This document introduces the district's public folders,
and explains how public folders can be used to share information
with the entire school from within Outlook.
These instructions assume that you have already changed
your view in outlook to use the folder list instead of the
"Outlook Bar." For more information on how to
do this, please click here.
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Overview Of Public Folders
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Public Folders are folders that appear within
Outlook that can be used to share information with the entire
district. Public folders can contain a variety of information,
including the following:
- Shared E-Mail Messages
- Shared Calendars
- Shared Contact Lists
- Shared Task Lists
- Shared Notes
- Shared Journals
The school, for example, has a Calendar object
in the public folders called "School Calendar" that
the entire district can access, but only certain people can
modify. The School Calendar is used as a shared calendar that
everyone can view to look at upcoming events at the school.
This document will walk you through the process
of creating public folders, but you may not have permission
to create them. If you get access denied messages when attempting
to create public folders, please contact the help desk and
we will assist you.
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Step 1: Open the Public Folders
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Double-click on Outlook to start the program.
Once Outlook opens, expand the Public Folders object, then
expand the "All Public Folders" object. Any public
folders that exist will be listed here. A screen shot is provided
below.
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Step 2: Create a New Public Folder
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Right-click on the "All Public Folders" object
and select "New Folder" as shown in the screen
shot below.
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Step 3
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On the next screen, select the type of public
folder that you're creating. The list of options is shown
in the screen shot below.
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Step 4
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Once you click OK, the new public folder will
be created as shown in the screen shot below. Any folders
created in the public folders will be visible to everyone
in the district, unless the creator changes the permissions
on the object. For information on changing permissions of
public folders, please contact the help desk. .
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