Shared folders issues

[Adrian]

We have recently moved from GroupWise to Exchange 2007/Outlook 2007 and the
different behaviour of shared folders is causing me some difficulties.

Previously (in GroupWise):

1. When a user opened an email in a shared folder it was only marked as read
for that user. It remained marked unread for all other users of the shared
folder so they knew if there were new emails to read (and which ones they
had previously read).

2. When an email arrived in a shared folder we could set a rule to send an
email to specific users simply advising them there was a new email in the
shared folder. They were not sent a copy of the email.

With Outlook it seems that if one user reads an email in a shared folder it
is marked as read for everyone, and it is not possible to send a
'notification' email.

How can I manage shared folders so users know when they have unread
(unopened) emails in them, and have a way of notifying the user when a new
email arrives (without forwarding them a copy of the actual email). Or
should we be using something other than shared folders?

Thanks for any advice.

Adrian

 

[Emily Lin [MSFT]]

Hi Adrian,

When you say "a shared folder in Outlook", do you refer to the Public
folders in Exchange server, or you create a folder in your Exchange Mailbox
folder and then shared it with others?

If possible, would you please let me know how you create the shared folder.

If you are refer to the Public folders, please refer to the following steps
to create rules to process items posted in the folder to see if you can
send notifications as you want.

You must have Owner permission for a public folder to create or modify
rules for it.

1. In the Folder List , in the Navigation Pane, right-click the public
folder you want to create or modify rules for, and then click Properties on
the shortcut menu.
2. Click the Administration tab.
3. Click Folder Assistant.
4. Do either of the following:
* To create a rule, click Add Rule.
* To modify an existing rule, click a rule in the list, and then click Edit
Rule.
5. Enter the conditions that the item must meet for the action to occur.
For more conditions, click Advanced.
6. Under Perform these actions, select the options you want.

Regarding the unread/read status in Public folder, refer to the KB article
below to see if it addresses your concern.

929396 Description of the "Maintain per-user read and unread information"
setting in Exchange Server 2003
http://support.microsoft.com/default.aspx?scid=kb;EN-US;929396

If anything is unclear or if you have any other concerns, please don't
hesitate to contact me.

Regards,

Emily Lin

Microsoft Online Partner Support
Get Secure! - www.microsoft.com/security
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[Adrian]

Emily,

Thank you for your reply.

These are folders created in a User's Exchange Mailbox folder. We have set
up a separate User to receive emails addressed to such addresses as info@..
, support@.. , CustomerServices@.. etc and use rules to move them into the
correct folder. These folders are then shared with other users by right
clicking on the folder, selecting 'Change Sharing Permissions', then adding
the relevant Users under the Permissions tab.

We are using Exchange 2007 and Outlook 2007 and I am not sure if we can
still setup Public Folders as I believe these are being 'deprecated'. If we
are able to set them up will we be able to achieve what we want?

From my limited knowledge I believe the use of SharePoint is meant to
replace using Public Folders. Would we also be able to achieve what we want
in SharePoint? We have not yet installed or used SharePoint so in the
meantime we would want to set up Public Folders if this will achieve our
aim.

Thanks for your help.

Adrian

 

[Emily Lin [MSFT]]

Hi Adrian,

The situation in your shared folder is normal. If one user reads an email
in a shared folder it is marked as read for everyone. We can create a rule
for the shared folder (just regard it as a Outlook folder). However, in the
Outlook Rule wizard, there is not an option to send a notification email.

According to your demand, I think that the Public Folder in Exchange 2007
will achieve your aim. In Public folder, if you check the option "Maintain
per-user read and unread information" in Exchange Server 2007, the
read/unread status will be with the user. Also, you can create Rules for
the Public folder as you want.

For peer experience and suggestions about the Public Folder feature, you
may wish to post to microsoft.public.exchange.misc. This will provide
access to others who read the public newsgroups regularly who will either
share their knowledge.

If anything is unclear or if you have any other concerns with Outlook 2007,
please don't hesitate to contact me.

Sincerely,

Emily Lin,
Microsoft Online Partner Support

Get Secure! - www.microsoft.com/security
======================================================
When responding to posts, please "Reply to Group" via your newsreader so
that others may learn and benefit from this issue.
======================================================
This posting is provided "AS IS" with no warranties, and confers no rights.
======================================================

 

[Adrian]

Emily,

Thanks. I had a quick look and see that it is possible to set up public
folders on Exchange 2007 so I think we will try this, then when we get
SharePoint installed see what options this gives us.

Adrian

 

[Emily Lin [MSFT]]

Hi Adrian,

Appreciate your update and response. Hope everything will be fine soon!

Regards,

Emily Lin

Microsoft Online Partner Support
Get Secure! - www.microsoft.com/security
====================================================
When responding to posts, please "Reply to Group" via your newsreader so
that others may learn and benefit from your issue.
====================================================
This posting is provided "AS IS" with no warranties, and confers no rights.

--------------------
| From: "Adrian" <[email protected]>
| References: <[email protected]>
<[email protected]>
<[email protected]>
<[email protected]>
| Subject: Re: Shared folders issues
| Date: Fri, 25 May 2007 08:45:28 +0100
| Lines: 49
| X-Priority: 3
| X-MSMail-Priority: Normal
| X-Newsreader: Microsoft Outlook Express 6.00.2900.3028
| X-MimeOLE: Produced By Microsoft MimeOLE V6.00.2900.3028
| X-RFC2646: Format=Flowed; Original
| Message-ID: <[email protected]>
| Newsgroups: microsoft.public.outlook.general
| NNTP-Posting-Host: 80-195-2-156.cable.ubr10.haye.blueyonder.co.uk
80.195.2.156
| Path: TK2MSFTNGHUB02.phx.gbl!TK2MSFTNGP01.phx.gbl!TK2MSFTNGP06.phx.gbl
| Xref: TK2MSFTNGHUB02.phx.gbl microsoft.public.outlook.general:44804
| X-Tomcat-NG: microsoft.public.outlook.general
|
| Emily,
|
| Thanks. I had a quick look and see that it is possible to set up public
| folders on Exchange 2007 so I think we will try this, then when we get
| SharePoint installed see what options this gives us.
|
| Adrian
| | > Hi Adrian,
| >
| > The situation in your shared folder is normal. If one user reads an
email
| > in a shared folder it is marked as read for everyone. We can create a
rule
| > for the shared folder (just regard it as a Outlook folder). However, in
| > the
| > Outlook Rule wizard, there is not an option to send a notification
email.
| >
| > According to your demand, I think that the Public Folder in Exchange
2007
| > will achieve your aim. In Public folder, if you check the option
"Maintain
| > per-user read and unread information" in Exchange Server 2007, the
| > read/unread status will be with the user. Also, you can create Rules for
| > the Public folder as you want.
| >
| > For peer experience and suggestions about the Public Folder feature, you
| > may wish to post to microsoft.public.exchange.misc. This will provide
| > access to others who read the public newsgroups regularly who will
either
| > share their knowledge.
| >
| > If anything is unclear or if you have any other concerns with Outlook
| > 2007,
| > please don't hesitate to contact me.
| >
| > Sincerely,
| >
| > Emily Lin,
| > Microsoft Online Partner Support
| >
| > Get Secure! - www.microsoft.com/security
| > ======================================================
| > When responding to posts, please "Reply to Group" via your newsreader so
| > that others may learn and benefit from this issue.
| > ======================================================
| > This posting is provided "AS IS" with no warranties, and confers no
| > rights.
| > ======================================================
| >
| >
|
|
|

 

[Guest]

Hi,

You can either use a public folder for contacts and set permissions
appropriately, and make sure everyone does some housekeeping to make sure
they don't have duplicate entries in their own personal contacts folders.
Everyone can use the PF as an address book if they right-click on it,
properties, go to the outlook address book tab and tick the box.

Or you can create an AD mail-enabled contact for each contact. You really
don't want to let users have the right to do this in general, although you
can delegate permissions for some to do it.

Most companies I work for use the public folder approach - you can also
store a lot more information in there, and use it for mail merges, label
creation, etc etc etc.


Amodiamm

 

[Emily Lin [MSFT]]

Hi Amodiamm,

Appreciate your sharing!

Emily Lin,
Microsoft Online Partner Support

Get Secure! - www.microsoft.com/security
======================================================
When responding to posts, please "Reply to Group" via your newsreader so
that others may learn and benefit from this issue.
======================================================
This posting is provided "AS IS" with no warranties, and confers no rights.
======================================================



--------------------
| Thread-Topic: Shared folders issues
| thread-index: AcekFXIukcOthHLbTiG0Zr3SL2NpSQ==
| X-WBNR-Posting-Host: 207.46.19.168
| From: =?Utf-8?B?QW1vZGlhbW0=?= <[email protected]>
| References: <[email protected]>
| Subject: RE: Shared folders issues
| Date: Thu, 31 May 2007 23:24:02 -0700
| Lines: 50
| Message-ID: <[email protected]>
| MIME-Version: 1.0
| Content-Type: text/plain;
| charset="Utf-8"
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| Newsgroups:
microsoft.public.exchange.misc,microsoft.public.outlook.general
| Path: TK2MSFTNGHUB02.phx.gbl
| Xref: TK2MSFTNGHUB02.phx.gbl microsoft.public.outlook.general:46389
microsoft.public.exchange.misc:2794
| NNTP-Posting-Host: tk2msftibfm01.phx.gbl 10.40.244.149
| X-Tomcat-NG: microsoft.public.outlook.general
|
| Hi,
|
| You can either use a public folder for contacts and set permissions
| appropriately, and make sure everyone does some housekeeping to make sure
| they don't have duplicate entries in their own personal contacts folders.
| Everyone can use the PF as an address book if they right-click on it,
| properties, go to the outlook address book tab and tick the box.
|
| Or you can create an AD mail-enabled contact for each contact. You really
| don't want to let users have the right to do this in general, although you
| can delegate permissions for some to do it.
|
| Most companies I work for use the public folder approach - you can also
| store a lot more information in there, and use it for mail merges, label
| creation, etc etc etc.
|
|
| Amodiamm
|
| "Adrian" wrote:
|
| > We have recently moved from GroupWise to Exchange 2007/Outlook 2007 and
the
| > different behaviour of shared folders is causing me some difficulties.
| >
| > Previously (in GroupWise):
| >
| > 1. When a user opened an email in a shared folder it was only marked as
read
| > for that user. It remained marked unread for all other users of the
shared
| > folder so they knew if there were new emails to read (and which ones
they
| > had previously read).
| >
| > 2. When an email arrived in a shared folder we could set a rule to send
an
| > email to specific users simply advising them there was a new email in
the
| > shared folder. They were not sent a copy of the email.
| >
| > With Outlook it seems that if one user reads an email in a shared
folder it
| > is marked as read for everyone, and it is not possible to send a
| > 'notification' email.
| >
| > How can I manage shared folders so users know when they have unread
| > (unopened) emails in them, and have a way of notifying the user when a
new
| > email arrives (without forwarding them a copy of the actual email). Or
| > should we be using something other than shared folders?
| >
| > Thanks for any advice.
| >
| > Adrian
| >
| >
| >
|