This document outline the steps for creating new Public Folder and setting sharing permissions for them in Outlook.

FOR ADMINS: By default, the company admin is also a Public Folder (PF) admin who has rights to assign PF admin permissions to other users. This can be done by modifying the public_folder_writers distribution list in Outlook (Please see the Knowledge Base article entitled Modifying Members of a DL). You can also grant a variety of sharing permissions for each Public Folder on a per user or company-wide basis, as outlined in the Setting Sharing Permissions section below.

Creating a Public Folder

1. Ensure that your Outlook is in the Folder List view by selecting the corresponding icon in the bottom-left corner of your Outlook.
   



2. Expand Public Folders, All Public Folders and your Company Public Folders.
   



3. Right-click on the folder under which you would like to create the new Public Folder and select New Folder
   



4. Type in a name for your folder and select the type of items it will contain:
   • Appointment Items
• Contact Items
• Journal Items
• Mail Items
• Notes Items
• Task Items
  



5. The new public folder will be created once you click OK.

Setting Sharing Permissions

You must have Owner permissions on a public folder in order to set the sharing permissions for it.

1. Follow Steps 1-2 from above.
2. Right-click on the PF that you would like to set permissions for and select Properties
   



3. Click the Permissions tab. To set permissions that apply to everyone in your company, click Default in the Name list.
   



4. Select the role you want to assign from the drop-down menu next to Permissions Level.
   1. Owner - Grants all permissions in the folder. Create, read, modify, and delete all items and files and create subfolders. The owner can also change permission levels that others have for the folder.
   2. Publishing Editor - Grants permission to create, read, modify and delete all items and files, and create subfolders.
   3. Editor - Grants permission to create, read, modify, and delete all items and files.
   4. Publishing Author - Grants permission to create and read items and files, modify and delete items and files you create, and create subfolders.
   5. Author - Grants permission to create and read items and files, and modify and delete items and files you create.
   6. Nonediting Author - Grants permission to create and read items and files.
   7. Reviewer - Grants permission to read items and files only.
   8. Contributor - Grants permission to create items and files only. The contents of the folder do not appear.
   9. None - Grants no permission in the folder. Use this as the default permission when you want to limit the folder audience to only users you specifically add to the Name/Role box.
5. To set different permissions for a particular person or group, click Add.
6. In the Type name or select from list box, select the name of the person or group whose permission level you want to change.
7. Click Add, and then click OK.
8. In the Names box, click the name you just added and assign it the desired permission level.