Public Folders

The Exchange Public Folder disks are nearly out of space! If you have files stored in public folders that you no longer need, please delete them as soon as possible.

Be sure to follow University retention policies for all of your data!

Public Folders should not be used for:

  1. Backing up workstations or servers. Use TSM instead.
  2. Archiving mail. Use local .pst files instead.
  3. Personal data, including MP3 or video files not related to your work.

[This page is still under construction]

Phasing out Exchange Public Folders

Microsoft has been saying for several years that public folders will eventually be discontinued. While they are supported in Exchange 2010 (our current version) and the recently released Exchange 2013, public folders are not supported in the cloud versions of Exchange, such as Office 365. There are better products for performing their functions.

For a detailed list of reasons to get rid of Public Folders, see the 10 reasons why you should begin phasing out Exchange public folders web page.

Note: Public Folders are supported in Exchange 2010 (the version currently used by UK) and in the newer Exchange 2013. However, they are not supported in the cloud versions of Exchange, such as Office365. As more activities move to the cloud, our Exchange Public Folders will more awkward to use.

We had over 15,000 public folders as of November, 2012. It will take us a while to phase them out.

What are Exchange Public Folders?

Public folders were introduced in the first version of Microsoft Exchange and are designed for shared access. They provide an easy and effective way to collect, organize, and share information with other people in your workgroup or organization. Public folders are hierarchically organized, stored in dedicated databases, and can be replicated between servers running Exchange. An public folder is created to share information with others, and the owner of the folder can set privileges so that only certain users have access. The public folders may contain contacts, calendar items, messages, journal entries, or Outlook Forms.

Public folders don't provide versioning or other document management features, such as controlled check-in and check-out functionality, and automatic notifications of content changes, as full content management systems do.

See this Microsoft web page.

Accessing a Public Folder

From Outlook. If the Folders pane is not visible, then click on the Folder icon at the bottom left or type CTRL-6. Scroll down until you find the Public Foldersitem. Expand it by clicking on the triangle.

From Outlook Web Access. Click on the Public Folders icon at the bottom left.

Deleting a Public Folder

To delete a a folder, subfolder, or file, right click on it, then left click on delete in the pop-up menu.

You might find files or folders you cannot delete. When this happens, the delete option will be grayed out. Please make a note of the item(s) and contact the Service Desk. Remove all of the data you can.

If you are unable to delete a public folder, the Service Desk will need the following information:

  1. Give the full name of the public folder to be deleted.
  2. Verify that there is nothing left in the folder that you need.
  3. List any Subfolders that receive email. Describe what to do with that email address. For example, please have SMTP address EEE added to rsource rs_RRR.

Alternatives to Exchange Public Folders

  1. An Exchange Resource can replace a public folder used to schedule a meeting room or a piece of equipment. Set up a resource to book the room or equipment through Exchange the same way meeting attendees are booked.
  2. A Shared Mailbox and Calendar can replace a mail enabled public folder by allowing several people to read and send e-mail from a common mailbox and calendar. All of the people must have Exchange accounts.
  3. A Listserv List can replace a mail enabled public folder with a very flexible mailing list. Large numbers of email addresses are handled very efficiently. Subscribers, list owners and editors need not have Exchange accounts.
  4. SharePoint web tools are designed to be usable by non-technical users. It can be used to provide intranet portals, document & file management, collaboration, and websites.
  5. Drupal Web pages are a good choice for web content management.
  6. File Servers are a good choice for lightly used data (if your department has one).

If none of these seem appropriate to you, or if you have other questions, then please contact the IT Service Desk at (859) 218-4357 or helpdesk@uky.edu.

1. Migrating to an Exchange Resource

An Exchange Resource is a mailbox representing a conference room, whiteboard, projector, or or other item to be reserved. A resource can be booked through the Exchange calendar, just like adding a meeting attendee. Exchange supports automatic booking of resources and attributes such as the number of people that a meeting room can hold and other policies.

Exchange Resources are available to all faculty and staff at the University of Kentucky. Request one by emailing the IT Service Desk at accounts@lsv.uky.edu.

Transferring your Files

  1. If you have files to transfer from a public folder, then create a subfolder within the resource. For consistency, use the same name.
  2. Select the items you want to move in the Public Folder or subfolder.
  3. Right click in the highlighted group of items to get a menu, then left click on move. Select a destination.
  4. Note: if you have more than 3,000 items, then move them in smaller groups. Moving too many items at once will yield the error Some items cannot be moved. They were either already moved or deleted, or access was denied.

After your resource has been set up, and any files transferred, please delete the old public folder and all of its files.

2. Migrating to an Exchange Shared Calendar

A shared mailbox can be used by many people to read and send e-mail. All of the people must have Exchange accounts. It can provide a generic e-mail address, such as department@uky.edu, that many people can monitor and respond to questions. The common calendar can be used to schedule and view vacation time or work shifts.

Shared Mailboxes and Calendars are available to all faculty and staff at the University of Kentucky. Request one by emailing the IT Service Desk at accounts@lsv.uky.edu.

  1. If you have files to transfer from a public folder, then create a subfolder within the mailbox. For consistency, use the same name.
  2. Select the items you want to move in the Public Folder or subfolder.
  3. Right click in the highlighted group of items to get a menu, then left click on move. Select a destination.
  4. Note: if you have more than 3,000 items, then move them in smaller groups. Moving too many items at once will yield the error Some items cannot be moved. They were either already moved or deleted, or access was denied.

After your shared mailbox and calendar has been set up, and any files transferred, please delete the old public folder and all of its files.

3. Migrating to a Listserv List

LISTSERV can manage all types of mailing lists, including email newsletters, announcement lists, discussion groups and email communities, and it allow highly customized set-ups to suit your exact needs. The system scans all messages for viruses before delivery and the Web interface allows you to control your list(s) from anywhere on the Internet. LISTSERV was the first automated mailing list manager, developed for BITNET in 1986, and it is still in wide use today. Listserv Lists are available to all faculty and staff at the University of Kentucky

  1. Request a new list on the Application for a new list web page. You must preface your link blue userid with "ad\" or "mc\".
  2. Use the Listserv web interface to manage your list.
  3. See the Common ListServ Errors Wiki page.
  4. After your list has been set up, please delete your old public folder and its files (if any).

For further help, please contact the IT Service Desk at (859) 218-4357 or helpdesk@uky.edu.

4. Migrating to a SharePoint site

SharePoint sites and services are available to all faculty and staff at the University of Kentucky. Your department or college may already have a SharePoint site, in which case you can ask the site administrator to set you up as a sub-site. If this is not appropriate for you, or if you just don't know who to ask, then please contact the IT Service Desk at (859) 218-4357 or helpdesk@uky.edu. A service desk representative will track down the proper person or information for you.

For more information on SharePoint, see the SharePoint web page.

SharePoint should not be used for:

  1. Backing up workstations or servers. Use TSM instead.
  2. Archiving mail. Use local .pst files instead. Be sure to follow University email retention policies.
  3. Personal data, including MP3 or video files not related to your work.

Transferring your Files

  1. Create a folder on your workstation to temporarily hold the items transferred.
  2. Open Outlook and click on the Folder Icon (or use Ctrl+6) to open the Folder View in the Navigation Pane. Find and open your public folder.
  3. Select the items to be transferred and drag them to the folder on your workstation.
  4. Uploading files to SharePoint one at a time:
    1. Use a web browser to open your SharePoint site.
    2. Create a new folder, if desired, by clicking the Library Tools - Documents tab.
    3. Click the Add Document button and Browse to select a file in the temporary folder on your workstation.
    4. Click Upload to upload the file.
    5. Repeat for each file.
  5. Using the WebDAV protocol to bulk upload files:
    1. Use a web browser to open the SharePoint folder you are going to use. Copy the URL, for example, https://sharepoint.uky.edu/UKIT/PublicFolders/Shared%20Documents/.
    2. On Windows 7 — right-click on Computer and bring up the Map Network Drive panel. Click on Connect to a Web site that you can use to store your documents and pictures. Use the Wizard, Specify the address of a website, network location, or FTP site, and paste in the URL of your SharePoint folder.
    3. MacOS X — click on the Finder menu and pull it down to Connect to server. Paste in the URL of your SharePoint folder.
    4. In either case, the SharePoint folder will be mounted on your desktop as a remote disk. You can drag-copy files in and out of it, delete files from it, and so on.

After your site has been set up and all of the files transferred, please delete the old public folder and all of its files.

5. Migrating to a Drupal Web Page

Drupal is an open source content management platform powering millions of websites and applications. It’s built, used, and supported by an active and diverse community of people around the world. Drupal has been chosen by UKIT as our web and content management system of choice, and most of its web pages are now in Drupal (or are being converted). Drupal is widely used across campus and Drupal Web Pages are available to all faculty and staff at the University of Kentucky.

Learning about Drupal:

  1. Visit the Drupal Support Community for information about Drupal.
  2. Click on the Training tab for details about Drupal training.
  3. Click on the New Drupal site link to request a new site on the UKIT Hosted Drupal platform.
  4. Attend one of the Drupal Lounges to discuss your questions with other Drupal users. Click on the Drupal Lounges tab for times and locations.

Transferring your Files

  1. Copy the files from your old public folder:
    1. Create a folder on your workstation to temporarily hold the items transferred.
    2. Open Outlook and click on the Folder Icon (or use Ctrl+6) to open the Folder View in the Navigation Pane. Find and open your public folder.
    3. Select the items to be transferred and drag them to the folder on your workstation.
  2. Convert the files to Drupal:
    1. Use your web browser to connect to the Drupal server http://www4.uky.edu/ukit/, then click on the Add content button.
    2. Use a text editor to open a file from the temporary folder on your workstation. Copy the text and formatting tags, but not the body tags or anything outside of them.
    3. Fill in the Title. Paste the text and formatting tags into the Body. You may want to fill in the URL Path Settings. Click the Save button.
    4. Review your new Drupal page. Click the Edit tab if you may need to adjust the formatting to fit the Drupal template.
  3. After your site has been set up and all of the files transferred, please delete the old public folder and all of its files.

For further help, please contact the IT Service Desk at (859) 218-4357 or helpdesk@uky.edu.

6. Migrating to a folder on a File Server

If your department maintains a file server for its own use, then you may want to put some of your files there. Contact your department's IT person for more informaiton.

Transferring your Files

  1. Mount the File Server as a remote disk (aka 'a share') on your desktop.
  2. Create a folder there to hold the items transferred.
  3. Open Outlook and click on the Folder Icon (or use Ctrl+6) to open the Folder View in the Navigation Pane. Find and open your public folder.
  4. Select the items to be transferred and drag them to the folder on your File Server.
  5. After all of the files have been transferred, please delete the old public folder and all of its files.

859-218-HELP (859-218-4357) 218help@uky.edu

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