Contents Overview 1 Introduction to Public Folders 2 Configuring Public Folder Permissions 15 Managing Public Folder Replication 24 Introducing the Public Folder Replication Process 32 Setting Public Folder Policies 40 Demonstration: Creating Public Folder Policies 41 Lab A: Creating and Configuring Public Folders 42 Lab B: Public Folder Replication 48 Review 54 Module 6: Creating and Managing Public Folders BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Information in this document is subject to change without notice. The names of companies, products, people, characters, and/or data mentioned herein are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted. Complying with all applicable copyright laws is the responsibility of the user. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Microsoft Corporation. If, however, your only means of access is electronic, permission to print one copy is hereby granted. Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property.  2000 Microsoft Corporation. All rights reserved. Microsoft, Active Directory, BackOffice, Jscript, NetMeeting, Outlook, Windows, and Windows NT are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A. and/or other countries. Other product and company names mentioned herein may be the trademarks of their respective owners. Program Manager: Steve Thues Product Manager: Megan Camp Instructional Designers: Bill Higgins (Volt Technical), Jennifer Morrison, Priya Santhanam (NIIT (USA) Inc), Samantha Smith, Alan Smithee Instructional Software Design Engineers: Scott Serna Subject Matter Experts: Krista Anders, Megan Camp, Chris Gould (Global Logic Ltd), Janice Howd, Elizabeth Molony, Steve Schwartz (Implement.Com), Bill Wade (Wadeware LLC) Technical Contributors: Karim Batthish, Paul Bowden, Kevin Kaufman, Barry Steinglass, Jeff Wilkes Graphic Artist: Kimberly Jackson (Independent Contractor) Editing Manager: Lynette Skinner Editor: Kelly Baker Production Manager: Miracle Davis Build Manager: Julie Challenger Production Support: Marlene Lambert (Online Training Solutions, Inc) Test Manager: Eric Myers Courseware Testing: Robertson Lee (Volt) Creative Director, Media/Sim Services: David Mahlmann Web Development Lead: Lisa Pease CD Build Specialist: Julie Challenger Localization Manager: Rick Terek Operations Coordinator: John Williams Manufacturing Support: Laura King; Kathy Hershey Lead Product Manager, Release Management: Bo Galford Lead Product Manager, Messaging: Dave Phillips Group Manager, Courseware Infrastructure: David Bramble Group Product Manager, Content Development: Dean Murray General Manager: Robert Stewart Module 6: Creating and Managing Public Folders iii BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Instructor Notes This module provides students with the information necessary to create and manage public folders in Microsoft ® Exchange 2000. After completing this module, students will be able to: ! Describe the features of public folders and the advantages of multiple public folder trees, and create and configure public folders and public stores. ! Configure public folder permissions for the parent folder and describe how permissions are propagated to subfolders. ! Create and monitor a public folder replica, and enable a public folder referral. ! Use message state information to determine whether a public folder is synchronized, to identify information stores maintaining replicas, and to resolve content conflicts. ! Apply public folder policies to the information store and explain conditions under which multiple policies can be applied. Materials and Preparation This section provides the materials and preparation tasks that you need to teach this module. Required Materials To teach this module, you need the following: • Microsoft PowerPoint ® file 1572A_06.ppt Preparation Tasks To prepare for this module, you should: ! Read all of the materials for this module. ! Complete the labs. ! Practice the demonstrations. ! Practice using the PowerPoint presentation. Presentation: 60 Minutes Lab: 60 Minutes iv Module 6: Creating and Managing Public Folders BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Module Strategy Use the following strategy to present this module: ! Introduction to Public Folders In this section, the module begins by introducing the features of public folders in Exchange 2000, as well as how to create and configure public folders. You will discuss the advantages of Exchange 2000 support of multiple public folder trees and how students can support this feature. You will then discuss configuring public stores when creating multiple public folder trees, as well as setting up public folders in the Active Directory ™ directory service. ! Configuring Public Folder Permissions In this section, you will present the principles that Exchange 2000 uses in the new security model, as well as how to grant permission to an entire public folder tree. You will then examine the four categories of permissions and the differences between item and property permissions. ! Managing Public Folder Replication In this section, you will assist students in defining public folder replication and examine the process of replication. You will examine the process of creating a public folder replica through discussion and online demonstration. You will then discuss how to monitor the public folders replicated to ensure that the replication process is functioning properly. ! Introducing the Public Folder Replication Process In this section, you will discuss the various processes involved in the replication of public folders, as well as how to deal with content conflicts. ! Setting Public Folder Policies In this section, you will discuss the advantages of using policies and the types of settings for which policies can be established. Module 6: Creating and Managing Public Folders v BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Customization Information This section identifies the lab setup requirements for a module and the configuration changes that occur on student computers during the labs. This information is provided to assist you in replicating or customizing Microsoft Official Curriculum (MOC) courseware. The labs in this module are also dependent on the classroom configuration that is specified in the Customization Information section at the end of the Classroom Setup Guide for course 1572A, Implementing and Managing Microsoft Exchange 2000. Lab Setup The following list describes the setup requirements for the labs in this module. Setup Requirement 1 The labs in this module require Exchange 2000 and a custom MMC. To prepare student computers to meet this requirement, perform one of the following actions: ! Complete the labs for Module 2, “Installing Microsoft Exchange 2000,” in course 1572A, Implementing and Managing Microsoft Exchange 2000. ! Install Exchange 2000 at D:\Program Files\Exchsrvr on each server into an organization named Northwind Traders. Components installed are Microsoft Exchange Messaging and Collaboration Services, Microsoft Exchange System Management Tools, and Microsoft Exchange Instant Messaging Service. Have the students create a custom MMC in the C:\Documents and Settings\All Users\Desktop that is saved as your_firstname Console. The MMC contains the Active Directory Users and Computers snap-in and the Exchange System snap-in. Setup Requirement 2 The labs in this module require a custom OU, a user account for each student, a mailbox for each student, an Outlook profile, and for the Domain Admins group to be delegated full control of the organization. To prepare student computers to meet this requirement, perform one of the following actions:: ! Complete the labs for Module 3, “Administering Microsoft Exchange 2000,” in course 1572A, Implementing and Managing Microsoft Exchange 2000. ! Create an organizational unit in Active Directory that is named your_servernameOU for each server in the classroom. Create a user account in each server’s OU for each student. The account is a member of the Domain Admins group and has a mailbox on the student’s Exchange server. Create an Outlook profile for each student on their own server that opens their mailbox. Delegate the full administrator role on the Northwind Traders organization Importan t vi Module 6: Creating and Managing Public Folders BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Lab Results Performing the labs in this module introduces the following configuration changes: ! A public folder named your_servername Folder is created by each student with permissions assigned to allow a partner to review it but does not allow anonymous or default access. ! A distribution group is created by each student, and the public folder is added as a member. ! A public folder named your_servername HR Folder is created by each student and is replicated with a partner. ! A public folder tree named your_servername Folder Tree containing a folder named Sales Information is created by each student. ! A public folder store named 2 nd Public Folder Store is created by each student. ! The M:\ drive of each student machine is shared as IFS and a drive is mapped to the share. Module 6: Creating and Managing Public Folders 1 BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Overview ! Introduction to Public Folders ! Configuring Public Folder Permissions ! Managing Public Folder Replication ! Introducing the Public Folder Replication Process ! Setting Public Folder Policies Public folders are an integral part of most messaging systems. Understanding the features and architectural elements of public folders in Microsoft ® Exchange 2000, in addition to how to create and manage public folders, enables you to develop an environment in which users can access and use data efficiently and productively. After completing this module, you will be able to: ! Describe the features of public folders and the advantages of multiple public folder trees, and create and configure public folders and public stores. ! Configure public folder permissions for the parent folder and describe how permissions are propagated to subfolders. ! Create and monitor a public folder replica, and enable a public folder referral. ! Use message state information to determine whether a public folder is synchronized, to identify information stores maintaining replicas, and to resolve content conflicts. ! Apply public folder policies to the information store and explain conditions under which multiple policies can be applied. Topic Objective To provide an overview of the module topics and objectives. Lead-in In this module you will learn about public folders as an integral part of most messaging systems. 2 Module 6: Creating and Managing Public Folders BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY # ## # Introduction to Public Folders ! Exchange 2000 Public Folder Features ! Creating Public Folders ! Configuring Public Folders ! Supporting Multiple Public Folder Trees ! Configuring Public Stores ! Public Folders in Active Directory A public folder is a repository for many different types of information that can be shared among users in an Exchange organization. When a public folder is used in combination with customized forms, it becomes the basis for collaboration applications such as bulletin boards, discussion groups, customer tracking systems, and so on. You create and manage public folders by using either client software, like Outlook 2000, or the Exchange System Manager. The client provides for basic configuration, while Exchange System Manager enables in-depth control over the behavior of the folder. It is important to understand the use of public folders so you can mange your information storage and retrieval effectively. Topic Objective To provide an overview of public folder topics. Lead-in A public folder is a repository for many different types of information that can be shared among users in an Exchange organization. Module 6: Creating and Managing Public Folders 3 BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Exchange 2000 Public Folder Features Exchange 2000 Mail Enabled Mail Enabled Multiple Public Folder Trees Multiple Public Folder Trees Enhanced Security Enhanced Security Accessible from the Web Accessible from the Web Accessible from the File System Accessible from the File System Full-Text Indexing Full-Text Indexing Referrals Enabled by Default Referrals Enabled by Default a…. b…. c…. …. Public folders provide a shared repository for Exchange 2000. Public folders in Exchange 2000 provide the following features: ! Mail-enabled You can mail-enable public folders so that you can send messages to the folder using the mail entries stored in the Active Directory ™ directory service instead of having to post them directly. ! Multiple public folder trees Multiple public folder trees, also known as hierarchies, enable you to store public folders in more than one tree. ! Secure items in public folders You have the ability to secure items in public folders through Exchange Installable File System (EXIFS). ! Accessibility from the Web This feature enables you to use a Web browser to gain access to public folders by specifying a URL to the folder. ! Accessibility from the file system This feature enables you to use EXIFS to share public folders. ! Full-text indexing capabilities for public folders provided through MSSearch Microsoft Outlook ® clients automatically use this index when performing a Find or Advanced Find. ! Referrals enabled by default Public folder referrals enable clients to gain access to any folder in the organization. Exchange 2000 enables referrals by default between routing groups. Topic Objective To describe the feature of public folders. Lead-in Public folders provide a shared repository for Exchange 2000. Delivery Tip Ask students to explain the purpose of public folders. 4 Module 6: Creating and Managing Public Folders BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Creating Public Folders C r e a t e C r e a t e C r e a t e Exchange System Manager Exchange System Exchange System Manager Manager Administrator User Sales C r e a t e C r e a t e C r e a t e Microsoft Outlook Microsoft Outlook Microsoft Outlook Marketing Both administrators and users can create public folders. Administrators use Exchange System Manager and users typically use a Messaging Application Programming Interface (MAPI) client, such as Outlook, to create public folders. Typically, the administrator establishes the base-level folders, sets permissions and other usage parameters, and then enables users to add subfolders to the hierarchy and provide the contents. Creating a Public Folder by Using Exchange System Manager To create a public folder by using Exchange System Manager, you should expand the Organization/Administrative Groups/Administrative Group/Folders containers. Right-click Public Folders, select New, and then select Public Folder. Enter a name in the Name text box. Creating a Public Folder by Using Microsoft Outlook To create a public folder by using Outlook, in the left pane, expand Public Folders, and then click All Public Folders or any existing folder. On the File menu, point to Folder, and then click New Folder. The resulting dialog box prompts you for the folder name and a list presents options for the type of folder (for example, Mail Items, Contact Items or Appointment Items). Topic Objective To create public folders using both Exchange System Manager and Outlook. Lead-in You can use either the Exchange System Manager or a MAPI client to create public folders. Delivery Tip Demonstrate creating public folders using each method. Open each tab and discuss its usage and properties. For Your Information Previous versions of Exchange did not allow for the creation of a public folder from within an administrative tool and relied on a MAPI client, such as Outlook, to create the public folder. [...].. .Module 6: Creating and Managing Public Folders 5 Configuring Public Folders Topic Objective To configure public folders Folders New Tree Lead-in You use the Public Folder Properties dialog box to configure public folders Public Folders Internet Newsgroups Business HR Marketing Training Sales Seattle Delivery Tip Demonstrate the Public Folder Properties dialog box... PURPOSES ONLY Module 6: Creating and Managing Public Folders 13 Public Folders in Active Directory Topic Objective Public Folder Store Public Folder Store To describe what happens after public folders are mailenabled Directory Directory (mail enabled items) (mail enabled items) Products Lead-in Personnel Every public folder in a public store can appear as a mail recipient in Active Directory Handbook Forms... important that you understand the concepts and processes of replication to enable users to access data without taxing your server or your network loads BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Module 6: Creating and Managing Public Folders 25 Creating a Public Folder Replica Topic Objective Public Public Folder Folder To create a public folder replica Public Public Folder Folder... PURPOSES ONLY Module 6: Creating and Managing Public Folders 7 Supporting Multiple Public Folder Trees Topic Objective To describe the support available using multiple public folder trees Lead-in You can provide your company with increased administrative control and flexibility by supporting multiple public folder trees MAPI MAPI IMAP4 IMAP4 NNTP NNTP HTTP HTTP All Public Folders Business All Public Folders. .. PREPARATION PURPOSES ONLY 12 Module 6: Creating and Managing Public Folders Demonstration: Creating a Public Folder Tree Topic Objective To demonstrate creation of public folder trees Lead-in In this demonstration, the instructor will create a public folder tree To administer Exchange 2000 public folders, perform the following steps: 1 Open Exchange System Manager 2 Expand Your Organization\Administrative... Directory ! Configuring the security settings for a public folder or public folder tree root and propagating them down the hierarchy BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY 6 Module 6: Creating and Managing Public Folders Configuring a Public Folder You can configure the settings that affect public folders by using the Public Folder Properties dialog box Remember that... You can configure public folders by using the Public Folder Properties dialog box through Exchange System Manager Administering Public Folders The Exchange System Manager enables you to administer public folders by: ! Viewing all available public folder trees within an administrative group and the folders contained in each tree ! Creating and configuring folders ! Mail-enabling a public folder that... MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Module 6: Creating and Managing Public Folders 11 To replicate any public folder in the associated public folder tree to the public store that you are administering, you should right-click the Public Folder Instances object, select All Tasks, and then click Add replica Replicating public folder trees enables you to configure replication without... Server 5.5, public folders were placed in the directory by default, but not displayed in the global address list For backward compatibility, MAPI public folders in an Exchange 2000 mixed mode environment are always mail-enabled and cannot be mail-disabled BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Module 6: Creating and Managing Public Folders 15 # Configuring Public Folder... Delete all items and files, Create Subfolders The owner can also change permission levels that other users are assigned for the folder Publishing Editor Create, Read, Modify, Delete all items and files, and Create Subfolders Editor Create, Read, Modify, and Delete all items and files Publishing Author Create and Read items and files, Modify and Delete items and files you create, and Create subfolders Author . features of public folders and the advantages of multiple public folder trees, and create and configure public folders and public stores. ! Configure public. public folders. 4 Module 6: Creating and Managing Public Folders BETA MATERIALS FOR MICROSOFT CERTIFIED TRAINER PREPARATION PURPOSES ONLY Creating Public