Contents Overview 1 Introduction to Public Folders 2 Planning a Public Folder Replication Strategy 10 Planning Public Folder Permissions 14 Planning Full-Text Indexing 16 Lab A: Planning Public Folder Content Replication and Referral 18 Lab B: Creating Public Folder Instances and Referrals 26 Lab Discussion 33 Module 5: Designing a Public Folder Strategy 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. 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Module 5: Designing a Public Folder Strategy iii Instructor Notes This module provides students with the information necessary to design a Microsoft ® Exchange 2000 public folder strategy that meets a company’s business requirements. After completing this module, students will be able to: !" Identify the functions of public folders; determine how to use, organize, and display public folders within an Exchange 2000 organization; and evaluate the effect of public folders on an Exchange 2000 design. !" Plan a public folder replication strategy that is based on user and company needs. !" Plan a public folder permissions strategy that provides both individual and group access, as well as both default and anonymous permissions. !" Plan a full-text indexing strategy. 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 materials: !" Microsoft PowerPoint ® file 1573A_05.ppt !" The Public Folder Replication job aid !" The Northwind Traders Case Study !" The Fourth Coffee Case Study Preparation Tasks To prepare for this module, you should: !" Read all of the materials for this module. !" Complete the labs and review the lab discussion questions. !" Review the Public Folder Replication job aid. !" Review the Northwind Traders Case Study. !" Review the Fourth Coffee Case Study. The job aids are in the Exchange 2000 Design Tool located at C:\MOC\1573A\LabFiles\Exchange_2000_Design_Tool, and on the student compact disc. The case studies are in the Appendices and on the student compact disc. Presentation: 60 Minutes Labs: 60 Minutes Note iv Module 5: Designing a Public Folder Strategy Module Strategy Use the following strategy to present this module: !" Introduction to Public Folders Begin by explaining that public folders use the Microsoft Web Storage System to provide flexible client application access, increased search capabilities, and collaborative functionality; and then explain that the first step in designing a public folder strategy is deciding how the folders will be used and what function they will serve within the company. Finally, explain the benefits of public folder hierarchies and the various types of such hierarchies. !" Planning a Public Folder Replication Strategy Define public folder replication, discuss its benefits and limitations, and then explain that designing an effective replication strategy involves making decisions about replication frequency, configuring adequate storage space, deciding when to perform updates, and specifying where public folders are replicated. !" Planning Public Folder Permissions Explain the functions of permissions and roles. Expand on this by explaining that permissions can be assigned either to individual users or to groups. Make sure students understand the use of default and anonymous permissions. !" Planning Full-Text Indexing Explain the function of full-text indexing, discuss its benefits and limitations, and then discuss the factors that should be considered when deciding which public folder stores to index. Module 5: Designing a Public Folder Strategy v 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 1573A, Designing Microsoft Exchange 2000 for the Enterprise. Lab Setup The following list describes the setup requirements for the labs in this module. !" For each student, a Microsoft Management Console (MMC) custom console must be created. This custom console must include both the Active Directory Users and Computers snap-in and the Exchange System snap-in, and must be named your_firstname Console. !" For each student, a personalized user account must be created in the appropriate domain. This user account must be added to the Domain Admins group, and assigned a mailbox on the server running Exchange 2000 that the student is using. !" For each student, a user profile must be created on the student’s computer that enables the student to access their mailbox by using Microsoft Outlook ® 2000. !" Complete lab B in module 3, “Designing an Administrative Plan,” in course 1573A, Designing Microsoft Exchange 2000 for the Enterprise. !" Complete lab B in module 4, “Designing a Routing Topology,” in course 1573A, Designing Microsoft Exchange 2000 for the Enterprise. Lab Results Performing the labs in this module introduces the following configuration changes: !" The public folder replication interval is configured to be one minute. !" The following public folders are replicated to other public folder servers: • An instance of Research and Development was created on VAN-PF1 • An instance of Internal Sales was created on LIM-PF1 • An instance of Information Technology was created on PAR-PF1 • An instance of Human Resources was created on CAP-PF1 • An instance of Finance was created on MOS-PF1 • An instance of Company Contacts was created on CAN-PF1 Important Module 5: Designing a Public Folder Strategy 1 Overview ! Introduction to Public Folders ! Planning a Public Folder Replication Strategy ! Planning Public Folder Permissions ! Planning Full-Text Indexing A public folder is a repository for various types of information that can be shared among users in a Microsoft ® Exchange 2000 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, and customer tracking systems. Designing a public folder strategy involves deciding how your company plans to use, organize, and display public folders, as well as how your company will use replication to distribute the folders and to update the folder data. An effective public folder strategy will also enable administrators to optimize folder performance, to control access, and to optimize content retrieval by using full-text indexing. After completing this module, you will be able to: !" Identify the functions of public folders; determine how to use, organize, and display public folders within an Exchange 2000 organization; and evaluate the effect of public folders on an Exchange 2000 design. !" Plan a public folder replication strategy that is based on user and company needs. !" Plan a public folder permissions strategy that provides both individual and group access, as well as both default and anonymous permissions. !" Plan a full-text indexing strategy. Topic Objective To provide an overview of the module topics and objectives. Lead-in In this module, you will learn how to design a public folder strategy that meets the requirements of your Exchange 2000 organization. 2 Module 5: Designing a Public Folder Strategy # ## # Introduction to Public Folders ! Building Public Folder Functionality ! Planning Public Folder Use ! Organizing and Displaying Public Folders ! Deploying Public Folders in Exchange 2000 ! Discussion: Identifying Public Folder Design Requirements Designing an effective public folder strategy requires that you understand the functions and features of public folders, that you plan how your company will use, organize, and display public folders, and that you recognize the limitations imposed by the Exchange 2000 design. Every public folder strategy should include capacity planning for all servers that function as public folder servers. Topic Objective To introduce the considerations that are relevant to designing your company’s public folder strategy. Lead-in Carefully analyzing how your company plans to use public folders will enable you to create a more effective public folder strategy. Delivery Tip Emphasize that although public folders are an Exchange 2000 feature that are often ignored, they can provide useful functionality, such as providing a centralized location for creating data that can be replicated to other locations, or enabling administrators to assign permissions. Also emphasize the importance of developing a public folder strategy by explaining that if a strategy is not created, serious replication problems may occur. Module 5: Designing a Public Folder Strategy 3 Building Public Folder Functionality Flexible Client Access Flexible Client Access Increased Search Capabilities Increased Search Capabilities Customizable Application Hosting Customizable Application Hosting Public folders use an Exchange 2000 feature, the Microsoft Web Storage System, to provide flexible client access, improved search capabilities, and collaborative functionality, such as the ability to create customized Web- enabled applications. When Exchange 2000 is installed, the Web Storage System is mapped twice: once as a local drive on the server, which provides access through the existing Microsoft Windows ® file system; and once through Microsoft Internet Information Services (IIS), which provides native Web access. Flexible Client Access Storing public folder data in the Web Storage System database enables users to access the folders by using a variety of client software, including: !" Microsoft Outlook ® !" Microsoft Office 2000 !" Microsoft Outlook Express, or any other e-mail or newsgroup client that supports Internet Message Access Protocol (IMAP), or Network News Transfer Protocol (NNTP) !" Hypertext Transfer Protocol (HTTP) !" Microsoft Windows Explorer !" Web folders !" Web browsers Topic Objective To introduce the Microsoft Web Storage System, and to explain how it can be used to build functionality into your Exchange 2000 organization. Lead-in Exchange 2000 enables you to gain access to information, and to create workflow applications, by using the Microsoft Web Storage System. 4 Module 5: Designing a Public Folder Strategy Increased Search Capabilities The Web Storage System includes built-in indexing, which enables users to search by a document’s contents (such as .doc, .xls, .ppt, .html, .txt, and .eml files) and by a document’s properties (such as its title or author). Document properties are stored with each item in the database. For example, a user might store employee expense reports in a public folder and then set properties for each report, such as the last name of the employee who submitted the report, the amount requested, the date the report was submitted, and the current status of the report. The Web Storage System also enables users of Outlook 2000 to search for documents (including documents that are attached to e-mail messages) in the same way that they search for e-mail messages. Customizable Application Hosting The Web Storage System enables users and administrators to create customized applications, such as applications that automate employee and management- related business processes. These applications enable users and administrators to manage the flow of information through an enterprise, and check the state of a particular task or document. When the customized application is complete, the administrator can copy the new public folder application to other Exchange servers in the organization. This process is called replication, and the copies are referred to as replicas. Replicas contain all of the original folder’s contents, permissions, and design elements (such as views and form behavior). With public folder replication, when a change is made to the contents of any public folder, that change is automatically copied to every replica of the folder that exists anywhere in the Exchange 2000 organization. Delivery Tip Mention that enabling full- text indexing for a public folder store has significant effects on capacity planning for public folders. Planning mailbox servers and public folder servers is discussed in more detail in module 7, “Planning Server Roles and Placement.” [...]... a Public Folder Replication Strategy Topic Objective To explain the development of a public folder replication strategy Lead-in An effective replication strategy is based on both user needs and company needs Public Public Folder Folder Public Public Folder Folder Replicate Replicate Public Public Folder Folder Frequency Storage Space Update Interval Public Public Folder Folder Replica Destination Public. .. Seoul–Moscow Module 5: Designing a Public Folder Strategy 23 Northwind Traders wants to be able to control message flow between the following regions: • North America and Europe • North America and Asia • North America and South Pacific • North America and South America • Europe and Africa Because each office employs a large number of mobile users, Northwind Traders wants to deploy a remote e-mail and public folder. .. Canberra Manages the Finance department Cape Town Manages the purchasing department for the manufacturing division and ensures all offices maintain up-to-date external contact lists Lima Manages the Human Resources department database by using SQL Server Moscow Manages the Internal Sales department Paris Manages the Research and Development department Vancouver Manages the IT department (handles customer... explore and access Typically, a public folder tree is organized according to a company’s business model, such as a structure in which each folder represents one department within the company Note Before you organize your public folder hierarchy, you should establish a standard naming strategy and a root level folder strategy Organizing the Public Folder Hierarchy A well-organized public folder hierarchy... organization by determining who needs access to which folders and why Configuring Adequate Storage Space On each server that hosts a public information store, it is important to configure the appropriate amount of storage space Unless either the owner or the administrator of each public folder regulates and maintains the amount and size of the data in the information store, data will accumulate and can... browse the public folder hierarchy easily The limitation is that it can result in a large, unruly list of folders that is difficult to move through and to manage Any change to the default public folder hierarchy also creates additional traffic on the network, because Exchange 2000 replicates each change to all servers that contain a public folder store The General Purpose Public Folder Tree In addition... permission to change public folder content For example, sales personnel may need permission to access and update a sales contact database, while general employees may only need permission to view an employee handbook that is located in a corporate folder Module 5: Designing a Public Folder Strategy 7 Organizing and Displaying Public Folders Topic Objective MAPI Tree and MAPI Tree and Microsoft Outlook... menu, click Folder List 4 From the folder list, expand Public Folders, and then expand All Public Folders 5 Click each public folder, and document the results in the following table Public folder Access granted or access denied Africa Asia Company Contacts Europe Finance Human Resources Information Technology Internal Sales Research and Development North America South America South Pacific 6 Can you see... folder replication enables you to distribute user load between servers, distribute public folders geographically or across sites, and back up public folder data Although public folder replication enables users to access public folder content locally, it also adds additional network overhead Whenever more than one replica of a public folder exists, users who attempt to access public folder content are... Explorer Q4 Sales http://van-pf1/sales%20data/ After you have decided how your company will use public folders, you can plan how to organize and display the folders Exchange 2000 displays public folders as a hierarchy, or tree, which you can view either from Outlook or from the Exchange System Manager This hierarchical structure helps you to organize public folders into informational groups that are easy for . corporate folder. Module 5: Designing a Public Folder Strategy 7 Organizing and Displaying Public Folders Public Folders Q1 Sales Q2 Sales Q3 Sales Q4. deploying, and troubleshooting public folders. 10 Module 5: Designing a Public Folder Strategy Planning a Public Folder Replication Strategy Public Folder Public Folder Replicate Replicate Replicate Public Folder Public Folder Public Folder Public Folder Public Folder Public Folder Frequency Storage