Information Folders Maintenance
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Initial Setup of Public Folders

Once the initial folder structure is setup, it will be the responsibility of each administrative area to maintain these folders. Each area is responsible for designating an individual who will be responsible for maintaining the public folder(s) for that area. These responsibilities will include:
  • Adding new members to a folder
  • Add Items to a Folder
  • Move/Copy Items Between Folders
  • Delete a Folder/Item
  • Grant Permissions to a Folder
A member of the IT support staff will contact the responsible person for each area and arrange a time for personal training on the maintenance of the Public Folder(s) for that administrative area. Once training is complete, it will be the responsibility of each area to provide further training for additional members of the area. There is no limit to the number permissions that can be granted for Public Folders. It is suggested that each area utilize this trickle-down method of training to provide for additional support of their Public Folders.
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Create a New Folder

  • Select the top level folder
  • Select File/New from the Menu Bar
  • Select Folder from the sub menu to display the Create New Folder dialog box. The highlighted folder represents the folder from which the new folder is to be created.

  • Position the cursor in the Name field.
  • Type the name of the new folder.
  • Select OK to create the new folder. NOTE: This will take a moment to complete.
  • A message box is displayed inquiring to add a short cut to the Outlook bar. Select NO.
  • The Public Folder list is displayed and the new folder is displayed.
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Add Items to a Folder
Only those who have been granted permission to add items to a Public Folder will have the ability to add or post items to a Public Folder. If you would like to have rights to add information to a specific Public Folder, you must contact the designated person for the Public Folder and request these rights. Once these rights have been granted, follow these directions for posting to a Public Folder.
  • Select the folder to which the item is to be added. NOTE: You must have the rights to add items to a folder. See the Folder Administrator from your area to confirm you have these rights.
  • Select the New Post icon from the menu bar. The New Discussion screen is displayed. This screen supports adding text as well as attaching a document.
  • Type a brief description in the subject line of the item.
  • Position the cursor in the message area. Type a message or attach a document. NOTE: You can attach a document in the same way you attach a document to an email message.
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Move/Copy Items Between Folders
Like adding items to a folder,only persons with the permissions to move or copy items between folders are able to accomplish this task. To gain the appropriate privleges, please contact the responsible person for the folder.
  • Open the Public Folder to where the items are to be moved/copied to first.
  • Open the Public Folder where the items to be moved/copied from to display the contents on the right side.
  • Position the mouse arrow on the first item to be moved/copied. Press and hold the mouse button.
  • Drag the item to the New folder. NOTE: As the mouse arrow moves to the new location, a + sign is displayed at the tail of the mouse. This denotes that the item is to be copied to the new location.
  • To Copy the selected item, release the mouse button as the new folder is highlighted. The selected item is copied to the new location.
  • To Move the selected item, select the Shift Key as you are dragging the item. Release the mouse button first. Once the item is moved, release the shift key.
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Delete a Folder/Item
Deleting items from within a folder or deleting a folder can only be done by those who have the correct access privileges. If you have these privileges, follow these steps to delete items from within a folder or delete a folder.

To Delete and Item from Within a Folder
  • Select the folder where the item(s) is located.
  • Open the folder to display the contents of the folder on the right side of the screen.
  • Position the mouse on the item to be deleted and select the item.
  • Press the Delete button from the keyboard. A confirmation screen is displayed.
  • Select Yes to remove the item.
To Delete a Folder
  • Remove all of the items from the folder. (See the above step.)
  • Position the mouse on the empty folder name from the left side of the screen.
  • Press the Delete button from the keyboard. A confirmation screen is displayed.
  • Select Yes to remove the item.
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Grant Permissions to a Folder
Permissions are the rights an individual has to a folder. These include such items a create, edit, delete, etc. Only the person who "owns" the folder can grant permissions to others.
  • Select the top-level folder and right click to display the pop-up menu.
  • Select Properties from the pop-up menu
  • Select Permissions Tab from the properties screen.

  • The list of those with current permissions is displayed in the top dialog box. Available permissions are listed on the bottom of the screen.
To Add a Person to the Permissions List
  • Select the Add button from the right of the current permissions list. The Add Users dialog box is displayed. This is the Global Address Book.
  • Select the name of the person to whom you are granting permissions from the list on the left.
  • Select the Add button in the center of the boxes. The name of the selected person is displayed in the dialog box on the right. Continue to add names from the left box to the right to add multiple names.
  • Select OK when all names are selected. The Permissions dialog box is displayed.
  • Select the name of the person to whom you are granting permissions from the Name/Role list. It is important that the name be highlighted before continuing to the next step.
  • Select the items in the Permissions area that you are granting to the selected individual. Continue to add permissions to each selected name from the top list.
  • Select OK when all permissions are granted.
To Change the Permissions of an Individual
  • Select the name of the person to whom you are changing permissions from the list on the top.
  • Select or deselect items in the Permissions area.
  • Select OK when all permissions are complete.
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