Outlook 2016 Intermediate/Advanced

Outlook 2016

Lesson – Working with Folders and Forms

Use public folders to store and share any Outlook information, including calendars, tasks, contacts, or messages, as well as files of any type, such as Microsoft Office documents. In addition, you can create custom Outlook forms to collect and display the data in a public folder.

Use public folders for a variety of purposes. For example, use a public folder as a bulletin board, which people can use to post, read, and respond to messages. As the message thread builds, users can view all the messages and replies. Also, use a public folder to share items (such as a company event schedule or contact list) or information regarding a specific project.

NOTE To set permissions for a public folder, you must have owner permission for that folder. To view your permission level for a folder, open the Properties dialog box. The Permissions tab appears if you do have owner permission; otherwise, the Summary tab appears. To set a particular level for everyone who can use the folder, select the Permissions tab and select Default in the Name list and select the desired role. By default, an Internet Newsgroups public folder is available. Set up this folder to use as an internal company newsgroup by your system administrator. Copy a private folder to a public folder to quickly create a new public folder.

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P ROCEDURES

1. Click the Folder tab

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2. Click the New Folder button

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3. Type the name of the public folder.

4. Select the Folder contains list.

5. Select the item type to place in the new folder.

6. Expand the Public Folders group.

7. Select the public folder where you want your new public folder to appear in the Select where to place the folder list box.

8. Select

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9. Open the Properties dialog box for the public folder and use the Permissions page to set the appropriate sharing permissions for the public folder.

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