Information Folder Usage
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Initial Setup
The system allows for the distributed management for all the Information Folders. As folders are setup, areas of the college will be responsible for their own management of the Information Folders. Initially, only the members of the defined group will have access to the Information Folder. These members will have the ability to read and post to an Information Folder. They will only have the ability to delete their own information items.

Each area is responsible for designating an individual who will be responsible for maintaining the Information Folder for that area. These responsibilities will include:

  • Adding new members to a folder
  • Creating a new Information Folder
  • Maintaining existing folders
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Identifying the Responsible Person for Your Area
Each area must designate a responsible person for maintaining the discussions within the folder. This individual will have additional access privileges for exercising this responsibility. Information Technology will provide training on the maintenance of an Information Folder.

The responsibility list for Outlook Public Folders is located at the Outlook Public Folder Responsibility List. Please notify Information Technology if a change in the responsibility is desired.

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Requesting a New Information Folder
Only the designated person who is responsible for maintaining the Information Folder has the ability to add a new folder. To request a new Information Folder, follow these instructions:
  • Display the New Folder Folder Request Form from the IT Website.
  • Enter the Requester Information and the New Information Folder Information sections of the form.
  • Print the form by using the print feature of the web browser.
  • Obtain the required signatures and submit it to the responsible person.
  • The responsible staff member will create the folder and let the requestor know when the folder has been created.
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Requesting Access to an Existing Information Folder
Only the designated person who is responsible for maintaining the Information folder has the ability to assign right to a folder. To request access to an Information Folder, follow these instructions:
  • Display the Information Folder Access Request Form from the IT Website.
  • Enter the Requester Information and the Access Rationale sections of the form.
  • Print the form by using the print feature of the web browser.
  • Obtain the required signatures and submit it to the responsible person.
  • The responsible staff member will provide access and let the requestor know when the access is complete.
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Opening the Information Folder
The Information folder is located in the Public Folders of Outlook. The default view of Outlook displays only items from your personal Outlook folders. Public Folders must be accessed by making specific selections from your Outlook folder. To display the Information Folder, follow these steps:
Accessing Information Folders From the Inbox --
  • Display Outlook on your computer. Make sure your Folder List is displayed. If not, select View/Folder List from the Menu Bar positioned at the top of your Outlook window.
  • Double click on Public Folders from the bottom of your folder list. Your folder List expands.
  • Double click on All Public Folders to display the entire list of Public Folders that are available.
  • Double click on the Information folder to expand it and display all of the available Information folders.
  • Click on the desired folder one time to display its contents in the Information Viewer. A list of all the active topics is displayed.

Accessing Information Folders From an Outlook Public Folder Link --
  • Click on the link icon . The following Information Folder View is displayed.


  • Position your cursor on the Information folder name that is located below the menu bar on left side of the screen.
  • Click your left mouse button one time. The list of Public Folders drops into view.
  • Click on the expand button to expand the Information folder and display all of the available folders.
  • Continue to drill down on the folders by selecting the expand button until the folder you desire is displayed.
  • Select the folder to display its contents in the Information Viewer.
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Navigating the Information Folder
Public Folders serve many purposes. As repository for information, members of the folder can view the information. As each new folder/item is created, an entry for that item is displayed in the Information Viewer area of the Outlook window. The following will provide direction for viewing folder contents.

  • Display the Information Folder that contains the desired information.
  • Locate the information you would like to view.
  • Click on the Expansion Button that is located to the left of the desired topic. The folder is expanded and the contents of the folder is displayed.
  • Open the topic into a new window by double-clicking on the item. The complete contents is displayed. You may read the item and close it by clicking on the Close Window icon.
  • Click on the Collapse Button to collapse the folder.
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Posting an Item to an Information Folder
Only those who have rights for posting an item to an Information Folder can do so. If you do not have permissions to do so, please contact the responsible person for the Information Folder to post an item. For those who have posting permissions, follow these directions for posting an item to an Information folder.
  • Access the folder to which you are posting the item.
  • Select the New icon from the menu bar. The New window appears.


  • Type a brief description of the item into the Subject dialog box. This will be displayed in the Information Viewer.
  • Position your cursor into the message area. Type a message. NOTE: You may also attach a document to the item just as you attach a document to your email messages.
  • Click on the Post icon to post the contents of the message to the Informatio Folder.
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