Public Folder Permissions are handled in two ways. First, Owner Permissions are assigned to the user first selected during the Public Folder creation process. This user will have the ability to assign user permission to the remaining members of the organization. There can be only one Public Folder owner per Public folder. Assigning user based permission can only be performed using an Outlook client configured to the Public Folder Owner's mailbox. The following article illustrates how to assign user based permissions in Outlook.

1. Open an Outlook client.

2. In Outlook 2013 you will need to access your navigation options. You will find these options under ... symbol at the bottom of Outlook. Choose Folder to display the Public Folder list assigned to you.

3. The top most folder is called the Root folder. Each user will require access to this folder and any sub-folder using specific permissions. To access these permissions, Right-click the root folder and select Properties from the list.

4. To begin adding permission, press the Add button to select a user from your Global Address List.

5. Once you have added the user, we recommend assigning the user at least Reviewer from the preset Permission Levels. Each Permission level allows the user a specific access role to the Public Folder or sub-folder. Those roles are listed below.

  • Owner - Full Control over the public folder. The owner is provided permissions when the Public Folder service is first enabled.
  • Publishing Editor - Can read Full Details, Delete, Create items and sub-folders as well as Edit all items.
  • Editor - Can read Full Details, Delete, Create items and Edit all items.
  • Author - Can read Full Details, Delete Own items, Create items and Edit their own items.
  • Non-editing Author - Can read Full Details, Delete and Create their own items.
  • Reviewer - Can read Full details. Cannot Create or Delete.
  • Contributor - Can Create items. Cannot read Details or Delete.
  • None - No Permissions assigned.

6. Choose Apply to save all changes.

NOTE: When the Public Folder service is enabled, a security measure strips all user permissions. Do not grant permissions to 'Anonymous' or 'Default' or your sensitive information may be accessible to others on the network. We recommend setting the permissions to "None" and applying individual permission to all users specifically..