Microsoft 365 Public Folders
Using EmailFiler with Microsoft 365 Public Folders.
Public Folders allow project and client emails to be stored in shared Outlook locations rather than individual mailboxes. This gives the wider business visibility of important correspondence and helps protect information when staff are away, change roles or leave the organisation.
For everyday users
What are Public Folders?
Public Folders are shared folders in Outlook. They are often used for customer emails, project correspondence, cases, accounts, shared mail records and team filing structures.
Before EmailFiler can use them
- Your organisation must already have Microsoft 365 Public Folders set up.
- Your Microsoft 365 administrator must give you permission to see and use the folders.
- You must use a supported Outlook desktop client.
- Once Public Folders are visible in Outlook, EmailFiler can help make them quicker to search and file into.
For Microsoft 365 administrators
Basic setup checklist.
These steps are normally completed in the Exchange admin centre by someone who manages Microsoft 365 or Exchange Online for the organisation.
Check Public Folders are appropriate
Public Folders are useful for shared filing structures that users browse in Outlook. If your organisation uses SharePoint, shared mailboxes or Microsoft 365 Groups instead, decide which filing destination is right for the workflow.
Create a Public Folder mailbox
In the Exchange admin centre, go to Public folders, then Public folder mailboxes, and add a Public Folder mailbox. Microsoft 365 needs this mailbox before Public Folders can be created.
Create the Public Folder structure
Create the top-level Public Folder and then add any customer, project, matter or department folders underneath it.
Assign permissions
Give at least one user Owner permission so the folder can be accessed from Outlook and subfolders can be created. Then grant the appropriate permissions to the users or groups who need to file emails.
Mail-enable folders if needed
This is optional. If users only need to drag, copy or file emails into the folder, the folder does not necessarily need its own email address. If the folder should receive email directly, mail-enable it.
Confirm the folders appear in Outlook
Before testing EmailFiler, confirm the user can see the Public Folder structure in Outlook and has permission to create or file items in the required locations.
Recommended folder planning
- Keep top-level folders clear and meaningful.
- Avoid creating very deep structures unless users genuinely need them.
- Use consistent folder names for customers, projects or matters.
- Give users access only to the folder areas they need.
- Plan who should be allowed to administer organisation folders in EmailFiler.
Common checks if folders do not appear
- Has a Public Folder mailbox been created?
- Has the user been granted folder permissions?
- Is the user using a supported Outlook desktop client?
- Can the user access the folder directly in Outlook before using EmailFiler?
- Has Outlook been restarted after permission changes?
Technical note
EmailFiler does not create your Microsoft 365 Public Folders.
Microsoft 365 setup remains with your administrator
Public Folder mailboxes, folder creation and folder permissions are managed in Microsoft 365 / Exchange Online. EmailFiler helps users file to locations they are already allowed to use.
Organisation folder administration
EmailFiler organisation administrators can manage which filing locations are indexed or presented to users, but Microsoft 365 permissions still control what users can access.