Module 11 creating and managing public folders in exchange 2000

For example, make sure that students understand that they no longer have to store all public folders in one tree – they can now create multiple public folder trees.. Exchange 2000 Beta 3

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This module provides students with the knowledge necessary to create and manage public folders in Microsoft® Exchange 2000

At the end of this module, students will be able to:

„#Outline the new features and architectural elements of public folders in

Exchange 2000

„#Create and configure public folders

„#Analyze the considerations for managing public folders within

To teach this module, you need the following materials:

• Microsoft PowerPoint® file 1569A_11.ppt

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To prepare for this module, you should:

• Read all of the materials for this module

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Use the following strategy to present this module:

„#Exchange 2000 Public Folder Features This section describes the features new to public folders in Exchange 2000 Discuss each feature in the bulleted list Try to provide a contextual example highlighting each feature For example, make sure that students understand that they no longer have to store all public folders in one tree – they can now create multiple public folder trees

„#Creating and Configuring Multiple Public Folder Trees This section discusses how to support multiple public folder trees and how

to configure public stores This section also leads students through creating

a public folder tree

Make sure that students understand the organizational and performance advantages of creating multiple public folder trees

Some students may find the relationship between public folders and administration groups confusing This relationship will be clarified in the final release course

„#Managing Public Folders This section reviews configuring public folders, public folders in Active Directory™ directory service, replicas, connecting to public folder replicas and public folder referrals

This section should be clear to most students

„#Granting Permissions This section compares security in Exchange 2000 with security in previous versions of Exchange, and then focuses on assigning permissions to parent folders, types of public folder permissions, item and permissions, and using Microsoft Outlook® to assign permissions

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At the end of this module, you will be able to:

„#List and describe the new features of public folders in Exchange 2000

„#Describe the architectural elements of public folders and explain how public folders are implemented and integrated with the Microsoft Windows® 2000 Active Directory™directory service

„#Create and configure public folders

„#Manage public folders

„#Explain the changes to public folder security and the benefits of those changes

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

„#Microsoft Management Console (MMC) administration snap-in for public

folders A separate snap-in, Exchange Folders, is now available to manage public folders

„#Multiple public folder trees You no longer have to store all public folders in

one tree

„#Implemented with the information store and Active Directory

Exchange 2000 public folders are now implemented with the Exchange 2000 information store and Windows 2000 Active Directory This means that the mail entries stored in Active Directory enable you to send messages to a public folder, instead of having to post directly to the public folder

„#Enhanced security In addition to being able to secure items in public folders

through the Exchange Installable File System (EXIFS), administrators also have more control over the management of a public folder

„#Accessible from the Web You can now use a Web browser to gain access to public folders by specifying a URL to the folder

„#Accessible from the file system The EXIFS now enables you to share

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„#Full-text indexing The public folder storage database has built-in indexing that you can manage 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 Previously you needed to enable referrals between sites; now referrals are enabled by default between routing groups

Additional support for Web clients will be added post Beta 3 In Exchange Server 5.5, indexing was provided by Site Server 3.0 and was only available for Web clients to query

Exchange 2000 Beta 3 does not support the upgrade of a public folder store in a legacy Exchange server or replication of public folders between a computer running Exchange 2000 Beta 3 and a computer running an earlier version of Exchange

All Public Folders Business Sales Marketing Training

All Public Folders Business Sales Marketing Training

Public Folders Business

Sales Training

Public Folders Business

Sales Marketing

Public Folders Business

Exchange 2000 provides increased administrative control and flexibility by supporting multiple public folder trees, also referred to as top-level hierarchies For example, you can create a separate public folder tree to collaborate with external users and keep that content separate from the default public folder tree

Or, you can create an additional tree at a remote location for the users at that location to access data that is only relevant for them

Each public folder tree stores its data in a single public folder store per server You can replicate specific folders in the tree to every server in the company that has a public folder store associated with that public folder tree

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When you install Exchange 2000, the default All Public Folders tree is created This tree is available to all Messaging Application Programming Interface (MAPI), Internet Message Access Protocol version 4 (IMAP4), Network News Transport Protocol (NNTP), and Hypertext Transfer Protocol (HTTP) clients Additional public folder trees are only available to NNTP and Web clients, not

to clients, such as Outlook 2000 (unless viewed on a Web page hosted in Outlook 2000) You can use non-MAPI accessible folders for collaboration with browsers and applications, such as Office 2000, that can use HTTP to access the information store

Access to additional public folder trees is planned for a future Outlook 2000) version of Outlook

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Consider the following when planning to support multiple public folder trees:

„#Because the default public folder tree is created on every public folder server and its list of folders is always replicated, additional public folder trees only affect the servers on which they are configured This means that you can create a set of departmental or local folders on only one server or a subset of servers You do not have to replicate these additional public folders to every public folder server

„#Use additional public folder trees to minimize the overall size of the default public folder tree, which simplifies navigation, and to reduce the cost of replicating the hierarchy of the default tree

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The listing of public folders in the global address list (GAL) and Exchange System Manager is managed by different Exchange Server services than those that manage the replication of public folders As a result, the following may occur:

„#When you administer the same public folder tree on two different servers, you do not see exactly the same list of folders

This means that changes to the public folder hierarchy, such as a new, renamed, or deleted folder, have not yet replicated among all servers

„#Public folders appear in the hierarchy with the client, but cannot be seen in the Address Book

If you cannot view a public folder in the Address Book, this means that the address list has not yet been regenerated because the folder was mail-enabled (or the client may need to be restarted)

„#The Public Folder Properties dialog box in Exchange Systems Manager

(or the Exchange Folders snap-in) does not show the directory-specific pages

This means that the replication of the public folder hierarchy has taken place faster than it takes to replicate the newly created directory information, including the address information

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Perform the following steps to create an MMC console that enables you to administer Exchange 2000 public folders

1 Open Exchange System Manager

2 Expand Your Organization\Administrative Groups\Your

Administrative Group, right-click Folders, and then click New Windows from Here

3 Save your console with an appropriate name

To create a new public folder tree, right-click Folders in MMC, click New, and then click Public Folder Tree

You are prompted for parameters, such as the name of the tree and the container

in Active Directory, for all mail-enabled public folders in the tree You will

notice that the Folder tree use field is automatically set as General purpose,

which indicates that the folder is available only for non-MAPI clients The

other setting for this field is MAPI clients Assign the MAPI clients setting to

the default public folders tree

After creating the tree, create a public folder store on each server that will host the tree and associate the store with the tree After you configure the storage, you can add new folders to it

Public Folder Store (LONDAON-1569A)

Associated public folder tree:

First Administrative Group/Public Folders Client support S/MIME signatures Convert inbound Internet messages to fixed font

If you configure multiple public folder trees, you will need to configure additional public stores on each server that hosts content from that tree, because each public store contains the contents of one public folder tree You cannot split a public folder tree across multiple stores

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The Public Store Properties dialog box enables you to configure the settings

for a public store These settings include replication schedule, age and storage limits, policies, and so on For more information on these settings, see module

10, in course 1569a, “Managing the Exchange 2000 Information Store.”

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The public store provides subcontainers with information about users, such as who is logged on and using the public folders, and public folders, such as the name, path, size, and number of items for all public folders in the store The public store also provides the following subcontainers:

„#Public Folder Instances This subcontainer enables you to view the folders

in the public store, configure the properties of a folder, and replicate a public folder to a specific public store

To replicate any public folder in the associated public folder tree to the

public store that you are administering, right-click the Public Folder

Instances object and select Add replica Replicating public folder trees

enables you to configure replication without having to configure the replica server list in a folder’s replication properties Replicating public folder trees

is sometimes referred to as configuring a “pull” replica To remove a

replica, click Public Folder Instances, right-click the folder containing the replica that you want to remove, and then select Remove replica

„#Replication Status This subcontainer lists each folder and the number of

servers containing a replica, the last time synchronization finished, and the current replication state You can also view the replica properties of a folder

in addition to the parameters of replicas and folders on the server You can

configure these parameters by using the Limits tab of the public store

„#Full-Text Indexing This subcontainer displays the current state of indexing,

„#Mail-enable them in Active Directory

„#Establish and connect to public folder replicas

„#Configure a routing group connector

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EXCHANGE MANAGEMENT – [Northwind Traders (Exchange)\Admministrative Grou…

Console Window Help

Information Store Bill’s Storage First Storage Mailbox S Logons Mailbox Full-Te Public Fol Test Tree 1 Test Tree 3 VANCOUVER-1569A Policies

Routing Groups Chat Communities Conferencing

Folders

Public Folders Test Tree 1 Test Tree 2 Test Tree 3

Public Folders Test Tree 1 Test Tree 2 Test Tree 3

You can create and configure public folders by using the Exchange Folders

snap-in, or by using the Public Folder Properties dialog box, which you can

access through Exchange System Manager Use the snap-in to accomplish basic configuration tasks for the public folders; use Exchange System Manager to accomplish in-depth configuration tasks

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You can administer public folders by adding the Exchange Folders snap-in to MMC Using the Exchange Folders snap-in to administer public folders enables you to:

„#See all available public folder trees within an administrative group and the folders contained in each tree

„#Create and configure folders

„#Mail-enable a public folder, which adds the folder to Active Directory

„#Configure the security settings for a public folder or public folder tree root and propagate them down the hierarchy

The Exchange Server 5.5 administration tool did not enable you to create public folders You had to use a client, such as Outlook

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You can configure some of the settings that affect public folders by using the

Public Folder Properties dialog box Remember that you can modify these

items only by using Exchange System Manager, not the Exchange Folders snap-in

The following table describes the configuration options provided by the Public

Folders Properties dialog box

enable read/unread information to speed up clients

contain replicas Indicate the times at which this public folder is replicated to other replicas of the folder that exist throughout the company

retention length

folder

administers rights on the folder