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Hosted Exchange - Public Folders
What can Public Folders do for you?
Reduce the time you spend looking for files and documents, minimize the number of file attachments that clutter your inbox, and maximize your working hours, to name a few!
This unique feature of Hosted Exchange will improve your ability to make information available throughout your organization, including remote and mobile workers.
Consider Public Folders for storing files that need either company-wide or restricted access: reports, sales presentations, company policies, HR forms, email messages.
Some examples to get you started:
- Company forms – Create folders such as HR Policies or Request Forms to store standard forms and policy documents. Grant access to all users in the company. You will save money on printing, copying and distributing paper, as well as decrease processing time.
- Company or departmental email – Set up rules(in Outlook, under Tools, Rules and Alerts) to send incoming mail to an assigned Public Folder. For example, emails that go to sales@yourcompany.com can be stored in a Sales Inquiry folder, or emails to recruiting@yourcompany.com in a Job Candidates folder. That way, these important messages are securely organized, stored and maintained for appropriate action and follow through.
- Simple project management – Create folders for projects and restrict access to participants only for them to share project-related email messages, documents, schedules and tasks. Keep everybody on the same page and spend less time looking for information.
- Shared company information - Every piece of paper tacked on to a bulletin board or refrigerator could be kept digital and stored in a Public Folder. Survey your receptionist and administrative assistants to capture the information stored in their heads, desks and hard drives: company calendars, employee birthdays and anniversaries, shared business cards, recommendations for caterers and take-out restaurants. Think of Public Folders as company bulletin boards, only with less expensive, more effective reach!
