Set Permissions

With Permissions, you define who can open the folder and what functions they can perform in the folder. When you create a folder in Outlook, you are automatically given an Owner role for the folder. This means you have full permissions to create, edit, and delete items in the folder, and you have full permissions to change any folder properties.

When you create a public folder under All Public Folders, the Default role is set to Author. If the public folder is a subfolder of an existing public folder, the Default role is inherited from the Default role in the parent folder. The Author default role assignment means that all users in the Microsoft Exchange Server system are automatically given permissions to create and open items in the folder and to delete and edit their own items. The Author role does not have the ability to create subfolders.

The Anonymous role should be set to None in the Beta Contacts folder. The anonymous role assignment means that users who open public folders through Outlook Web Access-under the anonymous Internet Information Services Internet guest account-have no access to the Beta Contacts public folder.

For the Beta Contacts folder, you limit access to the folder to only a few users by first setting the Default role to None. You then give a few of your coworkers a Publishing Author role so they can create, edit, and delete items in the folder.

To set permissions for the Beta Contacts folder

1. In the Folder List, right-click the Beta Contacts folder and then click Properties.

2. Click the Permissions tab. This tab is only available if the folder is an Outlook Mailbox folder or a public folder.

3. In the Name list box, click Default, and then, in the Roles drop-down list box, click None. This prevents all users on the Microsoft Exchange Server from opening the folder.

4. Click Add, select several of your coworkers' names from the list, click Add, and then click OK.

5. In the Name list box, hold the Ctrl key down and click each name you want to select. In the Role drop-down list box, click Publishing Author.

6. The Permissions page should now look similar to the illustration shown in Figure 3-20.

Beta Contacts Properties

General Activities


Home Page Outlook Adorers Book

Administration Forms Permissions

Permission Level:





Randy Byrne


..aura Callahan

Publishing Author

Michael 5uvama

Publishing Author 1

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