Product Documentation

Manage public folders

Jun 05, 2015
Updated: 2013-02-04

When the Hosted Exchange service is provisioned to customers, a root public folder is automatically created. New public folders are created as subfolders under the root folder.

To create a public folder

  1. From the Services Manager menu bar, click Services > Exchange > Public Folders.
  2. In the left pane of the Public Folders Overview page, select the root public folder. In general, the root public folder is represented with the customer's short name.
  3. On the Folders tab, in New Public Folder, type the name of the subfolder you want to create.
  4. Click Create. The new public folder appears under the root folder.

To rename a public folder

  1. From the Services Manager menu bar, click Services > Exchange > Public Folders.
  2. In the left pane of the Public Folders Overview page, select the public folder you want to rename.
    Note: You can rename subfolders only. You cannot rename root public folders.
  3. On the Folders tab, in Existing Public Folder, type the new name for the public folder.
  4. Click Rename. The renamed folder appears after the public folder tree refreshes.

To enable a public folder to receive email

  1. From the Services Manager menu bar, click Services > Exchange > Public Folders.
  2. In the left pane of the Public Folders Overview page, select the public folder you want to enable for email.
  3. On the Mail tab, click Enable Mail. The Public Folder Emails table appears and a primary email address for the folder is automatically generated.
  4. To add an email to the Public Folder Emails table, click Add.
  5. Type the email alias for the folder and select the appropriate domain.
  6. Click Update. The new email address appears in the Public Folder Emails table.
  7. Click Save Emails to save your entries.

To remove a public folder from the Global Address List

When a public folder is removed from the Global Address List, users can still send email to the folder even though it no longer appears in the list. Public folder permissions are available with Exchange 2007 or Exchange 2010 only.

  1. From the Services Manager menu bar, click Services > Exchange > Public Folders.
  2. In the left pane of the Public Folders Overview page, select the public folder you want to remove.
  3. On the Permissions tab, select the Hide from Address List checkbox.
  4. Click Save Permissions to save your changes. The public folder is no longer visible to users through the Global Address List.

To restrict incoming email to public folders

To prevent external "spam" emails from flooding the customer's environment, you can configure public folders to accept email only from users within the customer's organization. This task is available for customers with Exchange 2007 or Exchange 2010 only.

  1. From the Services Manager menu bar, click Services > Exchange > Public Folders.
  2. In the left pane of the Public Folders Overview page, select the public folder to which you want to restrict email.
  3. On the Permissions tab, select the Senders require authentication checkbox.
  4. Click Save Permissions to save your changes.

To enable users to send email through public folders

You can assign certain users permission to send email using a public folder alias. To recipients, the sender appears as the name of the public folder instead of the individual user. Public folder permissions are available with Exchange 2007 or Exchange 2010 only.

  1. From the Services Manager menu bar, click Services > Exchange > Public Folders.
  2. In the left pane of the Public Folders Overview page, select the public folder to which you want to enable users to send email.
  3. On the Permissions tab, under Send As Permissions, search for the users you want to add. Search results appear in a table under the Member Search box.
  4. Select the checkbox for each user you want to enable to send email.
  5. Click Add. The selected users appear in the Existing Send As Permissions table.
  6. Click Save Permissions to save your changes.