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70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration. Chapter Six Public Folders. Objectives. Describe public folders, the advantages of multiple public folder trees, and create and configure public folders and public stores

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70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

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  1. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration Chapter Six Public Folders

  2. Objectives • Describe public folders, the advantages of multiple public folder trees, and create and configure public folders and public stores • Configure public folder permissions and how they are propagated to subfolders • Describe how public folders are replicated 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  3. Objectives (continued) • Manage public folder replication • Understand public folder referrals • Troubleshoot public folders 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  4. Public Folders • Public folders are contained in public folder stores • Public folders are a foundation for collaboration • Enable access to a centralized messaging system • Allow sharing of files and messages • Critical tool for an organization with geographically diverse sites • Combine with customized forms for collaboration applications • Examples: bulletin boards, discussion groups 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  5. Introduction to Public Folders • Public folders: shared repository for Exchange Server 2003 • Public folders provide seven capabilities • Multiple public folder trees (hierarchies) • Secure items in public folders • Accessibility from the Web • Accessibility from the file system • All-text indexing capabilities through MSSearch • Referrals enabled by default • Public folders 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  6. Introduction to Public Folders (continued) • Public folder store realizes seven capabilities • New public folder is placed in the public folder store of Exchange server • Default public folder store: public root store • Two features supported by Exchange server with public folder store: • Can host a public folder • Can have a public folder replicated to stores of additional servers 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  7. Public Folder Trees • Exchange organizations may host multiple public folder trees • Public folder tree characteristics: • Consists of a separate hierarchy of public folders • Must be unique • Top-level public folders are: • Folders at first level • Placed in public folder store on user's home server • Lower-level public folders: • Are placed in public folder store containing parent folder • May be replicated to other servers in an organization 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  8. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  9. Public Folder Trees (continued) • Additional trees and hierarchies may be created • Use: file repositories for departments, groups, or projects • General-purpose public folder trees are used for collaboration with browsers and applications • Ex: Office 2003 uses HTTP to access the Information Store • Two different public tree hierarchy types: • Default (All Public Folders) • Accessible to MAPI mail clients such as Outlook • Alternate • Appear alongside All Public Folders tree 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  10. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  11. Public Folder Trees (continued) • Each public folder tree uses a separate database on Exchange Server 2003 • All Public Folders tree is maintained on the public root store • Point the mailbox stores to the public root store • Performed during configuration • Enables a user's mail client to access the default public folder tree • Public folder hierarchy for each public folder tree is: • Maintained by Active Directory • Available to every Exchange user in an organization 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  12. Public Folder Trees (continued) • Six issues concerning public folder support: • Replication: additional trees only affect servers where configured • Size minimization: extra trees reduce the size of the default tree • Permissions: • MAPI permissions for top-level hierarchy MAPI clients • MS Server 2003 permissions for alternate top-level types • Top-level hierarchies: • One MAPI top-level hierarchy per organization • Multiple general-purpose top-level hierarchies per org. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  13. Public Folder Trees (continued) • Six issues concerning public folder support: (continued) • Deep traversal searches are: • Not supported by MAPI top-level hierarchy • Supported by general purpose trees • Mixed/native mode settings • Mixed: Only MAPI folders are mail-enabled by default • Native: Both types of folders are mail-disabled by default • Three steps to creating a new public folder tree: • Create a new top-level root folder • Create a new public folder store to hold the new tree • Connect a new top-level folder to the new public folder store 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  14. Creating a New Top-Level Root Folder • Actions performed only on general-purpose tree types: • Create, change, or delete • Default tree is: • Created when Exchange Server 2003 is installed • Managed by Exchange Server 2003 • Consequences of creating a new public folder tree: • Exchange Server creates object in Active Directory • Directory object holds attributes and properties of tree • Default container created to store new object • You may create a container (for Administrative groups) 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  15. Activity 6-1: Creating a Top-Level Public Folder Tree • Time Required: 5 to 10 minutes • Objective: Create a general-purpose, top-level public folder tree • Description: Create a general-purpose, top-level public folder tree. Look at how a public folder container can be created. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  16. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  17. Creating a Public Folder Store • New public folder trees are associated with public folder store • Considerations when configuring public folder store: • Folders tend to become cluttered over time • Dated and/or redundant information is stored • Limits tab settings that alleviate folder degradation: • Deleted item retention: retains item for a specified period • Age limit: item deleted once age limit is reached 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  18. Activity 6-2: Creating a Public Folder Store • Time Required: 10 to 20 minutes • Objective: Create a public folder store for the public folder tree that was created in the previous activity • Description: Create a public store to associate with the public folder tree that was created in the previous activity; walk through the different options that can be set for the public folder store. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  19. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  20. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  21. Creating Public Folders • Public folders are created after public folder tree • Public folders provide a storage point for common information • Information may be centralized or distributed • Individuals authorized to create public folders • Administrator using Exchange System Manager • Client (with permission) using Outlook • Additional rights for creators of public folders • Set up hierarchy of folders • Set up associated permissions 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  22. Activity 6-3: Creating Public Folders • Time Required: 10 to 20 minutes • Objective: Create public folders under the default public folder tree • Description: Create two public folders under the default public folder tree, accessible only to MAPI (Outlook) clients. Illustrate creation of public folders through Exchange System Manager. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  23. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  24. Activity 6-4: Recovering Deleted Items • Time Required: 5 to 10 minutes • Objective: Outline the steps that are required to recover deleted items • Description: Recover deleted items from public folder stores provided you set a deleted item period for the public folder store from which the items were deleted and retention period has not expired 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  25. Configuring Public Folder Permissions • Permissions specify who may perform a set of activities in the folder • Exchange Server assigns permissions when a new folder is created • Permissions may be assigned to three entities: • Folders, items, properties • Permissions may be inherited from higher-level objects • Examples: public folder tree or administrative group • Configure public permissions using Outlook • Exchange Server then configures corresponding Windows Server 2000/2003 permissions 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  26. Configuring Public Folder Permissions (continued) • Four principles of security in Exchange Server 2003: • You can apply access control to any resource • Folders, items in folders, properties of item • You apply the same type of permissions for a folder or items in it • Assign permissions to user account or security group in Windows Server 2000/2003 • Access Control List (ACL) entries are processed until: • Entry denies permission • All requested permissions are granted • End of list reached without permission being granted • Permissions can be denied 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  27. Configuring Client Permissions • Tools to specify client permissions for a public folder: • Exchange System Manager or Outlook • Default access levels: • All users are permitted to access folder and read contents • Includes users accessing folder anonymously over Web • Additional permissions for users who log on to network or Outlook Web Access • Create subfolders and items in folders • Read, edit, and delete created items • Set a new role for special users Anonymous and Default to change permissions 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

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  29. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  30. Activity 6-5: Setting Client Permissions • Time Required: 5 to 10 minutes • Objective: Configure client permissions for a public folder using Exchange System Manager • Description: Use Exchange System Manager to configure the client permissions for a public folder to allow users to manipulate folder contents 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  31. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  32. Activity 6-6: Setting Directory Rights and Designating Administrators • Time Required: 5 to 10 minutes • Objective: Configure directory and administrative rights to a public folder • Description: Use Exchange System Manager to configure directory and administrative rights on a public folder 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

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  34. Propagating Permissions • Parent folder is a top-level folder in a public folder tree • Permissions assigned to a parent folder propagate to all folders in tree • Parent folder itself inherits from higher-level folders • Ex: Administrative Group and organization permissions • Three categories of permissions for public folders: • Client rights • Directory rights • Administrative rights • Exchange System Manager applies parent folder settings to subfolders 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

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  36. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  37. Activity 6-7: Propagating Folder Settings • Time Required: 5 to 10 minutes • Objective: Propagate public folder settings to subfolders • Description: Propagate public folder settings to lower-level subfolders within the public folder tree; show automatic and manual techniques. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  38. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  39. Replicating Public Folders • Public Folder replication is a mail-based process • Uses SMTP to transport messages between servers • Servers contain replicas of information 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  40. Client Access to Public Folders • Client attempts to access public folder data on server • Must connect to server containing replica of data • Any replica can be passed back to user • Client connection attempts to follow a sequence of steps • A call is made to the Information Store • Returns a list of servers having copy of requested folder • Information Store makes a call to a routing service • Routing service returns costs of route to public folder • Information Store determines route to closest copy of public folder 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  41. Server Replication • Public Folder Replication Agent (PFRA): • Part of Information Store • Monitors changes, additions, deletions to public folders • Uses change numbers, time stamps, predecessor change lists • Change number made up of two parts: • Globally unique Information Store identifier • Server specific change counter • Change counter is sequential across all messages and folders on the Information Store 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  42. Server Replication (continued) • PFRA time stamps messages arriving in public folder • Predecessor change list identifies public folder conflicts • Lists Information Stores that made message changes • Lists last change number made by Information Store • Events occurring after message creation: • Information Stores receive a replication message • Message is created in each instance of public folder • Originating Information Store change number is used 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  43. Server Replication (continued) • Events following message deletion: • Originating Information Store broadcasts deletion • Each receiving Information Store deletes its own message instance • Events following message change in replicated folder: • Original message is modified by PFRA • PFRA sends replication message containing modifications • Update only if message is the same and modification is new • Conflict occurs if change number of local message is not in predecessor change list of update 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  44. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  45. Server Replication (continued) • Two public folder conflicts: message edit/folder edit • Message edit conflicts: • May occur when content and/or properties are modified on any server • Three step resolution process: • Conflict resolution message sent to folder contact • Messages in conflict attached to conflict message • Contact chooses to keep one or all messages in conflict • Folder edit conflicts: • Occur if two or more contacts attempt design change • Last design saved (except change to replica list) 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  46. Backfilling • Backfilling: out-of-sync public folders resynchronize • Backfilling recovers from three situations: • Lost replication message(s) • Public server folder goes offline, then online • Public folder server being restored from a backup • Scenario involving three Information Stores: • Information Store 3 sends message to 1 and 2 • Replication to Information Store 2 fails • Status messages sent and analyzed • Backfill request sent by Information Store 2 • Changes sent by Information Store 1 (or another) 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

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  48. Managing Public Folder Replicas • Features of public folder replicas: • Multiple, redundant information points • Load balancing • Three ways for managing replication components: • Active Directory controls public folder directory objects • Exchange Server 2003 Information Store controls public folder hierarchies • Exchange Server 2003 administrator controls replication of public folder content • Content: message headers, body, attachments 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  49. Configuring Replicas • Public folder may have replicas on multiple public folder servers • Replicas confer several benefits: • Distributing user load on servers • Distributing public folders geographically • Backing up public folder data • All replicas of a public folder are equal • Multimaster replication: • Directly modify replicas of public folders • Changes are automatically replicated to other servers 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

  50. Activity 6-8: Configuring Public Folder Replication • Time Required: 5 to 10 minutes • Objective: Walk through the steps to replicate a folder to another server within the Exchange Server 2003 organization • Description: Use Exchange System Manager to configure public folder replication for a folder on your system; replicate public folder to additional public stores. 70-284 MCSE Guide to Microsoft Exchange Server 2003 Administration

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