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Create a Public Folder in Outlook- Tutorial

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Create a Public Folder in Outlook- Tutorial: A picture of a set of public folders for a user account within Outlook 2010.

Create a Public Folder in Outlook: Overview

            You can create a public folder in Outlook to which you can post public conversation topics or any type of item that Outlook can store in its normal folders like e-mail, calendars, and tasks. You can use this terrific feature to set up meetings, schedule employees’ tasks, and post information into folders that are accessible to people on your network. To benefit from this feature, however, you do need to use Outlook with a Microsoft Exchange Server 2003 or later on your network.

            To select and view a public folder, you must expand the “Public Folders” folder and then expand the “All Public Folders” folder in the Folder List. You can view the Folder List in Outlook by clicking the “Folder List” button at the bottom of the Navigation Bar. If you have public folders already created in this folder, you can double-click the “All Public Folders” folder to view the public folders that have already been created. You can then click on one of the public folders in the list to view its contents.

            To create a public folder in Outlook, click the “All Public Folders” folder in the Folder List to select it. If using Outlook 2013:2010, click the “New Folder” button in the “New” button group on the “Folder” tab in the Ribbon. If using Outlook 2007, then select “File| New| Folder…” from the Menu Bar.

            You should see the “Create New Folder” dialog box appear. In this dialog box, you must type in a name for your new folder in the “Name:” text box. Next, you must use the drop-down menu for the “Folder contains:” text box to select what type of Outlook items will be stored in that folder. Finally, select where to place the new folder in the folder list from the “Select where to place the new folder:” navigation list. When you have finished, click “OK.” This will place the new public folder in the place within the Folder List where you selected to insert it.

Create a Public Folder in Outlook- Tutorial: A picture of a set of public folders for a user account within Outlook 2010.

Create a Public Folder in Outlook- Tutorial: A picture of a set of public folders for a user account within Outlook 2010.

Create a Public Folder in Outlook: Instructions

  1. To select and view a public folder, you must expand the “Public Folders” folder and then expand the “All Public Folders” folder in the Folder List. You can view the Folder List in Outlook by clicking the “Folder List” button at the bottom of the Navigation Bar.
  2. If you have public folders already created in this folder, you can double-click the “All Public Folders” folder to view the public folders that have been created.
  3. You can then click on one of the public folders in the list to view its contents.
  4. To create a public folder in Outlook, click the “All Public Folders” folder in the Folder List to select it.
  5. If using Outlook 2013:2010, click the “New Folder” button in the “New” button group on the “Folder” tab in the Ribbon. If using Outlook 2007, then select “File| New| Folder…” from the Menu Bar.
  6. In the “Create New Folder” dialog box, type a name for your new folder in the “Name:” text box.
  7. Use the drop-down menu for the “Folder contains:” text box to select what type of Outlook items will be stored in that folder.
  8. Select where to place the new folder in the folder list from the “Select where to place the new folder:” navigation list.
  9. When finished, click “OK.”

Create a Public Folder in Outlook: Video Lesson

            The following video lesson, titled “Creating Public Folders,” shows you how to create a public folder in Outlook 2013 though 2007. This video lesson on how to create a public folder in Outlook is from our complete Outlook training titled “Mastering Outlook Made Easy v.2013-2007.”

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