UD Central Exchange: Alternatives to Public Folders

Exchange public folders are a popular feature used by many departments and units across campus. However, public folders are not always the best fit for your needs.

This document provides guidance to IT professionals to help them decide which resource option is best for them and how to export data from existing public folders to these new resource locations, if desired.

Resources types

Currently, the following types of public folders are used in Exchange:

  • Room calendars
    These calendars are used to schedule meetings or events in a particular location. Examples are "307 Conference Room" or "ALH-Reception Area." You may wish to consider a Resource Mailbox instead.
  • Equipment loan calendars
    These are used to schedule equipment usage. Examples are "Laptop loans" or "Portable projector." You may wish to consider a Resource Mailbox instead.
  • Event, vacation, or planning calendars
    These are used as common calendars for two or more individuals within a department or unit. Examples are "Office Leave Calendar" or "Department Events." A SharePoint Calendar could be used to replace these calendars, if desired.
  • Contact lists
    These are contact lists shared by two or more individuals within a department or unit. Examples are "Vendors" or "Approved rental agencies." A SharePoint Contact List could be used to replace these lists, if desired.
  • Task lists
    These lists are used for departments or units that wish to track task assignment and completion. A SharePoint Task List could be used to replace these lists, if desired.
  • Alternate inboxes
    These mailboxes are used by groups of individuals who wish to keep correspondence about a project in a single location. An Exchange Shared Mailbox could be used to replace these archives and is the preferred choice over an Inbox kept on the copland.udel.edu server.

In some cases, IT Professionals may decide that groups of the above could be best served by using a single shared mailbox. For example, if a department has a shared email archive for tracking correspondence with a list of contacts, an Exchange Shared Mailbox (whick will include a contacts list) may be the best option. Contact the IT Support Center for help deciding which option is best for you.

Configuring a SharePoint resource

Access to SharePoint calendars and lists is granted via membership in security groups in the win.udel.edu Active Directory domain. If you are an OU Admin, you should request that groups for your SharePoint calendars and/or lists be moved to the OU that you administer. You can then add and remove users from groups as you wish.

If you do not yet administer an OU in the win.udel.edu Active Directory domain and would like to know more, visit the UD Active Directory documentation.

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