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Deafult disable "Hide from exchange address list" in public folders properties

Posted on 2008-06-24
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Last Modified: 2008-09-10
Hello, is there a chance during a new public folder creation in exchange to auto disable the check box "Hide from exchange address list". I mean I want that when somebody using outlook create a public folder, this public folder is already mail enabled and displayed in GAL , without changing manually the proprieties by administrator user. Thanks
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Question by:renato_clementi
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Expert Comment

by:Jeffrey Kane - TechSoEasy
ID: 21861660
Can you explain a bit more about what you are trying to do here?  Because generally you wouldn't want to create an email address without administrative privileges.  

Jeff
TechSoEasy
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Author Comment

by:renato_clementi
ID: 21862916
Hi Jeff,

I need that when somebody create a public folder on exchange server, by default this public folder has to be listed in global address list.
The standard procedure is to go to the public folder properties and check off "Hide from exchage address book", I need that by default this check must be off and not on. So every time we create a public folder automatically it's displayed in Address list the email address.
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LVL 74

Expert Comment

by:Jeffrey Kane - TechSoEasy
ID: 21871948
Just unchecking that box doesn't make the folder displayed in the GAL.  You must "Mail Enable" a public folder for it to even have an address in the first place.

This can only be done by an administrator.

When I asked above, "Can you explain a bit more about what you are trying to do here?"  What I really meant was for you to tell me why you need to create public folders in the first place.  What is the ultimate goal you are seeking?  What is the TASK you are trying to perform using public folders?

And why can't an administrator manage this?

Jeff
TechSoEasy
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Author Comment

by:renato_clementi
ID: 21872063
I know about Mail Enable, but this could be set by default using public folders "policies".

What I am trying to do is to create a public folder archive, where there are all documents and e-mail about customers and suppliers. The goal is to send e-mail messages , docuements and other files in this archive using "Send to" and addressing to the public folder. In this way we  can archive all files in the right folder.
Example
Public Folder
 --- Customer1
 --- Customer2
 --- Customer3

We want to use the command "send to" customer1@domain.org to archive some files in the folder Customer1 and so on.
Of course administrator can set the properties, unfortunately the creation of the customer folders is done by every user
from outlook. And in this way the user cannot change the "Hide form exchange ....."

Hope this is clear
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Expert Comment

by:Jeffrey Kane - TechSoEasy
ID: 21872100
Exchange is really not designed to be a document archive.  You'll bloat the Exchange database to an unmanageable size and invite file corruption that will be difficult to manage.

Instead, you can combine a Public Folder with SharePoint Document Libraries which will handle this much better for you.

There's a complete overview of how to do this here:  http://office.microsoft.com/en-us/winsharepointadmin/HA011608031033.aspx

One other way you can accomplish this is to use Business Contact Manager for Outlook, which is a free add-on if you have Office 2003 or 2007 Small Business or Professional editions.  BCM will automatically archive all communication for clients, so you don't even need to use a "send to" command.

Test drive BCM here:  http://office.microsoft.com/en-us/products/HA101687261033.aspx

Jeff
TechSoEasy
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Author Comment

by:renato_clementi
ID: 21872301
I understand.

In any case I checked your suggestions and I found out this: the best fit is BCM, but it's not clear where are stored the informations,
I have to check carefully, I don't want that all documents and info connected to the contacts are stored in personal desktop and not on the server (we have small business server 2003 network). I need that all info will be shared and secured.

Any suggusetion on this?
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Accepted Solution

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Jeffrey Kane - TechSoEasy earned 500 total points
ID: 21872748
You can certainly run the BCM database on your SBS (it's SQL 2005 Express).  You will need to use the BCM Database Admin tool to do that though:
http://www.microsoft.com/downloads/details.aspx?FamilyID=f24267ee-9ad5-4be5-b888-c9a50ae395ca&DisplayLang=en%20%20%20

There's plenty of support information and documentation for BCM.  Check out the official blog here:
http://blogs.msdn.com/bcm

Jeff
TechSoEasy
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Author Comment

by:renato_clementi
ID: 21872836
Ok Jeff,

I will go on in that way
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LVL 74

Expert Comment

by:Jeffrey Kane - TechSoEasy
ID: 21872876
I'm curious... is there a reason you gave me a "B" grade?

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Author Comment

by:renato_clementi
ID: 21872936
I solved my problem partially I have to work on a new way, install BCM and ....
I hope that way will fit our needs.

Renato
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LVL 74

Expert Comment

by:Jeffrey Kane - TechSoEasy
ID: 21873157
Well... your original question was really something that couldn't be done, and I told you that was the case.  You may want to review this section about grading for future questions:
http://www.experts-exchange.com/help.jsp#hi97

Especially note this section http://www.experts-exchange.com/help.jsp#hi36 which states:
"Please remember that if the answer to your question is You can't do that you still received an answer."

Thanks for understanding.

Jeff
TechSoEasy
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