It is possible to use either a top-level public folder OR its subfolder as a shared calendar (read the Knowledge Base article on What is a top-level public folder on Exchange? for more information on folder levels). Here are the main differences between these approaches:
- On a Shared Exchange account, you can create a maximum of 5 top-level public folders, whereas the number of subfolders is not strictly limited. If you already have several top-level public folders, you may want to use a subfolder for the shared calendar.
- You can’t have Owner rights for a top-level public folder, but you can for subfolders. This is a server-wide security setting (the highest level of permissions available for top-level public folders is Publishing Editor). If you need to install custom forms or apply custom views to your shared calendar, which requires Owner permissions, you will need to use a subfolder for this purpose.
To use a top-level public folder for a shared calendar:
- Create a top-level public folder in HostPilot® Control Panel on the MS Exchange Server 2003 > Public Folders page. For Content Type, select Appointment Items.
- Assign client permissions on the MS Exchange Server 2003 > Public Folders > Settings > Client Permissionspage.
- Click the Address Book button and select the users or groups you want to assign permissions to.
- In the Default permissions list, choose the desired level of permissions and click the Add to Access List button.
To use a subfolder for a shared calendar:
- In Microsoft Outlook, create a subfolder of an existing top-level public folder.
- Log in to your mailbox using Outlook, navigate to Public Folders > All Public Folders and locate the necessary top-level public folder. Right-click on it and choose New Folder in the menu.
- Type a name for the shared calendar.
- In Folder Contains, select Calendar Items. Click OK.
- In order to set up the subfolder as a shared calendar, you will need to assign client permissions for this folder.
- Right-click the shared calendar folder and choose Properties.
- Go to the Permissions tab.
- Click Add. Select the users or groups you want to grant access permissions to.
- Select the permissions level from the drop-down list and click OK.
In order to be able to access a shared calendar that is created as a subfolder of a top-level public folder, users and groups need to be granted at least Reviewer permissions for the corresponding top-level public folder in HostPilot.