsgroup services to the public. You must provide
anonymous access to public folders that you want external users to access.
Note For more information about Outlook forms, see the lesson “Publishing an
Outlook 2003 Form” later in this module.
Benefits Public folders in Exchange Server 2003 provide users with various benefits,
including the ability to:
! Send messages to public folders by using the e-mail addresses that are
stored in Active Directory instead of posting messages to the folders.
! Post messages directly into public folders.
! Store public folders in more than one tree.
! Use a Web browser to gain access to public folders by specifying a Uniform
Resource Locator (URL) to that folder.
! Perform full-text index searches on public folder contents.
! Gain access to any public folder in the organization by using public folder
referrals.
Note For more information about routing groups and public folder referrals,
see Module 9, “Managing Routing,” in Course 2400, Implementing and
Managing Microsoft Exchange Server 2003.
What Are Public Folder Permissions?

Public folder permissions are the permissions that control the creation,
management, and use of public folders and their contents. Permissions are
either obtained through inheritance or assigned by the administrator.
What are inherited A public folder inherits its permissions from parent objects. For example, a top-
permission? level folder will inherit permissions from the administrative group and the
Exchange organization. Similarly, a child folder will inherit permissions from
its parent folder in the public folder tree.
What are assigned As a messaging administrator, when you create a public folder, you need to
permissions? assign permissions that specify the individual users or security groups that will
have the rights to perform designated activities in that folder. You can assign
both client access permissions and administrative rights to the folder.
Important At the time they are created, child folders only inherit parent folder
settings. Any changes that you make to the parent folder are not automatically
inherited by existing child folders. Therefore, if you want the client permission
changes that you make to a parent folder to be applied to all of the existing
child folders in the public folder tree, you must propagate the permissions to the
child folders by choosing to propagate the folder rights from the context menu
of the parent folder in the folder tree. Additionally, any changes you make
specifically to a child folder will be lost if you choose to propagate those
settings from the parent folder.
Permission categories There are three categories of permissions for public folders in Exchange, as
shown in the following table.
Permission Description
Client Permissions Enables you to control the permissions of the users who
are accessing the public folder. For example, you can
control who has read/write permissions on a public folder.
Directory Rights Enables you to control which users can manipulate a mail-
enabled public folder object that is stored in Active
Directory.
Administrative Rights Enables you to assign specific administrative permissions
to specific administrators. For example, you may want to
grant only 3 of the 10 administrators at your company the
rights to replicate certain sensitive public folders.
Administrative rights are inherited by child folders from
their administrative group. Administrative rights applied to
a folder are not inherited by child folders by default, but
can be propagated to child folders.
How to Create a Custom MMC

Uses of Exchange Exchange System Manager is your primary administrative tool for managing
System Manager public folders. The public folder management tasks that you can perform by
using Exchange System Manager include:
! Viewing all available public folder trees, as well as the folders that are
contained in each tree.
! Creating and configuring public folders.
! Mail-enabling a public folder, which creates an e-mail address for the public
folder in Active Directory.
! Configuring the security settings for a public folder.
! Searching for a public folder.
! Viewing the status of a public folder, including information about servers
that have a replica of the folder and the number of items that are in that
folder.
! Viewing replication information about a public folder.
! Viewing and modifying public folder contents.
To create a custom MMC Instead of using Exchange System Manager, you can create a custom MMC for
the purpose of administering public folders. A custom MMC is useful if you
need to perform a specific administrative task, such as managing public folder
replication, on a regular basis. You can also create and distribute a custom
MMC to another user to whom you have delegated specific administrative tasks
for public folder management.
The high-level steps to create a custom MMC for managing a public folder are
as follows:
1. Open a new MMC, and add the Exchange System snap-in.
2. Locate the Folders container and open it in a new console window.
3. Save the new MMC console.
Detailed steps for creating a custom MMC for public folder management are
included in the practice that follows.
Practice: Creating a In this practice, you will create a custom MMC to be used to manage public
custom MMC for public folders:
folder management
! To prepare for this practice
1. Start up 2400_London-Virtual PC, if not already started.
2. Log on as NWTraders\LondonAdmin with a password of P@ssw0rd.
3. Run the script entitled “2400B_05_Setup.vbs” located in the
C:\MOC\2400\practices\Mod05 folder.
4. If not already open, open Outlook Web Access by using Microsoft Internet
Explorer to open the URL http://london/exchange/londonadmin. When
prompted for credentials, use nwtraders\londonadmin with a password of
P@ssw0rd.
5. Read the message with the subject “Public folder management” from your
team lead, Samantha Smith.
Note This procedure may take 5 minutes to complete before you can
continue.
! To create a custom MMC

1. On your desktop, click Start, click Run, type MMC and then click OK.
2. In the Console1 window, on the File menu, click Add/Remove Snap-in.
3. In the Add/Remove Snap-in dialog box, click Add.
4. In the Add Standalone Snap-in dialog box, click Exchange System and
then click Add.
5. In the Change Domain Controller dialog box, click OK.
6. In the Add Standalone Snap-in dialog box, click Close, and then, in the
Add/Remove Snap-in dialog box, click OK.
7. In Console1, expand Northwind Traders (Exchange), expand
Administrative Groups, expand First Administrative Group, and then
click Folders.
8. Right-click Folders and then click New Window from Here.
9. Minimize the window titled Console1-[Folders] and then close the original
console, which is named Console Root\Northwind Traders
(Exchange)\Administrative Groups\First Administrative
Group\Folders. You should be left with a console named Folders.
10. In Console1, on the File menu, click Save As, and then save the console as
Folders.msc on your desktop.
11. Close the Folders console and switch to your desktop.

12. Verify that the Folders.msc icon exists on your desktop, and that it opens
the Folders container of your Exchange organization.
13. Close the Folders console.
In step 9, why did you have to close the original console?

If you do not close the original console, the custom MMC that you
create will contain both views. Because in this scenario you were
creating a console for a public folder administrator that did not
need the remaining management objects, you were required to
close the console.
Types of Public Folder Trees

There are two types of public folder trees: the default public folder tree and
general-purpose public folder trees.
What is the default The default public folder tree, also known as the MAPI public folder tree, is the
public folder tree? public folder tree that is automatically created by the Setup program when you
install the first Exchange server in your organization. The default public folder
tree is listed in Exchange System Manager as Public Folders and it is displayed
in Outlook as All Public Folders. The default public folder tree contains the list
of all public folders that are within the tree. However, the default public folder
tree does not contain the content of the folders themselves.
The default public folder tree is replicated to each Exchange server that
contains a public folder store that is associated with that tree. As a result, users
can easily browse the public folder hierarchy. By default, this public folder tree
exists on every public folder server in an Exchange organization. There can be
only one MAPI public folder tree in an Exchange organization.
What are General- General-purpose public folder trees are the additional public folder trees that
purpose public folder you can create. Similar to the default public folder tree, a general-purpose
trees? public folder tree is replicated to each server that is running Exchange 2000 and
later that contains a public folder store associated with that tree. As a result, you
can create additional public folder trees that are replicated to selected public
folder servers in the Exchange organization.
When to use a general- You use a general-purpose public folder tree when you want to store custom
purpose public folder applications. You can use separate general-purpose public folder trees to store
tree custom collaboration applications according to the functional, business, or
geographic requirements of your users. For example, you can use one tree to
store personnel department applications and use another tree to store accounting
applications or research and development applications.
Access methods for tree As shown in the following table, the default public folder tree and general-
types purpose public folder trees do not provide the same support for client access.
Tree type Support for client access
Default public folder tree • MAPI clients, such as Outlook 2003

• NNTP clients, such as Microsoft Outlook Express
• HTTP clients, such as Internet Explorer
General-purpose public folder • NNTP clients, such as Outlook Express
trees • HTTP clients, such as Internet Explorer
Because general-purpose public folders trees do not support MAPI clients,

general-purpose public folder trees that you create will only be accessible to
your Outlook users when using the Folder Home Page feature in Outlook.
Additionally, to allow users to access a general-purpose public folder tree from
a browser, you will need to implement an HTTP virtual server or HTTP virtual
directory.
Note For more information about HTTP virtual servers, see Module 2,
“Configuring and Managing Exchange Server 2003” in Course 2400,
Implementing and Managing Microsoft Exchange Server 2003.
How to Create General-Purpose Public Folder Trees

You can create as many general-purpose public folder trees as you need.
However, it is important to remember that the public folders that are defined
within these trees are not accessible to your users who are using a MAPI client,
such as Outlook.
To create general- The high-level steps to create a general-purpose public folder tree are as
purpose public folder follows:
trees
1. Use Exchange System Manager to browse to the administrative group that
will contain the new general-purpose public folder tree.
2. Use the container’s context menu to create a new public folder tree.
3. Name the new public folder tree. The folder tree type is automatically set as
General purpose.
4. Create and mount a new public folder store on each server that you will
want to maintain a replica of the new public folder tree.
5. Associate the new tree with each of those new stores.
Detailed steps for creating a general-purpose public folder tree are included in
the practice that follows.
Practice: Creating a In this practice, you will create a general-purpose public folder tree:
general-purpose public
folder tree 1. Open Exchange System Manager, expand Administrative Groups, and
then expand First Administrative Group.
2. Right-click Folders, point to New, and then click Public Folder Tree.
3. In the Properties dialog box, in the Name box, type Engineering Tree and
then click OK. Verify that the Engineering Tree exists in the Folders
container.
4. In Exchange System Manager, in the console tree, expand Servers, and then
expand London.
5. Right-click First Storage Group, point to New, and then click Public
Store.
6. In the Properties dialog box, in the Name box, type Engineering Public
Store and then click Browse.
7. In the Select a Public Folder Tree dialog box, verify that Engineering
Tree is selected, and then click OK.
8. In the Properties dialog box, click OK, click Yes when prompted to mount
the store, and then click OK to acknowledge that the store was successfully
mounted.
9. In Exchange System Manager, in the console tree, expand First Storage
Group, and then verify that the Engineering Public Store exists.
You just created the Engineering Tree on London. Consider that you
have additional public folder servers in the same routing group as well
as in other routing groups. On what other public folder servers will this
new tree exist?
None. The public folder tree information is only found within
information stores that are associated with the tree. Until you
create additional stores on these other public folder servers, and
associate the stores with the Engineering Tree, information about
the tree must be pulled from the information store on the London
server.
How to Control the Creation of Top-Level Public Folders

Reasons for controlling Controlling the creation of top-level folders in any public folder tree enables
top-level folder creation you to organize the folder structure so that it is easy to browse and manage. If
you allow all users to create top-level folders, your public folder tree can
quickly become a large, unruly list of folders that is difficult to browse or
manage. Also, replicating a large list of public folders may cause excessive
network traffic, thereby resulting in network overload.
To grant permissions to The high-level steps to grant permissions to create top-level folders are as
create top-level folders follows:
1. Use Exchange System Manager to locate the Organization object or the
administrative group that contains your public folder tree.
2. On the Security tab, add appropriate accounts as needed, and then clear or
select the Allow check box for Create top-level public folder permission
for the accounts for which you want to configure permissions.
Detailed steps for granting permission to create top-level folders are included in
the practice that follows.
Practice: Granting In this practice, you will configure your Exchange organization so that Christie
permission to create Moon has permission to create top-level folders.
top-level folders
1. In Exchange System Manager, right-click Northwind Traders (Exchange),
and then click Properties.
2. In the Northwind Traders Properties dialog box, click Security.
3. On the Security tab, click Add.
4. In the Select Users, Computers, or Groups dialog box, type Christie
Moon and then click OK.
5. On the Security tab, in the Group or user names box, click Christie
Moon, and then, in the Permissions for Christie Moon box, clear all check
boxes except for Create top level public folder and Special Permissions.
Do not modify Special Permissions as it is supposed to remain grayed out.
Click OK to close Northwind Traders Properties. Note that some check
boxes will not appear as cleared until you clear subsequent check boxes.
6. In Exchange System Manager, scroll down to the Folders container, right-
click Public Folders, and then click Properties.
7. On the Security tab, verify that Christie Moon is configured to allow
Create top level public folder permission.
8. Click Cancel to close Public Folders Properties.
In this practice, you granted Christie Moon permission to create

top-level public folders. By default, who is allowed to create top-level
public folders?
By default, the user that installed Exchange on the server is the
only user allowed to create top-level public folders. Users granted
Exchange Administrator permissions on the Exchange
organization are also automatically granted permission to create
top-level public folders.
How to Create and Configure Public Folders by Using Exchange

System Manager

After you have established the appropriate public folder permissions, creating a
public folder is an uncomplicated process. You can use either Exchange System
Manager or Outlook to create public folders. However, Exchange System
Manager allows you to configure additional settings that may be necessary for
using public folders in your Exchange organization. To manage public folders,
NNTP must be running on the public folder server.
To create and configure The high-level steps to create and configure a public folder are as follows:
a public folder
contains the public folder tree.
2. Locate the public folder in which the new public folder will reside.
3. Use the context menu to create the new public folder.
4. Name the new public folder.
5. Use the Public Folder Properties dialog box to configure the appropriate
settings for the new public folder.
To propagate folder If you want the new configuration settings on a public folder to be applied to
properties the child folders, you must propagate the settings manually. The high-level
steps to propagate folder properties are as follows:
contains the public folder tree.
2. Locate the public folder whose properties you want to propagate to the child
folders.
3. Use the public folder’s context menu to propagate the settings.
Practice: Creating public In this practice, you will set up public folders to create a shared repository for e-
folders in Exchange mail messages about a specific subject.
System Manager
Important You must complete this practice to complete subsequent practices in
this course.
! To create public folders

1. In Exchange System Manager, in the console tree, browse to the Northwind
Traders (Exchange)\Folders container, and then expand Folders.
2. In the console tree, right-click Public Folders, point to New, and then click
Public Folder.
3. In the Properties dialog box, in the Name box, type Research and then
click OK.
4. Right-click Public Folders, point to New, and then click Public Folder.
5. In the Properties dialog box, in the Name box, type HR and then click OK.
6. In the console tree, expand Public Folders, and then verify that the
Research folder and the HR folder exist.
7. In the console tree, browse to First Storage Group\Public Folder Store
(London), and then click Public Folders.
8. In the details pane, verify that the Research folder and the HR folder are
listed.
You need to configure the HR public folder so that it is excluded from

the storage limits policy applied to the public folder store. What should
you do?
On the public folder properties dialog box, on the Limits tab, in the
Storage limits area, clear the Use public store defaults check box.
This can be done either while creating the HR folder or after the
folder is created.
How to Configure Permissions to Access Public Folders

Why limit access to By default, in the default public folder tree, all users have Author permissions
public folders? to public folders. However, you can modify user permissions, which are called
client permissions, by assigning roles to users, thereby controlling users’ access
to public folders and the contents of the public folders. You can modify user
permissions by using either Exchange System Manager or Outlook. Because
Outlook cannot access folders in general-purpose public folder trees, all client
permissions for folders that are defined in general-purpose public folder trees
must be configured by using Exchange System Manager.
Roles and permissions For users to access public folders in the default public folder tree, you must
grant them client permissions. Client permissions to access folders that are in
the default tree are managed by using roles. A role is essentially a permissions
template that grants to clients the permissions that they need to access folders
and folder items. Selecting a role in the Client Permissions dialog box displays
the specific permissions that are associated with that role. Permissions to access
folders in general-purpose public folder trees are granted in Exchange System
Manager and are not role-based. These permissions follow the same guidelines
as standard Microsoft Windows® permissions.
Rules for applying client Client permissions are applied to a user based on the following rules:
permissions
! If the user is explicitly granted permissions to the public folder, only those
granted permissions are applied to the user.
! If the user is a member of a security group that has permission to the public
folder, the user’s permissions are the least restrictive of either the group
permissions or the default permissions for the public folder.
! If the user is a member of multiple security groups, the user’s permissions
are the least restrictive of either the default permissions or the most
restrictive permissions that are allowed among all security groups of which
the user is a member.
To configure The high-level tasks to configure public folder permissions in Exchange System
permissions in Manager are as follows:
Exchange System
Manager 1. In Exchange System Manager, locate the public folder that you want to
modify.
2. Use the folder’s Properties dialog box to access Client Permissions.
3. Add the users and assign the appropriate permissions.
The detailed steps for configuring client permissions to access a public folder
are included in the following practice.
Note You can also configure client permissions by using Outlook.
Practice: Configuring In this practice, you will configure default access permission for a folder in the
client permissions to default public folder tree.
access a public folder
Important To complete this practice, the HR folder must exist in your
organization. If no HR folder exists, you will need to create one by completing
the practice “Creating public folders in Exchange System Manager,” which is
located earlier in this module:
1. In Exchange System Manager, browse to Folders\Public Folders.

2. In the details pane, right-click HR and then click Properties.
3. In the HR Properties dialog box, click Permissions.
4. On the Permissions tab, click Client permissions.
5. In the Client Permissions dialog box, verify that Default is selected, and
then, in the Roles box, click Reviewer.
6. In the Client Permissions dialog box, click Anonymous, click Remove,
and then click OK.
7. In the HR Properties dialog box, click OK.
8. In the console tree, right-click HR, point to All tasks, and then click Mail
Enable.
9. Switch to Outlook Web Access. In the shortcuts area at the lower-left area
of the window, click Public Folders.
10. In the folder list, click HR.
11. In the details pane, click New to create a new post in the folder.
12. Verify that you can create a new post in the folder.
13. Close the Public Folders view of Outlook Web Access.
What is the meaning of the Default permission?

Any user not explicitly defined in the permissions list will receive
the permissions granted to Default.
Lesson: Managing Network Access to Public Folders

Introduction Managing public folders involves more than setting permissions for and
creating new public folders. In environments where there is more than one
public folder server, you should configure public folder replication to provide
fault tolerance and to reduce unnecessary network traffic that is generated by
clients accessing public folders that are located on a remote server. You can
also make it easier and faster for your users to search for information in the
public folders by implementing full-text indexing on the public folder stores.
It is important that you understand the concepts and processes of replication and
client access so that you can allow your users to access public folder data
without unnecessarily overwhelming your server or your network resources.
! Describe public folder replication and explain how the different services
control the different replication components.
! Explain the reasons for replicating public folders.
! Explain how public folder replication works.
! Explain how clients connect to public folders.
! Manage public folder replication.
! Describe full-text indexing, its benefits, and the considerations that need to
be taken into account.
! Create, configure, and populate a full-text index.
! Describe the index file types and recommended locations.
What Is Public Folder Replication?

What are Public folder By default, when you create a public folder, only one copy of the public folder
replicas? exists within the Exchange organization. A public folder can exist in an
Exchange organization either as a single copy or as multiple copies. Multiple
copies of a public folder are known as replicas.
What is Public folder Public folder replication is an e-mail-based process. Replication messages are
replication? sent by using the same protocols and connectors as any other e-mail message
that is sent on your network. Public folder replication enables replicated
instances of public folders, or replicas, to reside on public folder stores that are
located on Exchange servers that may be on different physical local area
networks (LANs). Public folder replicas provide redundant information points
and load balancing for accessing data.
Note Exchange uses a multimaster replication model. A replica copied from

one server to another is a separate instance of a public folder and its content. All
replicas of a public folder are equal and contain exactly the same content. There
is no master replica, which means that modifications to any replica are
replicated to other replicas equally.
Replication components Different components of public folder replication are controlled by different
and replication services services:
! Active Directory controls the replication of mail-enabled public folder
directory objects. Mail-enabled public folder directory objects are replicated
to domain controllers and global catalog servers in the same way that user
accounts are replicated.
! The Exchange Information Store Service controls the replication of public
folder trees. Each public folder server that contains a public folder store that
is associated with a given public folder tree will maintain a replica of that
tree.
! The Exchange Information Store Service controls the replication of the
content of the public folders. Content is considered to be the message
headers, message body, and any attachments. A messaging administrator
controls the destination and frequency of the replication of the public folder
content.
Why Replicate Public Folders?

There are several reasons that you should replicate public folders in your
environment:
! Public folder replication provides fault tolerance for your public folders.
Many Exchange organizations rely on the default public folder
configuration with a single public folder residing on a single server. While
this configuration is easy to administer and consumes less overall disk
space, it does not provide fault tolerance in the event of the failure of that
single public folder server. To provide fault tolerance, you must create
replicas of your public folders.
! Public folder replication provides load balancing to your network. With
multiple replicas, public folder traffic is distributed across multiple servers.
! Public folder replication minimizes client traffic across the wide area
network (WAN). Users in remote locations can access a local replica instead
of having to cross the WAN to access a public folder. Accessing a local
replica can significantly reduce the traffic on your network.
When not to replicate Depending on the nature of the public folder, you may not want to replicate a
public folders particular public folder. For example, you may have a public folder that
contains critical customer data that the users in your organization rely on to
make business decisions. To give confidence to your users that the information
that is contained in the public folder is completely up-to-date, you should
consider not replicating this particular public folder. In this situation, you may
need to upgrade the physical network links to ensure better access across your
network.
When considering replicating a public folder, you should also weigh network
traffic against client traffic. A folder that contains constantly changing
information, such as a newsgroup downloaded from an external site, is probably
not a good applicant for replication. Replicating such a public folder could
result in more network traffic than simply allowing users to access it across the
WAN.
How Public Folder Replication Works

The overall process of public folder replication within Exchange can be
segmented into four distinct, yet related processes:
! Hierarchy replication
! Content replication
! Backfill replication
! Content conflict resolution
Hierarchy replication Hierarchy replication is the replication of the public folder tree, which contains
the Folder ID (FID) for all of the folders in the tree, to all of the associated
public folder stores that are in the Exchange organization. When the tree is
modified, system messages are generated to replicate those changes to all
associated public folder stores.
Content replication Content replication is the replication of the data contained in the public folder
between public folder replicas. When the data contained in a replica is
modified, system messages are generated to replicate the changes to other
replicas that have been identified by the administrator.
Backfill replication Backfill replication refers to the process that enables public folder stores that
have missed updates to become synchronized with other stores. Backfill
replication occurs when a store is determined to be out of sync after it has
exchanged status information with other stores.
Content conflict A content conflict occurs when two users simultaneously edit the same item on
resolution different servers. There are two types of content conflicts: message edit
conflicts and folder edit conflicts:
! Message edit conflict. A message edit conflict occurs when two or more
users modify the content or the properties of the same message stored in a
replica simultaneously, and save the modifications to the same original
message. A conflict resolution message is generated and sent to the folder
contact, who then chooses to keep one or both messages.
! Folder edit conflict. A folder edit conflict occurs when two or more public
folder contacts or owners change a public folder design at the same time.
When a public folder design is changed at the same time, the last design is
saved, overriding all previous changes.
How Do Clients Connect to Public Folders?

When a client attempts to access public folder data, the client must be able to
connect to a server that contains a replica of that data. Such a server can be
either in the same routing group as the client or in a different routing group
from the client. A routing group is a group of Exchange servers that are
connected over permanent network links.
Client connection When a replica exists in the same routing group as the client, the client will first
process attempt to connect to a replica on the default public folder store that is
associated with the mailbox store for that user account. If the replica does not
exist on that default public folder store, the client will randomly select a replica
within the routing group and connect to it.
In a situation where no local replica is available, either on the same server or in
the same routing group, the client will need to gain access to a replica in a
different routing group. Exchange uses the cost of routing group connectors to
determine the replica to which the client should be directed.
Routing group Each Exchange connector has a cost associated with it. You can configure the
connector cost cost value by choosing a number from 1 to 100. Exchange routes messages
according to the lowest connector cost. When the client attempts to connect to a
replica, Exchange uses this cost to calculate the most appropriate route that the
client will use to access a replica in a remote routing group.
Note For more information about routing groups and routing group connectors,
see Module 9, “Managing Routing,” in Course 2400, Implementing and
Managing Microsoft Exchange Server 2003.
Public folder referral For a client to be able to access a replica on a remote server in a routing group
that is different from the one to which the client belongs, the connector between
the routing groups must be configured to allow public folder referrals. You can
enable public folder referrals by using either one of the following methods:
! Implement and configure a connector between two routing groups. The
connector is unidirectional and requires two instances to be configured for
bidirectional traffic. You can configure public folder referrals for the routing
group going in each direction. Public folder referrals are enabled by default.
! Provide a public folder store with a referral list. Exchange will force the
client to choose a store only from the referral list.
Note These two methods that can be used for enabling public folder referrals
are mutually exclusive. You cannot use both methods at the same time.
How clients connect to To maximize efficiency, the client attempts a connection to servers in the
public folders following order:
1. If the public folder is located on the user account’s default public folder
store, the client will be directed to this store for the public folder contents.
The default public folder store is defined on the General tab of the user
account’s mailbox store’s Properties dialog box.
2. If the public folder server where the public folder store resides is in the
same routing group as the user’s default public folder server, the client is
sent to this public folder server.
3. If there is not a copy of the public folder contents in the local routing group,
the public folder store will initiate the process of calculating the lowest cost
route to another server, in the organization, that has a copy of this public
folder.
4. If no public folder replica exists in the local routing group, or in the routing
groups that allow public folder referrals, the client will not be able to view
the contents of the requested public folder.
How to Manage Public Folder Replication

To create a public folder To create a public folder replica, you can use Exchange System Manager:
replica
1. In Exchange System Manager, expand the administrative storage group that
you want to work with.
2. Locate the folder object that represents the public folder that you want to
replicate. The folder object can be found in both the public folder tree and in
the storage group container for the server that contains the current public
folder.
3. Use the folder object’s Properties dialog box to enable replication and to
add the destination servers to which you want to replicate the folder.
Replication schedule Before you replicate a public folder, you must determine an appropriate
replication schedule. The frequency with which you replicate public folder data
will vary, depending on the contents of the folder and network traffic, as well as
the business needs of the users. For example, a folder that contains human
resources information, such as the employee handbook, probably does not
change very often; therefore, it does not need to be replicated frequently. A
folder containing marketing data may undergo significant changes in a short
period of time; therefore, you may need to replicate it more frequently.
To schedule replication The high-level steps to schedule public folder replication are as follows:
1. In Exchange System Manager, expand the administrative group to locate the
public folder for which you want to configure the replication schedule.
2. In the folder object’s Properties dialog box, use the Replication tab to
schedule replication for the folder.
Tip To force the replication of public folder hierarchy, use the Send
Hierarchy command on the public folder tree. To force the replication of
public folder content replication, use the Send Contents command on the
public folder object.
To monitor public folder When you have public folders, it is important that you monitor them to ensure
replication that they are replicating properly. The high-level steps to view the replication
status of an individual public folder are as follows:
1. Use Exchange System Manager to locate the public folder tree that contains
the folder whose replication status you want to view.
2. In the console tree, select the folder and use the tabs in the details pane to
view the status of a public folder, including information about servers that
have a replica of the folder and the number of items in the folder.
Tip In Exchange System Manager, use the Public Folder Stores Replication
Status container to monitor replication of all of the folders in a given public
folder store.
Practice: Replicating a In this practice, you replicate a public folder to a different server.
public folder to a
different server
Important To complete this practice, the HR folder must exist in your
located earlier in this module.
! To prepare for this practice

1. Start up 2400_Miami-Virtual PC. You need both London and Miami servers
running for this practice.
2. Log on as NWTraders\LondonAdmin with a password of P@ssw0rd.
Note This procedure may take 5 minutes to complete before you can
continue.
! To replicate a public folder

1. On 2400_London-Virtual PC, in Exchange System Manager, browse to
Folders\Public Folders, and then expand Public Folders.
2. In the console tree, right-click HR and then click Properties.
3. In the HR Properties dialog box, click Replication.
4. On the Replication tab, click Add.
5. In the Select a Public Store dialog box, verify that Miami is selected, and
then click OK.
6. In the HR Properties dialog box, click OK.
7. In Exchange System Manager, in the console tree, click HR.
8. In the details pane, click Replication to verify that both London and Miami
are listed.
The network connection between London and Miami is starting to

become overloaded. You want to be sure that messages sent between
users are given priority over replication messages when delivering
across the network connection. What must you do to enable Exchange
to deliver user-generated messages before the public folder replication
messages?
Configure the Replication message priority property on the public
folder, the public folder store, or on the public store policy. By
configuring this property to be Not Urgent, user-generated
messages will have higher priority.
What Is Full-Text Indexing?

Exchange 2000 and later versions support full-text indexing. When you enable
full-text indexing for a public folder store, users have the ability to quickly
search all of the contents in the store and locate the specific piece of
information that they need. You can configure full-text indexing by using
Exchange System Manager.
Benefits The benefits of using full-text indexing include the following:
! Individual store configuration. This feature enables you to configure each
store individually, including being able to decide which store to index and
what the index settings, such as the update interval, should be.
! Faster searching (logarithmic search performance). The default search is
similar to searching an entire book for a word. Full-text indexing is
comparable to looking for a word in an index in the back of a book, and then
going directly to the location in the book where that word is found.
! Searching of attachments. By default, only the following types of
attachments can be searched.
• Microsoft Word (.doc)
• Microsoft Excel (.xls)
• Microsoft PowerPoint® (.ppt)
• Hypertext Markup Language (HTML) (.html, .htm, .asp)
• Text files (.txt)
• Embedded MIME Messages (.eml)
! Search results include related words, as determined by the word-breaker for
the language. For example, word-breaker considers “tester,” “tested,” and
“tests” equivalent, but considers “testament” equivalent only to
“testaments.”
Tip With full-text indexing, pattern-matching does not work. Instead, you can
only search for whole words. For example, if you search for “test,” you will not
find “testament.” Additionally, you cannot perform a search by using wildcard
characters (replacing a character with an asterisk).
Considerations Consider the following issues when deciding whether or not to use full-text
indexing:
! The time involved in building the index and the CPU usage can be
considerable.
! The amount of space that the index occupies can be considerable. The index
occupies roughly 20 percent of the hard disk space of the data being
indexed. For example, the index corresponding to a 5 gigabyte (GB)
database will occupy 1 GB of disk space.
! Incomplete search results are possible if users are searching by using an
index that is currently being populated. You can avoid incomplete search
results by specifying that the index cannot be used until it is finished
populating. To disable searching of the index, clear the This index is
currently available for searching by clients check box. Also, search
results will only be as accurate as the last time the index was updated.
Note For more information about full-text indexing, see the white paper “Best
Practices for Deploying Full-Text Indexing,” under Additional Readings on
the Web page on the Student Materials compact disc.
How to Manage Full-Text Indexing

To create an index You use Exchange System Manager to enable or disable full-text indexing for
each public folder store. The high-level steps for creating an index are as
follows:
1. In Exchange System Manager, locate the store that you want to index.
2. Use the context menu of the store to choose Create Full-Text Index.
3. Type the location of the index catalog.
4. Use the context menu of the store to start the population.
Note The Full-Text Indexing tab is disabled until you manually run the
Create Full-Text command on the store.
To configure properties After you create the index, you can configure the properties of the index. The
on an index high-level steps to configure properties on an index are as follows:
1. In Exchange System Manager, locate the public folder store.
2. Select Properties.
3. Select the Full-Text Indexing tab to configure the appropriate options. The
available options are shown in the following table.
Option How to configure it
Update interval Provide a frequency value by which you want the

index to be updated. Remember that users performing
a search can only locate folder contents that have
been indexed. Therefore, this frequency value should
be based on how often the folders within the store are
modified.
This index is currently Identify whether an index is available to clients who
available for searching by search folders within the store. It is recommended
clients that you clear this option whenever you build or
rebuild the index so that clients will use the default
search functionality of Outlook during the build
process. Clearing this option while building the index
will help to avoid incomplete search results. You
must select this option manually when the build or
rebuild is complete.
To populate the index After you create the index and configure indexing properties, you must populate
the index. After the index is populated and enabled for searching, users can
immediately perform full-text searches.
The high-level steps to populate a new index are as follows:
1. In Exchange System Manager, locate the public folder store.
2. Use the context menu of the store to configure the appropriate options. You
can select one of the administrative options from the following table.
Option Purpose
Start Incremental Starts a process that finds and indexes only new and
Population modified items. Exchange uses incremental
populations during scheduled and automatic updates
unless the administrator intervenes and manually
launches a full population.
Start Full Population Starts a process that finds and indexes (or re-indexes)
all items. The index is purged one document at a time
during the indexing process, rather than completely
purged and rebuilt gradually. Because this option
completely rebuilds your index, and can cause
performance degradation on your server, you should
only start a full population if there is a problem with
your index or if you are building the index for the
first time.
(continued)
Option Purpose
Pause Population Stops the current population process without deleting

objects that have changed during the current process.
During normal operations, you will not need to pause
a population.
Stop Population Stops the current population process. The index
retains its original state. All index updates that are
obtained during the current process are lost. During
normal operations, you will not need to stop a
population.
Delete Full-Text Index Deletes the index catalog that is associated with the
store.
Practice: Creating a In this practice, you will implement full-text indexing for a public folder.
public folder index and
enabling client search of
the index Important To complete this practice, the HR folder must exist in your
located earlier in this module. Also, you must complete this practice to
complete subsequent practices in this course.
1. To add documents to the HR folder to verify that searches use the index, run
the script entitled “2400B_05_index.vbs” located in the
C:\MOC\2400\practices\Mod05 folder, and then click OK.
Administrative Groups\First Administrative Group\Servers\London\
First Storage Group.
3. In the console tree, right-click Public Folder Store (London), and then
click Create Full-Text Index.
4. In the Public Folder Store (London) dialog box, click OK to accept the
default location for the catalog.
click Start Full Population.
6. In the Public Folder Store (London) warning box, click Yes to start the
update process, and then click Yes to acknowledge the time warning.
7. In the console tree, in the Public Folder Store (London) container, click
Full-Text Indexing.
8. In the details pane, verify that the Last build time is today’s date and the
current time. You may need to refresh the window.
click Properties.
10. In the Public Folder Store (London) Properties dialog box, click Full-
Text Indexing.
11. On the Full-Text Indexing tab, in the Update interval box, click Run
daily at 1:00 AM, select the This index is currently available for
searching by clients check box, and then click OK.
12. Click OK to acknowledge the warning that the index must be fully
populated for client searches to be complete and valid.
13. To verify that the index is being used for searches, switch to Outlook Web
Access, and then click Public Folders in the shortcut menu.
14. In the Public Folders console tree, click HR, and then in the details pane,
click search on the toolbar.
15. In the search dialog box, in the Look in the Subject for these word(s) box,
type relaxation and select the Also search message body check box, and
then click Find Now. The word relaxation exists in the vacation policy
attachment of the Working from home policy message, and will only be
returned in the result set if the index is functioning correctly.
16. Close the message, close the search dialog box, and then close the Outlook
Web Access public folders window.
Why did you receive a warning in step 12? What is the impact of
disregarding this warning in a production environment?
The warning is intended to alert you to the fact that client searches
against an incomplete index will yield incomplete results. If you
disregard the warning and allow an incompletely built index to be
searched, the result sets of search queries generated by clients may
be incomplete.
Where Should Full-Text Indexing Files Be Stored?

File types and By default, all of the full-text indexing files are stored in the
recommended locations Exchsrvr\ExchangeServer_servername directory on the drive on which you
have Exchange installed. However, you can optimize the performance of full-
text indexing by relocating these files to more appropriate storage locations.
The following table explains the various file types, their recommended
locations, and the relocation methods.
File type Description Recommended location How to specify the location
Catalog The main index. There is RAID array Use Exchange System Manager to
only one catalog for each specify its location. If the index
public store in Exchange. was already created elsewhere,
move it by using the Catutil tool,
which is located in the
Program Files\Common Files\
System\MSSearch\Bin directory.
Property store A database containing RAID array Use the Pstoreutl tool, which is
various properties of located in the Program Files\
items indexed in the Common Files\System\
catalog. There is only MSSearch\Bin directory.
one property store per
server.
Property store logs Log files that are RAID array in the same Use the Pstoreutl tool, which is
associated with the location as the property located in the Program Files\
property store database. store Common Files\System\
MSSearch\Bin directory.
(continued)
File type Description Recommended location How to specify the location
Temporary files Files containing RAID array. However, if Use the SetTmpPath tool located
temporary information using a cluster, place these in the Program Files\
that is used by the files on a drive that will not Common Files\System\
Microsoft Search service fail over, such as a local MSSearch\Bin directory.
(MSSearch). drive, or on a drive on the
RAID array or Storage Area
Network that is configured
to run only on a designated
computer.
Gather logs Log files containing log Leave in the default Assign the location in the
information for the location, or move to any StreamLogsDirectory registry
indexing service. One set location you prefer. key.
of logs exists for each
index.
Practice: Relocating In this practice, you will relocate index files to a different location on your
index files server.
Important To complete this practice, you must have a public store configured
for indexing. If no public store is configured for indexing, configure one by
completing the practice “Creating a public folder index and enabling client
search of the index,” which is located earlier in this module.

Administrative Groups\First Administrative Group\Servers\London\
First Storage Group\Public Folder Store\Full-Text Indexing, and then click
Full-Text Indexing.
2. In the details pane, in the Description column, record the value for Index
name. This name should look similar to pubC74B580E. Write this name
down because you will need it later in this practice.
3. On your desktop, click Start, click Run, type cmd and then click OK.
4. At the command prompt, type net stop mssearch and then press ENTER.
5. At the command prompt, type cd \Program Files\Common Files\System\
MSSearch\Bin and then press ENTER.
6. At the command prompt, type Catutil movecat ExchangeServer_London
CatalogName c:\moc and then press ENTER. CatalogName is the name of
the catalog that you recorded earlier in this practice.
7. When prompted to proceed, type Y and the press ENTER.
8. When the move is complete, verify that the service started by typing net
start mssearch and then press ENTER.
9. Close the command prompt window.
10. To verify that the move completed, in Windows Explorer, browse to

C:\MOC, and then verify that a folder named CatalogName exists.
Why should you move the catalog to a RAID array?

Disaster recovery for public folder indexes involves rebuilding the
index file. To minimize the need to rebuild an index, you should
store the catalog on a RAID array.
Lesson: Publishing an Outlook 2003 Form

Introduction Forms are an effective way to gather and provide information in an
organization. Using public folders and Outlook 2003, you can create and
publish forms that effectively facilitate information sharing and management.
For example, you can create forms that are part of a sophisticated workflow
management solution, thereby enabling groups to work together across an
organization.
! Describe Outlook forms and their types.
! Create an Outlook form.
! Make an Outlook form available to other users.
What Are Outlook Forms?

What are forms? Forms are used to standardize the way information is distributed and collected
electronically. For example, you can create a form that anyone in your company
can use to order supplies or to post information to a public folder.
Every Outlook item, such as a message or an appointment, is based on a form.
You can use the New Message form to compose a message and the New
Appointment form to schedule an appointment. If you have sent an e-mail
message or created an appointment in Outlook, you have used a form.
Form types Outlook has several types of built-in forms. You choose the type of form that
best meets your needs in terms of functionality, customizability, as well as a
means of publication. You can either use a form as is, or you can customize it,
adding or removing certain functionalities. The following table shows the
available form types and their typical usage.
Form Purpose
Contact Used to keep track of information about a person or organization.

Distribution Used to create a list of contacts and e-mail addresses that can be used
List as a single e-mal address.
Task Used to track information about a task that needs to be accomplished.
Mail Message Used to send information to someone in a specific format, or to
provide a means for them to enter data so that they can send it to the
intended recipient.
Post Used to facilitate a threaded conversation in a public folder, or use for
other purposes, such as posting file attachments to a folder.
Appointment Used to represent a meeting or scheduled event.
Journal Entry Used to log information about another item or an event.
Office Form Used when most of the customization of the form is done in a
Microsoft Office application, such as a Word document or an Excel
workbook.
How to Create an Outlook Form

You use the Outlook Forms design environment to create custom forms either
from an item (based on a built-in form) or from an Office file.
Why customize built-in Using a built-in form allows you to take advantage of the functionality that is
forms? associated with that form. For example, if you need to include automatic name
checking in a custom form, you can create it by using a built-in mail message
form. You can further modify the form by adding or removing fields, controls,
options, and tabs.
Note Make sure that Word is not set as the e-mail editor. The Outlook Forms
design environment is not available for creating e-mail forms when Word is the
e-mail editor. You can, however, create other form types when Word is the
e-mail editor.
To create an Outlook To create an Outlook form, perform the following steps:

form
1. Open an Outlook item.
2. On the Tools menu of the form, select Forms and then click Design This
Form. You may also click Design a Form and choose to design a different
form.
3. Modify the form as needed.
Note You can extend Outlook forms with Microsoft ActiveX® controls and
move Web pages directly into the forms by using Internet Control Pack
controls. You can program forms by using Microsoft Visual Basic® Scripting
Edition.
How to Make a Form Available to Other Users

Forms libraries Outlook uses forms libraries to store customized forms. Libraries stored on the
server are actually system folders, which can be replicated to other servers in
your organization for the same reasons that you would replicate any other
public folder. After you create a form, you can choose to store the form in one
of the following three forms libraries.
Type Purpose
Personal Forms Library Forms saved in this library are accessible only to the local
user and are stored in the user’s mailbox. Use this library
when you have created a form for your own personal use.
Outlook Folders Forms saved in this library can be accessible to everyone
in a public folder or only to you in a private folder. Use
this library when saving forms to a specific folder,
generally a public folder.
Organizational Forms Forms saved in this library are accessible to everyone in
Library your organization and are stored on the server. This library
is a repository for forms that are commonly accessed by all
of the users in your organization. By default, this library
does not exist. You must create one library for each
language for which you support forms by using Exchange
System Manager.
To make forms available To make forms available to users outside of your organization, you can create a
to external users custom form and make it available through Microsoft Outlook Web Access.
Additionally, you can simply save the form as a file and send it by using e-mail.
To publish an Outlook To publish an Outlook form, perform the following steps:
form
1. In Outlook, open the form that you want to publish.
2. Use the Tools menu to open the Publish Form As dialog box.
3. Specify the name of the form, the library where the form is to be stored, and
then publish the form.
Tip For more information about creating and publishing Outlook forms, see
Outlook online help.
Practice: Creating an In this practice, you will create an organizational forms library for English
organizational forms language forms:
library
1. In Exchange System Manager, browse to Folders.
2. Right-click Public Folders, and then click View System Folders.
3. In the console tree, right-click EFORMS REGISTRY, point to New, and
then click Organizational Form.
4. In the Properties dialog box, in the Name box, type English Forms
5. In the E-forms language box, verify English(USA) is selected, and then
click OK.
6. In the console tree, expand EFORMS REGISTRY to verify that the
English Forms folder exists.
7. Right-click Public Folders, and then click View Public Folders.
You want the forms in the organizational forms library to be easily and
quickly available to users across a WAN connection. You do not want
data requests for these forms to traverse your WAN connection. What
should you do?
Replicate the organizational forms library to a server on the other
side of the WAN connection. Users will connect to a system folder
using the same set of rules that are used to connect to a standard
public folder.
! To prepare for the next module

1. Switch to Miami-Virtual PC.
2. In 2400_Miami-Virtual PC, on the menu, click PC, and then click Shut
Down.
3. In the Shut Down dialog box, click Save PC state and keep changes,
verify the Commit hard drive changes now check box is selected, and then
click OK.
4. In 2400_London-Virtual PC, on the menu, click PC, and then click Shut
Down.
5. In the Shut Down dialog box, click Save PC state and keep changes,
verify the Commit hard drive changes now check box is selected, and then
click OK.
6. Restart 2400_London.
Discussion: Managing Public Folders

Instructions Read the following scenarios and then discuss possible solutions with the class.
Scenario 1 You are an administrator for your Exchange organization. You want one of
your junior administrator to manage public folders for the branch office.
However, you want to maintain control of the rest of the Exchange system
management yourself. What actions must you take to facilitate this?
To allow the junior administrator to manage public folders, you must first
grant the junior administrator administrative rights over the public folders
that he will manage. You can allow the junior administrator to use
Exchange System Manager to manage the folders; however, then the
administrator will need to browse through many objects to perform his job
function. Therefore, you must create a custom MMC for the junior
administrator so that only public folder information is displayed to him.
________________________________________________________________
________________________________________________________________
Scenario 2 The Research and Development group in your company owns and manages
many public folders. These folders have a single top-level folder called R&D
Documents. You have recently hired Lori Kane as the new administrator to
manage these folders. You are required to grant permissions to Samantha to
manage the R&D folders. What must you do?
Because Lori Kane will manage all R&D public folders, and all folders are
child folders to the R&D Documents folder, you must grant Lori Kane the
permissions at the parent folder level and propagate the permissions down
to the child folders. This method is the least administratively intense
method to accomplish the goal of allowing a user to manage the public
folders.
________________________________________________________________
________________________________________________________________
Scenario 3 You have dedicated two public folder servers in the Redmond and Charlotte
routing groups, each maintaining a replica of the HR public folder. There is a
routing group connector between the Redmond and Charlotte routing groups
that allows public folder referrals to each routing group. In addition, all mailbox
servers maintain a public folder store. All mailbox stores are associated with the
local public folder store as their default public folder store. The Redmond
public folder server loses network connectivity, and then a client in Redmond
attempts to open the HR public folder. What happens?
Because public folder referrals are configured, the client will be able to
open the folder across the WAN. The order in which a client attempts to
connect to a folder is as follows: Local public store, public folder store in
the same routing group, and then public folder store in remote routing
groups by order of connector cost, assuming referrals are permitted across
the connector.
_______________________________________________________________
_______________________________________________________________
Scenario 4 You implemented full-text indexing last month in your company. Users are
complaining that the result set of word searches do not include any documents
or attachments that have been added to the store within the last week. What
must you do?
If indexing appears to be running, you must start either a full population
or an incremental population of the index. To populate an index, you must
configure the index so that it is not available for client searches. By
configuring the index so that it is not available for client searches, you will
avoid providing incomplete result sets to clients that attempt to search the
index while it is being rebuilt.
_______________________________________________________________
_______________________________________________________________
Scenario 5 You have created a custom contact form for your company. How can you allow
all users to use this custom form?
You must publish the form to the Organizational Forms Library, thereby
allowing all users in your company to access the form without incurring
any unnecessary user interaction.
_______________________________________________________________
_______________________________________________________________
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Module 5: Managing

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Important It is recommended that you use PowerPoint 2002 or later to display

Preparation tasks To prepare for this module:

How to Teach This Module

Lesson: Managing Public Folder Data

Lesson: Managing Network Access to Public Folders

Lesson: Publishing an Outlook 2003 Form

Discussion: Managing Public Folders

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Lesson: Managing Public Folder Data

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What Are Public Folders?

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Why Use Public Folders?

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What Are Public Folder Permissions?

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How to Create a Custom MMC

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! To create a custom MMC

11. Close the Folders console and switch to your desktop.

In step 9, why did you have to close the original console?

Types of Public Folder Trees

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Default public folder tree • MAPI clients, such as Outlook 2003

Because general-purpose public folders trees do not support MAPI clients,

How to Create General-Purpose Public Folder Trees

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How to Control the Creation of Top-Level Public Folders

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In this practice, you granted Christie Moon permission to create

How to Create and Configure Public Folders by Using Exchange

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! To create public folders

You need to configure the HR public folder so that it is excluded from

How to Configure Permissions to Access Public Folders

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Note You can also configure client permissions by using Outlook.

1. In Exchange System Manager, browse to Folders\Public Folders.

What is the meaning of the Default permission?

Lesson: Managing Network Access to Public Folders

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What Is Public Folder Replication?

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Note Exchange uses a multimaster replication model. A replica copied from

Why Replicate Public Folders?

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How Public Folder Replication Works

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How Do Clients Connect to Public Folders?

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How to Manage Public Folder Replication

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! To prepare for this practice

! To replicate a public folder

The network connection between London and Miami is starting to

What Is Full-Text Indexing?

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How to Manage Full-Text Indexing

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Update interval Provide a frequency value by which you want the

Pause Population Stops the current population process without deleting

Where Should Full-Text Indexing Files Be Stored?

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