We help IT Professionals succeed at work.
Troubleshooting Question

Cannot change the permissions in Outlook 2016 Public folders

J.R. Sitman
J.R. Sitman asked
on
97 Views
Last Modified: 2020-09-20
My assistant has full access to create new public folders.   When I tried to change the permissions via his Outlook 2016, there is no permissions tab.  See attachment.  How do I change the permissions?
Comment
Watch Question

Jazz KaurTechnical Support Specialist
CERTIFIED EXPERT

Commented:
Hi J.R.

It looks like you stated that you were trying to edit from within their application, but you should be performing this from your own Outlook application to adjust their permission rights. When you right click on your email address account and go to Folder Permissions >  Permissions tab:


J.R. SitmanIT Director

Author

Commented:
Ok, I did as you suggested and I still cannot add a folder to the Public Folders.   I do not have permission.
Jazz KaurTechnical Support Specialist
CERTIFIED EXPERT

Commented:
Your assistant’s name should be visible and added under the Permissions window — is that first screenshot from your Outlook?  If so, Click on Add >  Enter or select your assistant there > Ensure that their name is highlighted >  then apply the Publishing Editor rights:




J.R. SitmanIT Director

Author

Commented:
I added both of us and it makes no change to the permissions on the Public Folder.
J.R. SitmanIT Director

Author

Commented:
To give you a clear picture of what I am trying to accomplish.   I tried to add a Public Folder to Outlook today and it stated I did not have permission.   However, my assistant could add it from his Outlook.
Jazz KaurTechnical Support Specialist
CERTIFIED EXPERT

Commented:




Ok. You should remove your assistant and yourself from the Permissions tab window there then, it’s not necessary to add yourself. If you’re missing the above section (in the example screenshot) or are being denied access to establish a Public Folder that can be changed on the Exchange administration side. Your assistant appears to have some Public Folder capabilities though the Permissions tab is missing because they may not have the designated Owner permission level within the Exchange Admin Center.

Just two types of accounts are permitted to manage Exchange Server public folder permissions:
  • Public Folder Owners
  • Exchange Administrators  

Reference:

https://support.microsoft.com/en-us/office/create-and-share-a-public-folder-in-outlook-a2835011-d524-4a5c-a207-05c159bb2

J.R. SitmanIT Director

Author

Commented:
I added the Public Folder role to the Admin permissions in 365.   I still cannot add a new Public folder.  However, it might take a few minutes for the permissions to take effect.
Jose Gabriel Ortega CastroCEO Faru Bonon IT&Agency /Top-Rated Freelancer (Upwork)/Photographer
CERTIFIED EXPERT
Awarded 2018
Distinguished Expert 2018

Commented:
https://whatis.techtarget.com/definition/public-folder#content-body:~:text=The%20owner%20of%20a%20public%20folder%20can%20set%20privileges%20so

You can't manage those from outlook you need to run it from the o365 or exchange server admin (EAC), then you have the "Manage" on the menu.

The order is "create a public folder mailbox" and then a mailbox and then you can hit on manage to manage the permissions. 
MASEE Solution Guide - Technical Dept Head
CERTIFIED EXPERT
Most Valuable Expert 2017

Commented:
Agree with Jose.
J.R. SitmanIT Director

Author

Commented:
You cannot create a Public Folder that is a "Calendar" from 365.
Edward van BiljonMessaging and Collaboration Technical Lead (Exchange MVP | MCT | Author)
CERTIFIED EXPERT
Distinguished Expert 2019

Commented:
Hi J.R

Have you found a solution mentioned above or do you still require help?

Kind Regards
Edward
J.R. SitmanIT Director

Author

Commented:
Still need help.   I also have a case open with Microsoft, but yesterday they did not fix it.  They are still researching.

Jose Gabriel Ortega CastroCEO Faru Bonon IT&Agency /Top-Rated Freelancer (Upwork)/Photographer
CERTIFIED EXPERT
Awarded 2018
Distinguished Expert 2018

Commented:
Thing is that you can't manage individual permissions on a "public" folder because I think that is basically a "public" folder it should work similarly to the public folders on any filer server (either why it would be called like that :) ), what's the MS ticket number? (send it on private)
CEO Faru Bonon IT&Agency /Top-Rated Freelancer (Upwork)/Photographer
CERTIFIED EXPERT
Awarded 2018
Distinguished Expert 2018
Commented:
This one is on us!
(Get your first solution completely free - no credit card required)
UNLOCK SOLUTION
J.R. SitmanIT Director

Author

Commented:
I received a lot of help from Jose yesterday.  The problem is I have two accounts. See below.   I changed the user name for the "onmicrosoft" account but that did not fix it.

I added Administrator to the root folder permissions and using that account I can add a new Public Folder Calendar.

Hence the problem is not solved, but I have a workaround.




Jose Gabriel Ortega CastroCEO Faru Bonon IT&Agency /Top-Rated Freelancer (Upwork)/Photographer
CERTIFIED EXPERT
Awarded 2018
Distinguished Expert 2018

Commented:
Have you received an answer to the ticket this week? is it finished? :)
J.R. SitmanIT Director

Author

Commented:
Microsoft has escalated it to a Senior Tech.

Gain unlimited access to on-demand training courses with an Experts Exchange subscription.

Get Access
Why Experts Exchange?

Experts Exchange always has the answer, or at the least points me in the correct direction! It is like having another employee that is extremely experienced.

Jim Murphy
Programmer at Smart IT Solutions

When asked, what has been your best career decision?

Deciding to stick with EE.

Mohamed Asif
Technical Department Head

Being involved with EE helped me to grow personally and professionally.

Carl Webster
CTP, Sr Infrastructure Consultant
Empower Your Career
Did You Know?

We've partnered with two important charities to provide clean water and computer science education to those who need it most. READ MORE

Ask ANY Question

Connect with Certified Experts to gain insight and support on specific technology challenges including:

  • Troubleshooting
  • Research
  • Professional Opinions
Unlock the solution to this question.
Join our community and discover your potential

Experts Exchange is the only place where you can interact directly with leading experts in the technology field. Become a member today and access the collective knowledge of thousands of technology experts.

*This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

OR

Please enter a first name

Please enter a last name

8+ characters (letters, numbers, and a symbol)

By clicking, you agree to the Terms of Use and Privacy Policy.