Find Out How to Use Public Folders in Outlook – Step by Step Guide
“I am having some Public Folders stored in my system. It has some important mailbox items which I want to use. But, there is an issue that I am not able to access those folders in my Microsoft Outlook account. So, I want to know how to access Public Folders in Outlook. It will really make my work easy. Thanks!”
The Public folders in Microsoft Outlook email client provide a platform to organize, gather, and share data on a particular subject within the firm. The term ‘Public’ says that a file can be viewed by all the organization’s employee, not the entire world. Whenever a content is posted in a public folder, you are not mailing it to each person. This means that Inbox mailbox of no employee will be cluttered. Instead, whenever an individual wishes to view a particular post, he/she can check the folder anytime.
Important Note – All Microsoft users need to keep one thing in mind that the Exchange server and an Exchange email id is mandatory to access public folders in Outlook.
What is the Difference Between Public Folders and Mail Folders?
- After switching from a mail folder to public folder, the button of New Post (located above Folder Pane) changes to the New Email. This happens because items are getting posted instead of sending messages in the public folder.
- There is no Reply All button when a reply comment is to be posted in the public folder. Any user who is capable of viewing your folder content will be able to read your post, as well.
Solution to Create Public Folders in MS Outlook 2016, 2013, 2010
Before a user tries to access public folders in Outlook app, it is important to be aware of its creation. So, first, we will learn how this type of folder is created and then, go to its accessing steps.
1. Discuss with the Exchange Admin
There are chances that enterprises do not support sharing of public folders or might have a list of policy to be enforced on them. Go to the administrator and tell him/her about creating the Public folder in MS Outlook. This will ensure you that you are going on the correct path. If the firm permits and supports the public folder usage but, the public folder at the top level is not created then, take help of admin to create it.
Just to Check – Simply press Ctrl + 6 keys from the keyboard to check the top level folder, created by the administrator. You will be able to read the content imposed in the Folder pane of the email client.
2. Create and Give a Name to Folder
a) Press Ctrl + 6 keys simultaneously for viewing the Public Folders in Folder Pane
Note: If you are unable to see the Public Folders section then, view the local Exchange administrator.
b) Right-click on the public folder and choose New Folder from the list
c) Give a desired name to this folder and click OK
3. Set Permissions on New Folder
By default, the folder accessing permission is granted only to you because you are the creator of it. This means that now you have to change the default permissions and allow everyone to view your folder. From the step (3), you will learn solution on how to access public folders in Outlook 2016, 2013, 2010, etc.
After successfully completing with the creation of public folder, you can allow or access of the folder to particular groups or users. You can refer following guidelines to do the same:
a) Right-click on the Public Folder on which permissions are to be granted and click on Properties option.
b) Go to the Permissions tab and under permissions, select the permission level.
c) When you are done with the permission level, customize them by checking or unchecking the options provided to you. This will customize the permission level for a particular user or group.
d) Click on Add Button to search for the contacts or groups whom the permissions are to be assigned.
e) Select the desired contact and users group from the Global Address List by clicking Add after choosing each user. Whenever a user or group gets added, that will be displayed in a box just at the right-hand side of the Add button.
f) By repeating Step (b) to Step (e), you need to set up different users or groups permissions.
g) At last, click on OK button to append all the changes made by you.
Conclusion
How to access public folder in Outlook 2016, 2013, 2010 – this question is raised by the majority of users around the world. Some users are capable of creating public folder in Outlook app but, it becomes impossible for them to work with it. It happens because they are unaware of further steps of assigning the permissions. Therefore, we came up with this informative blog to help such Microsoft users.
