Tài liệu Module 5: Designing a Public Folder Strategy doc

Contents
Overview 1
Introduction to Public Folders 2
Planning a Public Folder Replication
Strategy 10
Planning Public Folder Permissions 14
Planning Full-Text Indexing 16
Lab A: Planning Public Folder Content
Replication and Referral 18
Lab B: Creating Public Folder Instances
and Referrals 26
Lab Discussion 33

Module 5: Designing a
Public Folder Strategy

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Module 5: Designing a Public Folder Strategy iii

Instructor Notes
This module provides students with the information necessary to design a
Microsoft
®
Exchange 2000 public folder strategy that meets a company’s
business requirements.
After completing this module, students will be able to:
!"
Identify the functions of public folders; determine how to use, organize, and
display public folders within an Exchange 2000 organization; and evaluate
the effect of public folders on an Exchange 2000 design.
!"
Plan a public folder replication strategy that is based on user and company
needs.
!"

Plan a public folder permissions strategy that provides both individual and
group access, as well as both default and anonymous permissions.
!"
Plan a full-text indexing strategy.

Materials and Preparation
This section provides the materials and preparation tasks that you need to teach
this module.
Required Materials
To teach this module, you need the following materials:
!"
Microsoft PowerPoint
®
file 1573A_05.ppt
!"
The Public Folder Replication job aid
!"
The Northwind Traders Case Study
!"
The Fourth Coffee Case Study

Preparation Tasks
To prepare for this module, you should:
!"
Read all of the materials for this module.
!"
Complete the labs and review the lab discussion questions.
!"
Review the Public Folder Replication job aid.
!"

Review the Northwind Traders Case Study.
!"
Review the Fourth Coffee Case Study.


The job aids are in the Exchange 2000 Design Tool located at
C:\MOC\1573A\LabFiles\Exchange_2000_Design_Tool, and on the student
compact disc. The case studies are in the Appendices and on the student
compact disc.


Presentation:
60 Minutes

Labs:
60 Minutes
Note
iv Module 5: Designing a Public Folder Strategy

Module Strategy
Use the following strategy to present this module:
!"
Introduction to Public Folders
Begin by explaining that public folders use the Microsoft Web Storage
System to provide flexible client application access, increased search
capabilities, and collaborative functionality; and then explain that the first
step in designing a public folder strategy is deciding how the folders will be
used and what function they will serve within the company. Finally, explain
the benefits of public folder hierarchies and the various types of such
hierarchies.

!"
Planning a Public Folder Replication Strategy
Define public folder replication, discuss its benefits and limitations, and
then explain that designing an effective replication strategy involves making
decisions about replication frequency, configuring adequate storage space,
deciding when to perform updates, and specifying where public folders are
replicated.
!"
Planning Public Folder Permissions
Explain the functions of permissions and roles. Expand on this by
explaining that permissions can be assigned either to individual users or to
groups. Make sure students understand the use of default and anonymous
permissions.
!"
Planning Full-Text Indexing
Explain the function of full-text indexing, discuss its benefits and
limitations, and then discuss the factors that should be considered when
deciding which public folder stores to index.

Module 5: Designing a Public Folder Strategy v

Customization Information
This section identifies the lab setup requirements for a module and the
configuration changes that occur on student computers during the labs. This
information is provided to assist you in replicating or customizing Microsoft
Official Curriculum (MOC) courseware.

The labs in this module are also dependent on the classroom
configuration that is specified in the Customization Information section at the
end of the Classroom Setup Guide for course 1573A, Designing Microsoft

Exchange 2000 for the Enterprise.

Lab Setup
The following list describes the setup requirements for the labs in this module.
!"
For each student, a Microsoft Management Console (MMC) custom console
must be created. This custom console must include both the
Active Directory Users and Computers snap-in and the Exchange System
snap-in, and must be named your_firstname Console.
!"
For each student, a personalized user account must be created in the
appropriate domain. This user account must be added to the Domain
Admins group, and assigned a mailbox on the server running
Exchange 2000 that the student is using.
!"
For each student, a user profile must be created on the student’s computer
that enables the student to access their mailbox by using Microsoft
Outlook
®
2000.
!"
Complete lab B in module 3, “Designing an Administrative Plan,” in course
1573A, Designing Microsoft Exchange 2000 for the Enterprise.
!"
Complete lab B in module 4, “Designing a Routing Topology,” in course
1573A, Designing Microsoft Exchange 2000 for the Enterprise.

Lab Results
Performing the labs in this module introduces the following configuration
changes:

!"
The public folder replication interval is configured to be one minute.
!"
The following public folders are replicated to other public folder servers:
•
An instance of Research and Development was created on VAN-PF1
•
An instance of Internal Sales was created on LIM-PF1
•
An instance of Information Technology was created on PAR-PF1
•
An instance of Human Resources was created on CAP-PF1
•
An instance of Finance was created on MOS-PF1
•
An instance of Company Contacts was created on CAN-PF1

Important

Module 5: Designing a Public Folder Strategy 1

Overview
!
Introduction to Public Folders
!
Planning a Public Folder Replication Strategy
!
Planning Public Folder Permissions
!
Planning Full-Text Indexing

A public folder is a repository for various types of information that can be
shared among users in a Microsoft
®
Exchange 2000 organization. When a
public folder is used in combination with customized forms, it becomes the
basis for collaboration applications such as bulletin boards, discussion groups,
and customer tracking systems. Designing a public folder strategy involves
deciding how your company plans to use, organize, and display public folders,
as well as how your company will use replication to distribute the folders and to
update the folder data. An effective public folder strategy will also enable
administrators to optimize folder performance, to control access, and to
optimize content retrieval by using full-text indexing.
After completing this module, you will be able to:
!"
Identify the functions of public folders; determine how to use, organize, and
display public folders within an Exchange 2000 organization; and evaluate
the effect of public folders on an Exchange 2000 design.
!"
Plan a public folder replication strategy that is based on user and company
needs.
!"
Plan a public folder permissions strategy that provides both individual and
group access, as well as both default and anonymous permissions.
!"
Plan a full-text indexing strategy.

Topic Objective
To provide an overview of

the module topics and
objectives.
Lead-in
In this module, you will learn
how to design a public folder
strategy that meets the
requirements of your
Exchange 2000
organization.
2 Module 5: Designing a Public Folder Strategy

#
##
#

Introduction to Public Folders
!
Building Public Folder Functionality
!
Planning Public Folder Use
!
Organizing and Displaying Public Folders
!
Deploying Public Folders in Exchange 2000
!
Discussion: Identifying Public Folder Design
Requirements


Designing an effective public folder strategy requires that you understand the

functions and features of public folders, that you plan how your company will
use, organize, and display public folders, and that you recognize the limitations
imposed by the Exchange 2000 design. Every public folder strategy should
include capacity planning for all servers that function as public folder servers.
Topic Objective
To introduce the
considerations that are
relevant to designing your
company’s public folder
strategy.
Lead-in
Carefully analyzing how
your company plans to use
public folders will enable
you to create a more
effective public folder
strategy.
Delivery Tip
Emphasize that although
public folders are an
Exchange 2000 feature that
are often ignored, they can
provide useful functionality,
such as providing a
centralized location for
creating data that can be
replicated to other locations,
or enabling administrators to
assign permissions. Also
emphasize the importance

of developing a public folder
strategy by explaining that if
a strategy is not created,
serious replication problems
may occur.
Module 5: Designing a Public Folder Strategy 3

Building Public Folder Functionality
Flexible Client Access
Flexible Client Access
Increased Search Capabilities
Increased Search Capabilities
Customizable Application Hosting
Customizable Application Hosting


Public folders use an Exchange 2000 feature, the Microsoft Web Storage
System, to provide flexible client access, improved search capabilities, and
collaborative functionality, such as the ability to create customized Web-
enabled applications. When Exchange 2000 is installed, the Web Storage
System is mapped twice: once as a local drive on the server, which provides
access through the existing Microsoft

Windows
®
file system; and once through
Microsoft Internet Information Services (IIS), which provides native Web
access.
Flexible Client Access
Storing public folder data in the Web Storage System database enables users to

access the folders by using a variety of client software, including:
!"
Microsoft Outlook
®

!"
Microsoft Office 2000
!"
Microsoft Outlook Express, or any other e-mail or newsgroup client that
supports Internet Message Access Protocol (IMAP), or Network News
Transfer Protocol (NNTP)
!"
Hypertext Transfer Protocol (HTTP)
!"
Microsoft Windows Explorer
!"
Web folders
!"
Web browsers

Topic Objective
To introduce the Microsoft
Web Storage System, and
to explain how it can be
used to build functionality
into your Exchange 2000
organization.
Lead-in
Exchange 2000 enables you
to gain access to

information, and to create
workflow applications, by
using the Microsoft Web
Storage System.
4 Module 5: Designing a Public Folder Strategy

Increased Search Capabilities
The Web Storage System includes built-in indexing, which enables users to
search by a document’s contents (such as .doc, .xls, .ppt, .html, .txt, and .eml
files) and by a document’s properties (such as its title or author). Document
properties are stored with each item in the database. For example, a user might
store employee expense reports in a public folder and then set properties for
each report, such as the last name of the employee who submitted the report, the
amount requested, the date the report was submitted, and the current status of
the report.
The Web Storage System also enables users of Outlook 2000 to search for
documents (including documents that are attached to e-mail messages) in the
same way that they search for e-mail messages.
Customizable Application Hosting
The Web Storage System enables users and administrators to create customized
applications, such as applications that automate employee and management-
related business processes. These applications enable users and administrators
to manage the flow of information through an enterprise, and check the state of
a particular task or document.
When the customized application is complete, the administrator can copy the
new public folder application to other Exchange servers in the organization.
This process is called replication, and the copies are referred to as replicas.
Replicas contain all of the original folder’s contents, permissions, and design
elements (such as views and form behavior). With public folder replication,
when a change is made to the contents of any public folder, that change is

automatically copied to every replica of the folder that exists anywhere in the
Exchange 2000 organization.
Delivery Tip
Mention that enabling full-
text indexing for a public
folder store has significant
effects on capacity planning
for public folders. Planning
mailbox servers and public
folder servers is discussed
in more detail in module 7,
“Planning Server Roles and
Placement.”
Module 5: Designing a Public Folder Strategy 5

Planning Public Folder Use
What function will the public folders serve?
What function will the public folders serve?
How often will the public folders be used?
How often will the public folders be used?
How will the public folders support strategic
business applications?
How will the public folders support strategic
business applications?
Where are the company’s offices located?
Where are the company’s offices located?
Which client software will be supported?
Which client software will be supported?
How frequently will you monitor and manage information flow
and storage?

How frequently will you monitor and manage information flow
and storage?
Who requires Read/Write permissions?
Who requires Read/Write permissions?


Designing a public folder strategy requires deciding what function public
folders will serve in your company, and then gathering information about how
they will perform that function. Answering the following questions will help
you to clarify your company’s public folder requirements:
!"
What function will the public folders serve? Decide if your company will
use public folders only for basic functions (such as storing company data),
or if they will also be used for more advanced functions (such as creating
customized applications).
!"
How often will the public folders be used? Calculate how frequently public
folders will be accessed and the number of users who will access them.
Understanding public folder usage level will help you to provide capacity
planning and to plan where the public folder servers should be located. For
example, high public folder usage may require you to use a dedicated public
folder server.
!"
How will the public folders support strategic business applications? Analyze
your company’s primary business applications and decide whether or not
you want to use public folders as a front-end system for form-based and
event-based applications. For example, you can use a server running
Exchange 2000 as a front-end server to a database back-end server.
!"
Where are the company’s offices located? Determine whether the users in

your company will need to access data from different office locations. When
a network or existing messaging infrastructure is limited in scope, or when
communication links are unstable between the company’s headquarters and
its branch offices, it may be necessary to replicate public folder contents.
!"
Which client software will be supported? Consider which client software to
support when deploying client applications. For example, users may need
remote access to the Internet that uses Internet Message Access Protocol
version 4 (IMAP4). Consider which client software to support when you are
deciding which type of public folder tree to use. General purpose public
folder trees do not support Messaging Application Programming Interface
(MAPI) clients, such as Outlook.
Topic Objective
To outline several
considerations that affect a
public folder design
strategy.
Lead-in
Deciding the function that
public folders will serve in
your company is one of the
first steps in designing a
public folder strategy.
6 Module 5: Designing a Public Folder Strategy

!"
How frequently will you monitor and manage information flow and storage?
To maintain a server running Exchange 2000 efficiently, it is important to
monitor the system regularly. For example, to maintain optimal
performance, you may need to move data to different drives or servers.

!"
Who requires read/write permissions? Determine the users and groups who
require access to public folders, which folders they require access to, and
whether or not they should be given permission to change public folder
content. For example, sales personnel may need permission to access and
update a sales contact database, while general employees may only need
permission to view an employee handbook that is located in a corporate
folder.

Module 5: Designing a Public Folder Strategy 7

Organizing and Displaying Public Folders
Public Folders
Q1 Sales
Q2 Sales
Q3 Sales
Q4 Sales
http://van-pf1/sales%20data/
Public Folders
Favorites
All Public Folders
Europe
Information Technology
Internet Newsgroup
North America
Research and Development
General Purpose Tree
and Internet Explorer
General Purpose Tree
General Purpose Tree

and Internet Explorer
and Internet Explorer
MAPI Tree and
Microsoft Outlook
MAPI Tree and
MAPI Tree and
Microsoft Outlook
Microsoft Outlook


After you have decided how your company will use public folders, you can plan
how to organize and display the folders. Exchange 2000 displays public folders
as a hierarchy, or tree, which you can view either from Outlook or from the
Exchange System Manager. This hierarchical structure helps you to organize
public folders into informational groups that are easy for users to explore and
access. Typically, a public folder tree is organized according to a company’s
business model, such as a structure in which each folder represents one
department within the company.

Before you organize your public folder hierarchy, you should establish a
standard naming strategy and a root level folder strategy.

Organizing the Public Folder Hierarchy
A well-organized public folder hierarchy enables you to delegate administrative
tasks. For example, tasks such as adding permissions, or adding and removing
folders, can either be performed at the user level or delegated to an
administrator. Before deploying public folders, it is important to correctly
structure your public folder hierarchy by:
!"
Organizing the public folder hierarchy in a systematic and understandable

way.
!"
Creating a structure that ensures that administrators do not spend too much
time managing public folders.
!"
Creating a structure that supports the users who require access to the
information that is stored in public folders.

Topic Objective
To discuss the options for
organizing and displaying
public folders.
Lead-in
General purpose public
folder trees provide
increased administrative
control and flexibility.
Note
8 Module 5: Designing a Public Folder Strategy

Displaying Public Folders by Using the Default and
General Purpose Trees
Exchange 2000 includes two types of public folder hierarchies: the default
public folder tree, and the general purpose public folder tree. You can use either
tree to display public folders in your company.
The Default Public Folder Tree
When you install Exchange 2000, it creates a single public folder tree, which is
listed in the Exchange System Manager as Public Folders and displayed in
Outlook as All Public Folders. The default public folder tree supports access by
Hypertext Transfer Protocol (HTTP), IMAP4, NNTP, and MAPI clients.

The default public folder hierarchy (the list of public folders in the tree, not the
content in the folders themselves) is replicated to each server running
Exchange 2000 that contains a public folder store. The benefit of the default
public folder tree is that it enables users to browse the public folder hierarchy
easily. The limitation is that it can result in a large, unruly list of folders that is
difficult to move through and to manage. Any change to the default public
folder hierarchy also creates additional traffic on the network, because
Exchange 2000 replicates each change to all servers that contain a public folder
store.
The General Purpose Public Folder Tree
In addition to the default public folder tree, Exchange 2000 enables you to
create additional public folder trees called general purpose public folder trees.
While the default public folder tree exists on every public folder server, general
purpose public folder trees exist only on the server on which they were
configured. This means that you can create additional local public folder trees
on a subset of servers that are not replicated to every public folder server.
You can create as many general purpose public folder trees as you need, but it
is important to remember that these trees are not accessible to MAPI client
software. That is, if you create an additional public folder tree outside the All
Public Folders hierarchy, that additional tree can be accessed by HTTP, OLE
DB, and Installable File System (IFS) clients, but not by MAPI clients. (For
example, if you create a new general purpose public folders tree, it will not be
accessible to Outlook 2000, because Outlook is a MAPI client.)

When you create any new public folder tree, be sure to keep in mind
which users and client applications can access the default public folder tree and
which users and client applications can access the general public folder tree.

General purpose public folder trees provide better administration and
organization of data by minimizing the overall size of the default public folder

tree, by simplifying browsing, and by reducing the cost of replicating the
default public folder tree. Further, general purpose public folder trees provide
greater flexibility in the deployment of collaborative applications by enabling
administrators to separate collaboration databases according to functional,
business, or geographic requirements. For example, one general purpose public
folder tree could include personnel department applications, while another
could include accounting applications or research and development
applications.
Key Points
The default public folder tree
supports access by HTTP,
IMAP4, NNTP, and MAPI
clients.
Note
Module 5: Designing a Public Folder Strategy 9

Deploying Public Folders in Exchange 2000
Size and Location of Server
Size and Location of Server
Routing and Administrative Structure
Routing and Administrative Structure
Naming Conventions
Naming Conventions
User Needs and Access Control
User Needs and Access Control
System Fault Tolerance
System Fault Tolerance
Integration with Existing Mail Services
Integration with Existing Mail Services
Marketing

Sales


After you have decided how you plan to use, organize, and display public
folders, it is important to consider how the following Exchange 2000 design
considerations may affect your public folder strategy.
!"
Size and location of server. The server will function properly if:
•
The server has ample hard disk space to allow for expansion.
•
The server is easily accessible to users.
•
The server is not overloaded. In this case, consider utilizing dedicated
public folder servers.
!"
Routing and administrative structure. Because routing influences client
computer referrals and replication, it is important to understand how servers
running Exchange 2000 communicate with each other.
!"
Naming conventions. Establish public folder naming standards.
!"
User needs and access control. Decide which folders should be available to
individual users, and what permissions to grant to each user.
!"
System fault tolerance. You can add fault tolerance to an Exchange 2000
environment by providing:
•
Multiple servers running Exchange 2000
•

Clustering
•
Content replication
•
Back up and restore policies
!"
Integration with existing mail services. In a mixed environment (for
example, an environment in which some servers run Exchange 2000 and
other servers run Exchange 5.5), consider the capabilities of the older
system. For more information about coexistence issues with Exchange 5.5,
see course 2355A, Upgrading from Microsoft Exchange Server 5.5 to
Microsoft Exchange 2000.

Topic Objective
To list key Exchange 2000
issues that must be
considered before deploying
public folders.
Lead-in
Evaluating key
Exchange 2000 issues will
help you to make decisions
regarding adding, removing,
deploying, and
troubleshooting public
folders.
10 Module 5: Designing a Public Folder Strategy

Planning a Public Folder Replication Strategy
Public

Folder
Public
Folder
Replicate
Replicate
Replicate
Public
Folder
Public
Folder
Public
Folder
Public
Folder
Public
Folder
Public
Folder
Frequency
Storage Space
Update Interval
Replica Destination


Public folder replication enables you to distribute user load between servers,
distribute public folders geographically or across sites, and back up public
folder data. Although public folder replication enables users to access public
folder content locally, it also adds additional network overhead. Whenever
more than one replica of a public folder exists, users who attempt to access
public folder content are referred to their default public folder server before

they are referred to other servers within the same routing group or to servers in
other routing groups.

For information about routing and referrals, see module 4, “Designing a
Routing Topology,” in course 1573A, Designing Microsoft Exchange 2000 for
the Enterprise.

Designing an effective replication strategy requires defining a replication
frequency, configuring adequate storage space, deciding when to perform
updates and what the size of replication messages will be, and specifying to
which destination public folders are replicated.

When designing your public folder replication strategy, consider
replicating system folders, such as the SCHEDULE+ FREE BUSY, OFFLINE
ADDRESS BOOK, EFORMS REGISTRY, and Events Root folders.

Topic Objective
To explain the development
of a public folder replication
strategy.
Lead-in
An effective replication
strategy is based on both
user needs and company
needs.
Note
Note
Module 5: Designing a Public Folder Strategy 11

Defining a Replication Frequency

In order to reduce the load on the network, you can restrict the number of
replicas in your organization; and you can also schedule replication only when
information must be transferred across servers. For example, because a public
folder containing an employee handbook is unlikely to change frequently, it is
probably safe to replicate this folder once a night in a company that maintains
traditional working hours. However, a folder containing customer contact
information should probably be replicated more frequently, because the content
is likely to be accessed and updated frequently.

Replicating public folder content infrequently may cause the replicas to
become unsynchronized, which will result in users on different servers seeing
different versions of the content.

When you establish a new Exchange 2000 organization, you should set a global
replication schedule that restricts all replication activity to non-business hours.
As you assemble your public folder hierarchy, review each folder’s purpose and
decide on its appropriate replication frequency. Always make sure that
interpersonal messages have priority over replication messages.

Always be aware of your available bandwidth. Restrict the number
of public folder replicas in your organization by determining who needs access
to which folders and why.

Configuring Adequate Storage Space
On each server that hosts a public information store, it is important to configure
the appropriate amount of storage space. Unless either the owner or the
administrator of each public folder regulates and maintains the amount and size
of the data in the information store, data will accumulate and can eventually
overburden the server. When configuring storage space, it is important to
consider the following factors:

!"
Item retention
!"
Item deletion
!"
Maximum size of physical message
!"
Maximum item storage time in a folder
!"
Maximum item storage time in all stores

Note
Delivery Tip
Replication message priority
is set individually for each
public folder. To set
message priority: in
Exchange System Manager,
expand Folders, then
expand Public Folders,
right-click the desired public
folder, click Properties,
click the Replication tab,
and then choose the
appropriate priority from the
Replication message
priority list.
Important
12 Module 5: Designing a Public Folder Strategy

Modifying the Size and Frequency of Replication
Messages
After the initial public folder replication is complete, updates are required
whenever changes are made to the contents of the folders. You can modify the
size and frequency of replication messages to create larger or smaller
replication messages. This will help to prevent public folder replication traffic
from creating a bottleneck on your network. Consider changing the size and
frequency in relation to:
!"
Link speed
!"
Number of messages replicated
!"
Location of the destination server

Specifying Where Folders are Replicated
You can specify which folders or set of folders in one public folder store are
replicated to another public folder store. To design an effective replication
strategy that takes bandwidth availability into account, you should consider the
following criteria:
!"
Document size
!"
Document type
!"
Last time document was modified


For more information about public folder replication, see Exchange 2000
Public Folder Replication under Additional Readings on the Web page on the

Student Materials compact disc.

Note
Module 5: Designing a Public Folder Strategy 13

Discussion: Identifying Public Folder Design Requirements


QUESTION:
In order to meet Fourth Coffee’s case study requirements, do you need
to create a public folder design for Fourth Coffee?
ANSWER:
No. There is no information in the case study that indicates a
requirement for a public folder design.
QUESTION:
Should you create a public folder design for Fourth Coffee, even though
the case study does not require one?
ANSWER:
Answers will vary. Public folders provide useful functionality, and they
should be included in any Exchange 2000 design.
QUESTION:
Using the Public Folder Replication job aid, if you determine that a
public folder design should be created for Fourth Coffee, what
questions should you ask the company?
ANSWER:
Answers will vary. Ask questions that help determine how public
folders could be and will be used by the company.
Topic Objective
To reinforce module
objectives by reviewing key

points.
Lead-in
In this discussion you will
use what you have learned
about public folder design,
and then use the job aid, to
answer questions about
Fourth Coffee.
For Your Information
The questions and answers
on this discussion page are
not printed in the student
workbooks. They are
intended to facilitate
classroom discussion, but
you should also feel free to
ask your own questions.
14 Module 5: Designing a Public Folder Strategy

Planning Public Folder Permissions
Parent Folder
(Default = Author)
Sales Properties
Meeting notes
Exchange 2000
Exchange 2000


While developing a public folder strategy, it is important to consider both who
should be given access to public folders and how the folders can be accessed.

Controlling Public Folder Creation and Access
Depending on the permissions that they are granted, both administrators and
users can control access to public folders. Each folder has an access control list
(ACL), which lists all of the users and groups that can access that folder. A set
of permissions is associated with each user on the ACL. These permissions
define the types of access that that user has been granted. Permissions define,
for example, whether the user can read, write, or delete items in a folder. Sets of
permissions are organized as roles. Roles defined for public folders include
owners (those who have full access to the folder) and reviewers (those who can
only view the content of the folder). Users can define a custom role by selecting
a group of permissions that provide a specified level of access.
You can control access to public folders at any branch within the public folder
hierarchy. However, by default, permissions to access a public folder are
inherited from that folder’s parent folder when the folder is created.
Assigning Default and Anonymous Permissions
In addition to assigning permissions to individual users or groups, you can also
assign default and anonymous public folder permissions. Default permissions
are assigned to authenticated users; anonymous permissions are assigned to
unauthenticated users. Assigning anonymous permissions has no effect on
authenticated users. To grant access to all users, assign both default and
anonymous permissions.
Topic Objective
To explain how to control
access to public folders.
Lead-in
Permissions allow the owner
or administrator of a public
folder to control access to its
contents.
Module 5: Designing a Public Folder Strategy 15

Assigning Default Permissions
By default, Exchange 2000 allows all users to create top-level public folders.
This means that if the default is maintained, any user can create and act as the
owner of a public folder. Therefore, you should change the default permissions
at the Exchange 2000 organizational level, by assigning the privilege of
creating and owning public folders only to specified users.
Assigning Anonymous Permissions
Exchange 2000 enables you to assign any user, including those without a
mailbox and those who are not custom recipients in the organization, to access
public folders. However, an anonymous user is restricted to accessing public
folder content that has been granted anonymous permissions. You can also
grant anonymous permissions to remote users. Although this method has its
benefits, it can pose a security risk to a company’s network. Therefore, if you
plan to include secure content in your public folders, it is very important to
disable anonymous access.
Providing Item-Level and Property-Level Permissions
You can use item-level and property-level permissions to provide additional
security for public folder content. Item level permissions enable you to specify
exactly which actions a user can perform with a specific item, such as deleting
content within a folder. You set these permissions by accessing a public folder
through the Exchange Installable File System (EXIFS). Configuring property-
level permissions for an item’s MAPI properties enables you to specify exactly
which actions each specific user can perform with each specific item—such as
reading a message, but not modifying its subject line. To configure property
level permissions, you must apply configurations at the program level by
writing code.
Granting Access to Individuals and Groups
Creating mail-enabled distribution groups or security groups enables
administrators to effectively manage public folder access by eliminating the

need to control individual permissions. For example, if a company employs 50
salespeople, an administrator can either add those 50 names to the permissions
list for the appropriate public folder, or create one distribution group and then
add this group to the permissions list. When new salespeople join the company,
the administrator can grant them access to a specific public folder by adding
them to the distribution group granted access to this folder.

For more information about using groups to secure public folders, see
Exchange 2000 Internals: Group objects under Additional Readings on the
Web page on the Student Materials compact disc.

Note
16 Module 5: Designing a Public Folder Strategy

Planning Full-Text Indexing
Considerations When Planning Full-Text Indexing
Considerations When Planning Full-Text Indexing
Size of folder and type of folder content
Size of folder and type of folder content
Effect of indexing on other server services
Effect of indexing on other server services
Time needed to rebuild catalogs
Time needed to rebuild catalogs
Placement of indexes
Placement of indexes
a….
b….
c….
….
Overhead when the index is created

Overhead when the index is created
Effect of language settings on indexing
Effect of language settings on indexing


Because full-text indexing (also known as content indexing) indexes every word
within a specified database, such as a public folder store, it enables users to
access information quickly. Furthermore, full-text indexing enables users to
search both a document’s contents and its properties, such as its title or its
author. Although performing a full-text indexing decreases the time that is
required to search public folder content, it increases the indexing server’s
overhead while consuming 30 percent more server disk space. Therefore, when
determining which public stores to index, you should take into account the
following considerations:
!"
Size of public folder store and type of public folder content. Indexes can
contain a variety of file types, such as files created by using Microsoft Word
or Microsoft PowerPoint
®
, which Exchange 2000 indexes at different
speeds.
!"
Effect of indexing on other server services. Processor usage peaks while
indexes are being created. Even if other services are maintained on separate
threads, they can be affected if sufficient memory is not available.
!"
Time required to rebuild catalogs. There are two methods of rebuilding a
catalog:
•
Full rebuild. This method completely rebuilds the database by clearing

out the index database. Because this method is time-consuming, it
should be scheduled during periods of low network or server usage.
•
Incremental rebuild. This method only updates the index when new
items are added or when items are modified since its last full build.
Because this method is faster than a full rebuild, it can be scheduled on
an hourly or a daily basis, depending on the number and types of
changes.
Topic Objective
To explain the function of
full-text indexing, and to
explain what must be
considered when deciding
which public folder stores to
index.
Lead-in
Although full-text indexing
has its benefits, you should
consider several factors
before implementing it.
Module 5: Designing a Public Folder Strategy 17

!"
Placement of indexes. To increase retrieval performance across the server,
place indexes on a separate drive.
!"
Amount of overhead when initial index is created. The server running
Exchange 2000 indexes a lot of information the first time an index is
created, which temporarily increases server overhead. After the initial
creation of the index, Exchange performs only incremental updates, which

do not require as much overhead.
!"
Language settings. The client software’s language setting and the server’s
locale affect the word-breakers used for indexing. Full-text indexing uses
word-breakers to identify where each word begins and ends within a given
set of text. Performance and query results may vary in mixed language
environments.


For more information about full-text indexing, see Best Practices for
Deploying Full-Text Indexing under Additional Readings on the Web page on
the Student Materials compact disc.

Note
18 Module 5: Designing a Public Folder Strategy

Lab A: Planning Public Folder Content Replication and
Referral


Objectives
After completing this lab, you will be able to:
!"
Identify relevant information in a case study.
!"
Identify the business requirements for public folders.
!"
Define the replication topology design for public folders.

Prerequisites

Before working on this lab, you must have:
!"
Knowledge of Windows 2000.
!"
Knowledge of routing groups in Exchange 2000.
!"
Knowledge of administrative groups in Exchange 2000.
!"
Knowledge of public folders in Exchange 2000.

Topic Objective
To introduce the lab.
Lead-in
In this lab, you will
determine public folder
business requirements and
design a new layout for the
location of the company’s
public folder content.
Explain the lab objectives.
Delivery Tip
Emphasize that Lab A is the
paper-based design lab and
that design decisions from
this lab will be implemented
in the hands-on lab (Lab B).
Keep the students on track
by not allowing them to
ignore Lab A and rush

through Lab B.
Module 5: Designing a Public Folder Strategy 19

Lab Setup
To complete this lab, you need the following:
!"
A copy of the Northwind Traders Case Study.
!"
A copy of the Public Folder Replication job aid.


The job aids are in the Exchange 2000 Design Tool located at
C:\MOC\1573A\LabFiles\Exchange_2000_Design_Tool, and on the student
compact disc. The case studies are in the Appendices and on the student
compact disc.

Estimated time to complete this lab: 30 minutes
Note