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:

  1. 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.
  2. 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:

  1. Create a top-level public folder in HostPilotĀ® Control Panel on the MS Exchange Server 2003 > Public Folders page. For Content Type, select  Appointment Items.
  2. Assign client permissions on the MS Exchange Server 2003 > Public Folders > Settings > Client Permissionspage.
    1. Click the Address Book button and select the users or groups you want to assign permissions to.
    2. 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:

  1. In Microsoft Outlook, create a subfolder of an existing top-level public folder.
    1. 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.
    2. Type a name for the shared calendar.
    3. In Folder Contains, select Calendar Items. Click OK
  2. In order to set up the subfolder as a shared calendar, you will need to assign client permissions for this folder.
    1. Right-click the shared calendar folder and choose Properties.
    2. Go to the Permissions tab.
    3. Click Add. Select the users or groups you want to grant access permissions to.
    4. 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.