When it comes to public folders using Microsoft Outlook connecting to
an Exchange Server, there are a couple of different ways to get data
into the folders. Determining which way is best, is really dependent
on the task at hand.
Once you have your public folders in view by selecting VIEW --> FOLDER
LIST within Outlook, you'll want to expand your Public Folders tree so
that the folder or folders you want to put data into is visible. Now,
the most common way to put data into these public folders is to use
the POST feature as you mentioned, which is simply clicking on the
folder you want, then selecting NEW at the top left corner. You can
select the dropdown next to the NEW icon to determine what type of
post you want to make. You can post a message, appointment, contact,
task, etc. The most intriguing on this list is "Office Document". This
will actually allow you to launch any of your Office applications and
create (or load) a document that was created using Word, Excel,
PowerPoint, etc and then post that document into the public folder
directly. This is done by using the FILE --> SEND TO --> EXCHANGE
FOLDER command from within the Office app once you're ready to save
the file to the public folder. It will also want you to save the file
to your hard drive or to the network somewhere as well. Note that once
in the public folder, anyone with access to the public folder can open
the document, work on it and make changes to it. This will NOT
automatically update the second copy that you saved to your hard
drive, but it will update the public folder copy and everyone will see
the changes almost immediately.
Another way to get your files into public folder is to use drag and
drop with Windows Explorer. Again, having your public folders in view
and expanded in Outlook, open up Windows Explorer in another windows.
Browse to where the files are located that you want stored in the
public folders. You can select multiple files (using CTRL+LeftClick),
then simply DRAG them to your public folder inside Outlook. This will
create a new post for each file in that public folder. As far as I
know there is no way to "Cut and Paste", only drag and drop, but it
works very well. Remember, it makes a copy of these files in the
public folders for others to see and work on, it does not update the
So, depending on your goal will depend on which way of posting is
easier. If you have a folder full of Word or Excel documents that you
want posted to a public folder, the drag and drop method is by far the
easiest. Single documents, it may be easier to just create a new
message and attach the file.
More information can be found in the online help feature of Outlook. I
didn't see much on the Internet or on Microsoft's website detailing
public folder use outside of what the online help specifies or I would
provide you with some links. If you have problems with any of the
above, just let me know and I'll be happy to help further. I've been
an Exchange Administrator for several years and this is how our users
get the most out of public folders.
Thanks for the question... please don't hesitate to "ask for
clarification" if I can be of further assistance.