Shared folders

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markus - 31 Mar 2005 22:56 GMT

In an exchange enviroment, folders can be shared among users.

But it seems to me that, on a larger scale, this can be pretty tedious.

What if I want to a single shared calendar that is used by all users?
how is this normally done? .. I know I can put it in public folders, my
question here, again, is must that calendar be created on 'someones'
PC......in 'someones' mailbox?

What if several users are sharing folders among different other users?
Doesn't this become difficult to administer? knowing what shared folder is
hosted where?

Am I missing something here? Shouldn't I be able to make 'centralized'
shared folders (of different 'types'... cal, tasks, notes, etc ) on the
server itself and give out permissions accordingly?
..or do the shared folders have to be created in an individual users
mailbox?

if so, again, what is the normal method here? Designate a single PC (like
the server perhaps, with outlook installed on it) as the only place where
shares are to be created?
... or just let people do as they please and deal with administering it as
needed....(what I mean by administering it is like a user has a very
important shared task list.. he leaves.. eventually his account is
deleted... oops, the important task list is gone.. before this happens,
someone needs to move it, etc.. ya know, administer it ....

How is this all normally handled?

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Roady [MVP] - 31 Mar 2005 23:35 GMT

General lists should be created in a Public Folder. You can create mail
folders through Outlook and Exchange System Manager. Task, Calendar, Notes,
etc folders should be created through Outlook. You can assign permissions to
it through Outlook and Exchange System Manager.

In general you want the department be responsible for its own data and
should delegate the task of setting permissions to a limited amount of
people on that department (usually secretaries). For this you can assign a
mailbox/folder owner. Permissions on a user's mailbox of course needs to be
maintained by that user. In general when a user leaves the company the
department is responsible for transfering the data to someone else. As an
admin you are responsible for keeping data available. You are not
responsible for departments actually doing their job and make sure that they
pick up the work after the employee left the company.

Whatever you do; DON'T install Outlook on the Exchange server! Permissions
can be set through any Outlook client on the network.

Signature

Robert Sparnaaij [MVP-Outlook]
www.howto-outlook.com

Tips of the month:
-Properly back-up and restore your Outlook data
-Creating a Permanent New Mail Desktop Alert in Outlook 2003

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> In an exchange enviroment, folders can be shared among users.
>
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>
> How is this all normally handled?

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