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Shared e-mail messages and other items... Best Practices?

Hello,

We will be installing a SBS2011 Standard server in our office in a few days.  Currently, we are using Outlook 2007 and pop/smtp e-mail.  The business owner has a "Projects" folder in his Outlook that contains lots of subfolders with e-mails and attachments.  One of the goals with moving to SBS2011 and having our own Exchange server is to move this Projects folder from his exclusive use to a place where all authorized (permissions) users can add, delete, view, and printer items.  Basically, we want to transform a private folder collection to a shared resource.  I am hoping that you can help me with the following questions:

1) What is the "Best Practices" solution for creating a shared Projects folder?  Ideally, all media would be stored in one location (i.e. e-mail, Word documents, PDFs);

2) If we used an Exchange Public Folder hierarchy, I am a little concerned about the limitation that MSDN mentions(http://technet.microsoft.com/en-us/library/bb397221.aspx):
"Although deep hierarchies scale better than wide hierarchies, it's a best practice not to exceed 250 subfolders per folder. Exceeding 250 subfolders likely will cause an unacceptable client experience when a client computer requests access."  The hierarchy that I envisioned would be somthing like the following:
PROJECTS
|
+-- ABC Corp
+-- DEF Corp
.
.

or

PROJECTS
|
+-- 2010
   +-- ABC Corp
   +-- DEF Corp
+-- 2011
.
.

What is the best way to organize and share historic hierarchical information so client computers have good performance?  Should we be using a real archiving software package (hopefully not at this time since we have just spent tons of money on the server!)

3) When I created, as the Domain Administrator, a Public Folder entitled, "PROJECTS", on our test server and set a specific user, "Mike", to have Owner permissions, I found that when I tried to add items to the PROJECTS folder as "Mike", it worked. But when Mike tried to create subfolders under PROJECTS, it said that Mike "Cannot create the dolder.  You do not have permission to create a subfolder under this folder...".  When I looked at the folder's permissions, it said that Mike is an Owner of the PROJECTS folder and the following:

Read: Full Details
Write: Create items, Create subfolders, Edit own, Edit all
Delete Items: All
Other: Folder owner, folder contact, folder visible

So, I do not understand why Mike cannot create a subfolder under PROJECTS.

I would really appreciate your help with these questions...

Thank you for taking the time to read my posting,

Mike
0
mjgardne
Asked:
mjgardne
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1 Solution
 
Cris HannaCommented:
You'll likely get a variety of answers to your questions regarding "best practice for public folder structure

I personally would create folders just under "All Public Folders" called 2011 Projects, 2010 Projects - 2009 Projects, then sub folders of those.

Do not create these on the Exchange Server, create them Using Outlook and then assign the permissions from there
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mjgardneAuthor Commented:
Hi Cris,

I created our PROJECTS folder as follows, but an authorized user cannot create subfolders.  Do you have any suggestions?  Here are the details...

3) When I created, as the Domain Administrator, a Public Folder entitled, "PROJECTS", on our test server and set a specific user, "Mike", to have Owner permissions, I found that when I tried to add items to the PROJECTS folder as "Mike", it worked. But when Mike tried to create subfolders under PROJECTS, it said that Mike "Cannot create the dolder.  You do not have permission to create a subfolder under this folder...".  When I looked at the folder's permissions, it said that Mike is an Owner of the PROJECTS folder and the following:

Read: Full Details
Write: Create items, Create subfolders, Edit own, Edit all
Delete Items: All
Other: Folder owner, folder contact, folder visible

So, I do not understand why Mike cannot create a subfolder under PROJECTS.

0
 
Cris HannaCommented:
0
 
mjgardneAuthor Commented:
Hi Cris,

Thank you for the quick response!  I've see the Technet article, but the Outlook one is new to me...  I will give it a whirl and report back.

Thanks!

Mike
0

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