In this blog post we will be looking at how you can setup and file emails to public folders and how QuickFile can make it easier on filing emails.
What is a Public folder?
A Public Folder is a folder that is created on your server by your administrator. That folder can then be used by anyone who the administrator gives permissions to.
Before you can use Public Folders, you will need to ask your Office 365 (or Exchange) Administrator to create the folders for you.
The Public Folder will appear inside the user’s Outlook, just like any normal email folder. User can file emails to the folder using any of their normal methods… such as dragging and dropping emails.
How can QuickFile help you file emails in Public folders?
Using public folders is an easy way to share emails. However, you may find that emails do not get filed correctly because:
- It is easy to accidentally drag and drop an email to the wrong folder.
- Users may not file emails on a timely basis because it takes too much manual work
- Sent emails in particular get left in the Sent Items folder instead of being moved to the correct folder.
To help prevent you from making that kind of mistakes, you can use QuickFile for Outlook. QuickFile makes filing easier by:
- Recommending the correct folder for filing
- Allowing users to file received emails at the click of ONE button
- Sending and Filing emails in one step
You can find more information on QuickFile for Outlook here
Setting up Public folders in QuickFile
By default, Public folders is not checked. To tick Public Folders please follow the steps below:
- Open QuickFile Settings Screen
- On the MS Outlook ribbon go to the following location Standss Outlook Addins > QuickFile > More > Settings
- On the Settings screen go to Data Files
- In Index Option (this may slow performance) tick Index Public Folders checkbox and click the Re-index Folders button
- After ticking Index public folders, a prompt will appear
- Click Yes
- Now click Apply and Okay to save the changes
- Click Yes
- Once the Index is complete, you will see the screen below:
- Click OK.
- Restart Outlook
Now you file emails to your Public folder.
If you haven’t tried QuickFile yet , download a fully functional trial using the link below and find out why it is the Number 1 email management tool for professionals (lawyers, engineers, architects, software developers etc).