It is quite easy to share information if you have public folders set up. Create a root folder. Then within Outlook, go to Folder List and then add a Folder and you will see a drop down for the type of information (i.e. Calendar, Contact, etc.).
After adding this content, you can set permissions.
More details —
This feature requires you to use a Microsoft Exchange Server 2000,
Exchange Server 2003, or Exchange Server 2007 account. Most home and
personal accounts do not use Microsoft Exchange. For more information
about Microsoft Exchange accounts and how to determine which version of
Exchange your account connects to, see the links in the See Also
Public folders is a feature of Microsoft Exchange that provides a
way to collect, organize, and share information with others in an
organization. Typically, public folders are used by project teams or
user groups to share information on a common area of interest. When you
are connected to the server running Exchange, folders labeled "Public
Folders" appear in the Microsoft Office Outlook Folder List (Folder
List: Displays the folders available in your mailbox. To view
subfolders, click the plus sign (+) next to the folder. If the Folder
List is not visible, on the Go menu, click Folder List.) in the Navigation Pane (Navigation
Pane: The column on the left side of the Outlook window that includes
panes such as Shortcuts or Mail and the shortcuts or folders within
each pane. Click a folder to show the items in the folder.).
You can manage these folders from Outlook. Public folders can contain
any type of Outlook folder item such as messages, appointments,
contacts, tasks, journal entries, notes, forms, files, and postings.
You can also add a shortcut to any public folder to the Favorites folder under Public Folders.
Things you can do with public folders include:
Post information on an electronic bulletin board
- A bulletin board allows you to participate in online
discussions. Each topic can be stored in its own folder with its own
- A bulletin board can be unmoderated,
making it similar to an Internet newsgroup for which everyone has
permission to read and post information.
- A bulletin board can also be moderated by an assigned person who receives users’ items and decides which ones to post.
- You can work with posted information in the following ways:
- Once the online discussion is started, you can post a reply in the public folder for the group to read.
- If you don’t want the entire group to read your reply, you can
reply directly to the person who posted the information, or forward
posted information to only the recipients you select.
- To use a public folder as a bulletin board, the folder must be able to store e-mail messages.
Share Outlook items in a calendar, contact list, or task list
- Share a calendar to keep track of meetings, events, holidays, vacation time, and project deadlines that affect the group.
- Share a contact list to make names, job titles, addresses, and phone numbers available to the group.
- Share a task list to keep track of each member’s progress on a project the group is working on.
- Open a file in a public folder to read or update the file or to quickly browse through a series of files.
- Use Windows Explorer to copy an existing file from another program to a public folder without having to open the file’s program.
a file to a public folder without exiting the program used to create
the file. For example, you might want to post a quarterly sales report
you just updated in a Microsoft Office Excel workbook so the group can
quickly view the latest information.
If you want to share files that are frequently read or updated by
others, you must have the program the file was saved in set up on your
computer. When you copy a file from Windows Explorer or post a file
from another Microsoft Office program that is open to a public folder,
the original file remains where it is stored. Changes to the copied or
posted file in the public folder don’t affect the original file.
Determine folder access through permissions
- Permissions to public folders are usually determined by an
administrator or someone in your organization who owns a folder for a
specific project or subject.
- For the folders you have
permission to access, you typically can read items and add items to the
folder but you cannot delete items other than the ones you add.
- If you have permission, you can set up your own public folders and give other people permission to use them.
you own a public folder, you can apply your own custom views, forms,
custom fields, and rules to your public folders. You might want to
specify a specific view that appears when others first open the folder.
if you don’t have permission to make changes in the folder, you can
still save a personal view of a public folder that meets your needs.
When you save a personal view of a public folder, that view is always
available to you.
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