Office 365 is fantastic, and has allowed more businesses to utilise the benefits of an Exchange system managing their email with very few caveats.
Public Folders is one of the features that not all companies are aware of. Public Folders allow you to share a set of folders with the whole company (or just a select few) which is great as they can be used for shared email addresses and company contact lists.
To create Public Folders in Office 365:
- Login to the Office 365 portal (http://portal.office.com) and open the “Exchange” admin center
- Select “Public Folders” on the menu to the left
- Select “Public Folder Mailboxes” at the top
- Select the “+” at the top
- Give the Public Folder Mailbox a name (I usually go with the company name) and select “Save” Ignore any warnings you may receive at this stage
- Select “Public Folders” from the menu at the top and select the 3 dots on the menu above the drop-down
- Select “Root permissions”
- Click the “+” and give whoever you would like full permissions on the Public Folders
- Save the permissions
- Click the “+” and create a new public folder with any name (I usually use the company name again)
- Open Outlook as a user you have given full permission to
- Expand “Public Folders”
- Right-click on “All Public Folders” and choose “New Folder”
- Specify a name and a type of folder and click “OK”
- Right-click on the folder and choose “Properties”
- Select the “Permissions” tab and add any users who should have access
- Press OK
The folder should then be visible to all other users!
*You may need to access the folder list to see public folders, do this by clicking on the 3 dots at the bottom of Outlook and selecting “Folders”*