Appendix D: Northwind Traders Case Study

Contents Overview 1 Introduction to Public Folders 2 Creating Public Folders by Using Outlook 2000 10 Using Public Folder Servers 17 Using Exchange Server Public Folder Replication 30 Lab A: Creating the Public Folder Hierarchy for the MoveApp 34 Review 41 Module 2: Creating and Managing Public Folders Information in this document is subject to change without notice. The names of companies, products, people, characters, and/or data mentioned herein are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted. Complying with all applicable copyright laws is the responsibility of the user. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Microsoft Corporation. If, however, your only means of access is electronic, permission to print one copy is hereby granted. 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The names of companies, products, people, characters, and/or data mentioned herein are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted. Other product and company names mentioned herein may be the trademarks of their respective owners. Project Advisor: Janet Wilson Project Lead and Instructional Designer: Anne Bockman (Excell Data Corporation) Instructional Designers: Josh Barnhill (Volt Technical) and Jo Berry (Exchange) Lead Program Manager: Greg Bott Program Managers: Colleena Carr and Chris Boar (Intl Vendor) Graphic Artist: Andrea Heuston (Artitudes Layout and Design) Editing Manager: Lynette Skinner Editor: Jennifer Kerns (S&T Onsite) Copy Editor: Shari G. Smith (R & S Consulting) Online Program Manager: Arlo Emerson (Aditi) Production Support: Irene Barnett (Barnett Communications) Manufacturing Manager: Bo Galford Manufacturing Support: Mimi Dukes (S&T Onsite) Development Services: Kimber Dodge Lead Product Manager: Mary Larson Group Product Manager: Robert Stewart Module 2: Creating and Managing Public Folders iii Instructor Notes Module 2: Creating and Managing Public Folders This module provides students with an introduction to public folders. They will learn how public folders can be incorporated into a collaborative solution. They will also learn how to create a new public folder and set its properties. The module concludes with an introduction to how Microsoft ® Exchange Server replication can be used to manage public folder data. Materials and Preparation This section provides you with the materials and preparation needed to teach this module. Materials To teach this module, you need the following materials:  Microsoft PowerPoint ® file 1593a_02.ppt  Module 2, “Creating and Managing Public Folders” Preparation To prepare for this module, you should:  Read all the materials for this module.  Read the instructor notes and margin notes for the module.  Complete the lab. Presentation: 45 Minutes Lab: 30 Minutes iv Module 2: Creating and Managing Public Folders Module Strategy Use the following strategy to present this module:  Introduction to Public Folders Show where public folders reside in the hierarchical model that Exchange Server uses to organize resources. Define the different ways that public folder collaboration servers can be deployed: as a dedicated public folder server, or as a shared messaging and public folder server. Describe some of the ramifications of deploying each type. Provide a high-level overview of some of the public folder collaboration features.  Creating Public Folders by Using Outlook 2000 Describe the different types of folders that can be created in Outlook 2000: file system folders and Outlook 2000 folders. Review some of the basics of creating a new public folder and setting folder properties. Describe how to use an existing folder as the basis for a new folder.  Using Public Folder Servers Show some of the public folder collaboration features in more detail. Set permissions for public folders. Use the default form and default views for a public folder. Define rules and show how to set condition and action properties of rules. Describe the architecture of moderated folders and explain how they are implemented.  Using Exchange Server Public Folder Replication Provide a brief overview of public folder replication. Describe how the type of collaboration server dictates the type of replication required by the application. Module 2: Creating and Managing Public Folders 1 Overview  Introduction to Public Folders  Creating Public Folders by Using Outlook 2000  Using Public Folder Servers  Using Exchange Server Public Folder Replication At the end of this module, you will be able to:  Describe the differences between a dedicated public folder server and a shared messaging and public folder server.  Create a new public folder and set the properties of that folder by setting permissions, establishing a default form, modifying views, and specifying a moderator.  Use Microsoft ® Outlook ® 2000 to set permissions and rules for an existing public folder.  Describe the role of Microsoft Exchange Server replication in managing public folder data. Slide Objective To provide an overview of the module topics and objectives. Lead-in In this module, you will learn how to create public folders and use them in a collaborative solution. 2 Module 2: Creating and Managing Public Folders    Introduction to Public Folders  Exchange Server Hierarchy  Using Public Folders in a Collaborative Solution  Public Folder Collaboration Features Public folders play a central role in the process of developing collaborative solutions by storing the data that is the basis of your solution. Understanding the capabilities of public folders will help you design and develop effective collaborative solutions for your organization. Slide Objective To outline this topic. Lead-in To fully use the capabilities of public folders, it is important to understand their features. Module 2: Creating and Managing Public Folders 3 Exchange Server Hierarchy Site Server Server Organization Site Site Organization Organization Site Site Site Site Site Site Server(s) Server(s) Server(s) Server(s) Server(s) Server(s) Server(s) Server(s) Site Site Site Microsoft Exchange Server uses a hierarchical model to organize resources. The top level of the hierarchy is the Organization, followed by the site, and then the server. The Organization Level The largest administrative unit in Exchange Server is the Organization. An Organization is a collection of all Exchange Server sites within a company. As a general rule there should be only one Organization within a company for ease of administration. Exchange Server does not support multiple-Exchange Organization configurations as a single installation. The Site Level To simplify the administration of a large Organization, servers can be grouped into units called sites. A site consists of one or more Exchange servers within a local area network (LAN) or high-bandwidth permanent wide area network (WAN). These servers work together to route messages and exchange supporting data. Sites can be configured and managed as a single unit. The Server Level Exchange servers are computers running Microsoft Windows NT ® Server, with the Exchange Server software installed. Exchange servers maintain all messages, public folders, and other information for the site. Slide Objective To present the hierarchical model used by Exchange Server. Lead-in The Organization appears at the top of the hierarchical model that Exchange Server uses to organize resources. 4 Module 2: Creating and Managing Public Folders Using Public Folders in a Collaborative Solution  Using Dedicated Public Folder Servers  Advantages: no replication required, isolated to a single computer, scalable hardware  Disadvantage: low fault tolerance  Using Shared Messaging and Public Folder Servers  Advantage: fewer servers to manage  Disadvantages: processor intensive, increased hardware needs Outlook 2000 item folders can be either personal or public.  Personal folders. Outlook 2000 supports two types of personal folders: those that are stored on the Exchange Server computer as part of your mailbox and those that are located on your local hard disk or on a file share server in a personal folder (.pst) file.  Public folders. Public folders are located on an Exchange Server computer and allow you to collect, organize, and share information with others on your team or across your organization. Public folder collaboration servers can be deployed in two ways: as a dedicated public folder server, or as a shared messaging and public folder server. Using Dedicated Public Folder Servers A dedicated public folder server is an Exchange Server computer that is configured with only the Public Information Store services. These servers are storage locations for the data that can be accessed through collaborative applications. These servers can be dedicated to providing collaboration services to a select department or group, or to an entire enterprise. The dedicated public folder server configuration allows groups to set up team workspaces and collaborative applications that are insulated from the organizational Exchange Server infrastructure. Yet, the stand-alone servers can still take advantage of the directory, security, and messaging services of the surrounding infrastructure. These servers are optimized storage and publishing spaces for Microsoft Office documents, Web documents, and collaborative applications. Slide Objective To describe the differences between the two types of Exchange Server collaboration servers. Lead-in There are two types of collaboration servers that can be deployed in your solution: dedicated public folder servers, and shared messaging and public folder servers. Module 2: Creating and Managing Public Folders 5 Advantages of Dedicated Public Folder Servers Dedicated public folder servers have the following advantages:  No replication required. These servers are dedicated to small workgroups so there is no need to replicate the information.  Isolated to a single computer. The collaborative application is isolated to a single computer, which prevents the application from having a potentially negative impact on the messaging environment.  Scalable hardware. Hardware can be scaled up or down to meet the needs of the applications it supports. Disadvantages of Dedicated Public Folder Servers Dedicated public folder servers have the following disadvantage. ν • Low fault tolerance. Low fault tolerance in this configuration requires that these servers be included in the enterprise backup solution. Using Shared Messaging and Public Folder Servers This server configuration has all the functionality of the stand-alone group collaboration server. It differs in that it provides messaging and public folder storage services for users and applications. These servers not only provide messaging services for users in the enterprise but they also contain information that is used by a large number of people, so issues such as load bottlenecks, fault tolerance, and data replication need to be considered. Public folder services can be removed from the messaging servers at any time, allowing complete flexibility in how Exchange Server is deployed and managed for messaging and collaboration. Advantages of Shared Messaging and Public Folder Servers Messaging and public folder servers have the following advantage. ν • Few servers to manage. An advantage of this configuration is that there are fewer servers in the enterprise to manage. Disadvantages of Shared Messaging and Public Folder Servers Messaging and public folder servers have the following disadvantages.  Processor intensive. Processor intensive collaborative applications can negatively impact the messaging environment.  Increased hardware needs. Hardware must be scaled up to support all offered services. For more information on deploying public folder, see the “Deploying, Managing, and Using Public Folders” white paper on the Student Materials compact disc for course 1593, Building Collaborative Solutions Using Microsoft Outlook 2000. Note 6 Module 2: Creating and Managing Public Folders Public Folder Collaboration Features  Automating Folder Activity  Offline Folders  Posting and Viewing Public Folder Information  Content Indexing  Setting Permissions  Custom Forms  Message Tracking Because public folders are the core component of the Exchange Server collaboration technology, developing an understanding of their features is imperative to creating effective collaborative applications. Automating Folder Activity Some collaboration features enable you to monitor what items get posted to a folder and to automatically perform an activity based on the characteristics of those items. Some of these features include folder assistants, scripting agents, routing and workflow capabilities, and moderated folders. Folder Assistants The Folder Assistant allows you to customize how a public folder responds to posted items. Rules created with the Folder Assistant are similar to the rules that can be created for an Inbox in Outlook 2000. However, public folder rules allow business logic to be created, depending on the needs of the application. For example, you can create a rule that checks whether a specific property is filled in on a custom form. If the property is not filled in, the rule can automatically send the item back to the user who submitted it with an explanation of why the item could not be accepted. Slide Objective To list some of the features of public folder collaborative applications. Lead-in There are many built-in features of public folders that you can use to build collaborative solutions. [...]... folder is applied to a contact, activities tracking will search My Inbox for all items relating to that contact Module 2: Creating and Managing Public Folders 23 To define what folders will be searched: 1 Right-click the Contacts folder and then click Properties 2 Click the Activities tab 3 Click New 4 Type a name for the new folder group 5 Select the folder that will be searched for items and then . and Managing Public Folders” Preparation To prepare for this module, you should:  Read all the materials for this module.  Read the instructor notes and. Define the different ways that public folder collaboration servers can be deployed: as a dedicated public folder server, or as a shared messaging and public