Skip to Content

How should I use Public Folders and File Servers?

Below you will find a short outline covering the appropriate uses of both Public Folders, and File Servers.

Public folders are an easy way to collect and share information with others in your department, as well as in other departments.

Public folders can include discussions, Outlook objects, file attachments, archived mail, and are ideal for collaboration.
But I already have a place to put documents on a server
Although you may have access to save items on a server in your department, you will now have the option to share documents on the Exchange server. Some of the benefits of public folders on the Exchange server are:

  1. Conversation logging and threading
  2. Interdepartmental sharing of information
  3. Easy-to-use because of integration into Microsoft Outlook
  4. Available through the web via Outlook Web Access
  5. Ability to search posts, including attachments
  6. Shared calendars for vacation time or resource management

If the information you would like to share meets all of the following criteria, then you should save the information in the Public Folders on Exchange:

  1. Information is shared among many people in your department or is shared with people in other departments.
  2. There will not be many updates and additions to the information/document (does not include responses to the information).
  3. You would typically email the information.*
  4. The information is to be shared with all users who have permission to view the folder

If you find that the information you are trying to share does not meet any of these criteria, then it is best to use an alternate method of collaboration, such as a departmental file server, FTP, email, or even removable media (floppy disk, Zip Disk)

* Examples of documents/information that should be emailed include: "small" MS Office Documents (Word, Excel), Outlook items (Tasks, notes), .pdf files, and text files, among others.
Files that should never be emailed, and that should never be opened if received by you include: applications (.exe, .msi), script files (.vbs, .bat), and music files (.mp3, .wav), among others.

Updated: 9/18/2006