70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

1. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration Chapter Six Public Folders

2. Objectives • Describe public folders, the advantages of multiple public folder trees, and create and configure public folders and public stores • Configure public folder permissions and how they are propagated to subfolders • Describe how public folders are replicated 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

3. Objectives (continued) • Manage public folder replication • Understand public folder referrals • Troubleshoot public folders 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

4. Public Folders • Public folders are contained in public folder stores • Public folders are a foundation for collaboration • Enable access to a centralized messaging system • Allow sharing of files and messages • Critical tool for an organization with geographically diverse sites • Combine with customized forms for collaboration applications • Examples: bulletin boards, discussion groups 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

5. Introduction to Public Folders • Public folders: shared repository for Exchange Server 2003 • Public folders provide seven capabilities • Multiple public folder trees (hierarchies) • Secure items in public folders • Accessibility from the Web • Accessibility from the file system • All-text indexing capabilities through MSSearch • Referrals enabled by default • Public folders 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

6. Introduction to Public Folders (continued) • Public folder store realizes seven capabilities • New public folder is placed in the public folder store of Exchange server • Default public folder store: public root store • Two features supported by Exchange server with public folder store: • Can host a public folder • Can have a public folder replicated to stores of additional servers 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

7. Public Folder Trees • Exchange organizations may host multiple public folder trees • Public folder tree characteristics: • Consists of a separate hierarchy of public folders • Must be unique • Top-level public folders are: • Folders at first level • Placed in public folder store on user's home server • Lower-level public folders: • Are placed in public folder store containing parent folder • May be replicated to other servers in an organization 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

8. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

9. Public Folder Trees (continued) • Additional trees and hierarchies may be created • Use: file repositories for departments, groups, or projects • General-purpose public folder trees are used for collaboration with browsers and applications • Ex: Office 2003 uses HTTP to access the Information Store • Two different public tree hierarchy types: • Default (All Public Folders) • Accessible to MAPI mail clients such as Outlook • Alternate • Appear alongside All Public Folders tree 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

10. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

11. Public Folder Trees (continued) • Each public folder tree uses a separate database on Exchange Server 2003 • All Public Folders tree is maintained on the public root store • Point the mailbox stores to the public root store • Performed during configuration • Enables a user's mail client to access the default public folder tree • Public folder hierarchy for each public folder tree is: • Maintained by Active Directory • Available to every Exchange user in an organization 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

12. Public Folder Trees (continued) • Six issues concerning public folder support: • Replication: additional trees only affect servers where configured • Size minimization: extra trees reduce the size of the default tree • Permissions: • MAPI permissions for top-level hierarchy MAPI clients • MS Server 2003 permissions for alternate top-level types • Top-level hierarchies: • One MAPI top-level hierarchy per organization • Multiple general-purpose top-level hierarchies per org. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

13. Public Folder Trees (continued) • Six issues concerning public folder support: (continued) • Deep traversal searches are: • Not supported by MAPI top-level hierarchy • Supported by general purpose trees • Mixed/native mode settings • Mixed: Only MAPI folders are mail-enabled by default • Native: Both types of folders are mail-disabled by default • Three steps to creating a new public folder tree: • Create a new top-level root folder • Create a new public folder store to hold the new tree • Connect a new top-level folder to the new public folder store 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

14. Creating a New Top-Level Root Folder • Actions performed only on general-purpose tree types: • Create, change, or delete • Default tree is: • Created when Exchange Server 2003 is installed • Managed by Exchange Server 2003 • Consequences of creating a new public folder tree: • Exchange Server creates object in Active Directory • Directory object holds attributes and properties of tree • Default container created to store new object • You may create a container (for Administrative groups) 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

15. Activity 6-1: Creating a Top-Level Public Folder Tree • Time Required: 5 to 10 minutes • Objective: Create a general-purpose, top-level public folder tree • Description: Create a general-purpose, top-level public folder tree. Look at how a public folder container can be created. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

16. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

17. Creating a Public Folder Store • New public folder trees are associated with public folder store • Considerations when configuring public folder store: • Folders tend to become cluttered over time • Dated and/or redundant information is stored • Limits tab settings that alleviate folder degradation: • Deleted item retention: retains item for a specified period • Age limit: item deleted once age limit is reached 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

18. Activity 6-2: Creating a Public Folder Store • Time Required: 10 to 20 minutes • Objective: Create a public folder store for the public folder tree that was created in the previous activity • Description: Create a public store to associate with the public folder tree that was created in the previous activity; walk through the different options that can be set for the public folder store. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

19. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

20. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

21. Creating Public Folders • Public folders are created after public folder tree • Public folders provide a storage point for common information • Information may be centralized or distributed • Individuals authorized to create public folders • Administrator using Exchange System Manager • Client (with permission) using Outlook • Additional rights for creators of public folders • Set up hierarchy of folders • Set up associated permissions 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

22. Activity 6-3: Creating Public Folders • Time Required: 10 to 20 minutes • Objective: Create public folders under the default public folder tree • Description: Create two public folders under the default public folder tree, accessible only to MAPI (Outlook) clients. Illustrate creation of public folders through Exchange System Manager. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

23. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

24. Activity 6-4: Recovering Deleted Items • Time Required: 5 to 10 minutes • Objective: Outline the steps that are required to recover deleted items • Description: Recover deleted items from public folder stores provided you set a deleted item period for the public folder store from which the items were deleted and retention period has not expired 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

25. Configuring Public Folder Permissions • Permissions specify who may perform a set of activities in the folder • Exchange Server assigns permissions when a new folder is created • Permissions may be assigned to three entities: • Folders, items, properties • Permissions may be inherited from higher-level objects • Examples: public folder tree or administrative group • Configure public permissions using Outlook • Exchange Server then configures corresponding Windows Server 2000/2003 permissions 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

26. Configuring Public Folder Permissions (continued) • Four principles of security in Exchange Server 2003: • You can apply access control to any resource • Folders, items in folders, properties of item • You apply the same type of permissions for a folder or items in it • Assign permissions to user account or security group in Windows Server 2000/2003 • Access Control List (ACL) entries are processed until: • Entry denies permission • All requested permissions are granted • End of list reached without permission being granted • Permissions can be denied 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

27. Configuring Client Permissions • Tools to specify client permissions for a public folder: • Exchange System Manager or Outlook • Default access levels: • All users are permitted to access folder and read contents • Includes users accessing folder anonymously over Web • Additional permissions for users who log on to network or Outlook Web Access • Create subfolders and items in folders • Read, edit, and delete created items • Set a new role for special users Anonymous and Default to change permissions 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

28. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

29. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

30. Activity 6-5: Setting Client Permissions • Time Required: 5 to 10 minutes • Objective: Configure client permissions for a public folder using Exchange System Manager • Description: Use Exchange System Manager to configure the client permissions for a public folder to allow users to manipulate folder contents 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

31. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

32. Activity 6-6: Setting Directory Rights and Designating Administrators • Time Required: 5 to 10 minutes • Objective: Configure directory and administrative rights to a public folder • Description: Use Exchange System Manager to configure directory and administrative rights on a public folder 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

33. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

34. Propagating Permissions • Parent folder is a top-level folder in a public folder tree • Permissions assigned to a parent folder propagate to all folders in tree • Parent folder itself inherits from higher-level folders • Ex: Administrative Group and organization permissions • Three categories of permissions for public folders: • Client rights • Directory rights • Administrative rights • Exchange System Manager applies parent folder settings to subfolders 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

35. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

36. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

37. Activity 6-7: Propagating Folder Settings • Time Required: 5 to 10 minutes • Objective: Propagate public folder settings to subfolders • Description: Propagate public folder settings to lower-level subfolders within the public folder tree; show automatic and manual techniques. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

38. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

39. Replicating Public Folders • Public Folder replication is a mail-based process • Uses SMTP to transport messages between servers • Servers contain replicas of information 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

40. Client Access to Public Folders • Client attempts to access public folder data on server • Must connect to server containing replica of data • Any replica can be passed back to user • Client connection attempts to follow a sequence of steps • A call is made to the Information Store • Returns a list of servers having copy of requested folder • Information Store makes a call to a routing service • Routing service returns costs of route to public folder • Information Store determines route to closest copy of public folder 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

41. Server Replication • Public Folder Replication Agent (PFRA): • Part of Information Store • Monitors changes, additions, deletions to public folders • Uses change numbers, time stamps, predecessor change lists • Change number made up of two parts: • Globally unique Information Store identifier • Server specific change counter • Change counter is sequential across all messages and folders on the Information Store 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

42. Server Replication (continued) • PFRA time stamps messages arriving in public folder • Predecessor change list identifies public folder conflicts • Lists Information Stores that made message changes • Lists last change number made by Information Store • Events occurring after message creation: • Information Stores receive a replication message • Message is created in each instance of public folder • Originating Information Store change number is used 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

43. Server Replication (continued) • Events following message deletion: • Originating Information Store broadcasts deletion • Each receiving Information Store deletes its own message instance • Events following message change in replicated folder: • Original message is modified by PFRA • PFRA sends replication message containing modifications • Update only if message is the same and modification is new • Conflict occurs if change number of local message is not in predecessor change list of update 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

44. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

45. Server Replication (continued) • Two public folder conflicts: message edit/folder edit • Message edit conflicts: • May occur when content and/or properties are modified on any server • Three step resolution process: • Conflict resolution message sent to folder contact • Messages in conflict attached to conflict message • Contact chooses to keep one or all messages in conflict • Folder edit conflicts: • Occur if two or more contacts attempt design change • Last design saved (except change to replica list) 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

46. Backfilling • Backfilling: out-of-sync public folders resynchronize • Backfilling recovers from three situations: • Lost replication message(s) • Public server folder goes offline, then online • Public folder server being restored from a backup • Scenario involving three Information Stores: • Information Store 3 sends message to 1 and 2 • Replication to Information Store 2 fails • Status messages sent and analyzed • Backfill request sent by Information Store 2 • Changes sent by Information Store 1 (or another) 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

47. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

48. Managing Public Folder Replicas • Features of public folder replicas: • Multiple, redundant information points • Load balancing • Three ways for managing replication components: • Active Directory controls public folder directory objects • Exchange Server 2003 Information Store controls public folder hierarchies • Exchange Server 2003 administrator controls replication of public folder content • Content: message headers, body, attachments 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

49. Configuring Replicas • Public folder may have replicas on multiple public folder servers • Replicas confer several benefits: • Distributing user load on servers • Distributing public folders geographically • Backing up public folder data • All replicas of a public folder are equal • Multimaster replication: • Directly modify replicas of public folders • Changes are automatically replicated to other servers 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

50. Activity 6-8: Configuring Public Folder Replication • Time Required: 5 to 10 minutes • Objective: Walk through the steps to replicate a folder to another server within the Exchange Server 2003 organization • Description: Use Exchange System Manager to configure public folder replication for a folder on your system; replicate public folder to additional public stores. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration