Public folders in Microsoft 365 Messaging (MS-203 exam topic) are a tool designed for data sharing and joint mailbox management. They can be used to collect, arrange, and share data within different workspaces. This post will guide you through the process of creating and managing public folders in Microsoft 365, a critical skill that’s tested in the MS-203 exam.
Creating Public Folders
To create a public folder, follow these steps:
- Launch the Exchange admin center (EAC). Click on public folders on the features pane, then select + to create a new public folder.
- In the new public folder window, you need to provide a name for your public folder. Make sure the name is unique and intuitive. Then, select ‘save’.
Remember, you need to have the necessary permissions assigned in Exchange Online to carry out this task.
Managing Public Folders
Once the public folder is created, you can start managing it. This includes assigning permissions, editing its properties, and deleting the folder. Below are the steps to do each task.
Assigning permissions
Assign permissions to allow others to perform different tasks such as reading, creating items, or even managing the public folder.
- In the EAC, navigate to public folders > public folders. A list of all available folders will be displayed.
- Choose the public folder you want to assign permissions to, click ‘…’ and then ‘manage’.
- Select ‘add’ and choose the user to whom you want to assign permissions. You can then add the necessary permissions from the list.
Editing Folder Properties
You can change the properties of public folders like the name of the folder, email address assigned to the folder, and more. To make changes:
- In the EAC, navigate to the public folders. Select the public folder and click the ‘edit’ button.
- A window will appear where you can make the necessary changes. Click ‘save’ when you’re done.
Deleting A Public Folder
If you want to delete a public folder, select the folder in the EAC and click the ‘delete’ button. Confirm deletion by clicking ‘yes’.
Mail-Enabled Public Folders
Mail-enabled public folders are a type of public folder that can have an email address. People can post to the folder by sending an email to this address.
To mail-enable a public folder, you need to run the following command in the Exchange Management Shell:
Enable-MailPublicFolder -Identity \MyPublicFolder
(`MyPublicFolder` is the name of the public folder you want to mail-enable.)
Note that only mail-enabled public folders can receive emails.
Hopefully, you now have a decent understanding of how to create and manage public folders in the Microsoft 365 environment. Practice running these operations in a sandbox environment to grasp them better before your MS-203 exam. Good luck!
Practice Test
Public Folders in Microsoft Exchange Server can be used to collect, organize, and share information.
- a) True
- b) False
Answer: a) True
Explanation: Public Folders provide a simple access to corporate data where users can find and view information in a familiar interface.
It is not possible to recover deleted public folders in Microsoft Exchange Server.
- a) True
- b) False
Answer: b) False
Explanation: Exchange Server permits recovery of deleted Public Folders within a default period of 30 days.
You can assign permissions to a Public Folder on the Microsoft Exchange Server at any level.
- a) True
- b) False
Answer: a) True
Explanation: Permissions to a Public Folder can be assigned at any level to control the users who have an access.
How can public folders be accessed when required?
- a) Through a web browser
- b) Through an email client
- c) Both a) and b)
- d) None of the above
Answer: c) Both a) and b)
Explanation: Public Folders can be accessed through both, a web browser and an email client such as Microsoft Outlook.
Can a Public Folder Calendar be used to schedule resources like meeting rooms and projectors?
- a) True
- b) False
Answer: a) True
Explanation: Public folder calendars can be utilized to schedule resources like meeting rooms and projectors in a sophisticated manner.
Identifying and managing public folder replicas is performed using:
- a) Management Console
- b) Active Directory
- c) Command Shell
- d) Administrator Center
Answer: c) Command Shell
Explanation: The Exchange Management Shell is utilized to identify and manage public folder replicas.
Every public folder mailbox has an associated email address for delivery purposes.
- a) True
- b) False
Answer: b) False
Explanation: Public folder mailboxes do not have an email address associated with them. They just store public folder content and hierarchy.
Mail-enabled public folders can receive emails from:
- a) Only internal senders
- b) Only external senders
- c) Both internal and external senders
- d) None of the above
Answer: c) Both internal and external senders
Explanation: Mail-enabled public folders have an email address and can receive mail from both, internal and external senders.
Creating a public folder requires enabling its mailbox.
- a) True
- b) False
Answer: a) True
Explanation: Before you can create a public folder, you need to enable its mailbox. It acts as a repository for the hierarchy and for the content of the public folder.
It is possible to customize the quota limits for Public Folders.
- a) True
- b) False
Answer: a) True
Explanation: Microsoft Exchange Server permits customization of the quota limits of Public Folders to manage storage effectively.
Repairing public folders can be only achieved by deleting and recreating them.
- a) True
- b) False
Answer: b) False
Explanation: Public folders can be repaired by using the Repair-PublicFolder cmdlet, which is a more efficient method than deleting and recreating them.
The maximum allowed size for an item in a Public Folder is 150 MB.
- a) True
- b) False
Answer: b) False
Explanation: The maximum allowed size for an item in a Public Folder is 25 MB.
Public Folders can be created in the Exchange Online PowerShell only.
- a) True
- b) False
Answer: b) False
Explanation: Public Folders can be created in both the Exchange admin center (EAC) and the Exchange Online PowerShell.
Public Folders can be used to send automatic reply messages.
- a) True
- b) False
Answer: a) True
Explanation: One feature of Public Folders in Microsoft Exchange Server is that they can be set up to send automatic reply messages.
In the event of unplanned downtime, it is impossible to recover public folders.
- a) True
- b) False
Answer: b) False
Explanation: In the event of unplanned downtime, the Public Folder data can be recovered from backups made previously. Also, redundancy provided by Database Availability Groups (DAGs) ensures that data remains available during server failures.
Interview Questions
What is the main purpose of public folders in Microsoft 365 Messaging?
The main purpose of public folders in Microsoft 365 Messaging is to collect, organize, and share information with others in your organization. They are a useful tool for group collaboration and information management.
How do you create a public folder in Microsoft 365?
To create a public folder, you need to log into your Microsoft 365 Exchange admin center, navigate to public folders > public folder mailboxes. Click on the ‘+’ sign to create a new public folder mailbox and provide a name for it. Then, navigate to public folders > public folders. Click the ‘+’ sign again to create a new folder within the mailbox.
Who has the permissions to create public folders in Microsoft 365?
In Microsoft 365, only the administrator and delegated users who have been given the necessary permissions can create public folders.
Can you create a sub-folder in an existing public folder in Microsoft 365?
Yes, you can create a sub-folder in an existing public folder in Microsoft 365. This helps in better organization and categorization of the content.
How do you assign permissions to a public folder in Microsoft 365?
To assign permissions to a public folder, navigate to the public folder you want to assign permissions to, then click on ‘Manage’. Here, you can add or remove users, and assign different permission levels like owner, publishing editor, editor, etc.
What is a public folder mailbox in Microsoft 365?
A public folder mailbox in Microsoft 365 is a special kind of mailbox that is used to store the contents of public folders.
How can you limit the use of public folders?
The use of public folders could be limited by using permissions and access rights. You can control who can create public folders, who can add content to them, and who can view the content.
How can you delete a public folder in Microsoft 365?
To delete a public folder, you need to navigate to the public folder you want to delete, select it, and then click on the delete icon in the toolbar.
Can users find public folders in their address book?
Yes, users can find public folders in their address book, only if the public folders are mail-enabled.
How can you mail-enable a public folder in Microsoft 365?
To mail-enable a public folder, navigate to the public folder, click on the ‘…’ (elipsis), and then select ‘Mail Enable’. Then, save the changes.
What happens when a user deletes an email from a public folder?
If a user deletes an email from a public folder, it is moved to the user’s personal Deleted Items folder, not the Deleted Items folder in the public folder.
Can you recover deleted items from a public folder?
Yes, as an admin, you can configure the public folder settings to retain deleted items so they can be recovered.
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