Using Public Folders with Voicemail

Folder owners have the access/permission to add & remove personnel that will be checking the messages. Any person checking the voicemail for 8xxxxx must be listed as a folder owner.  Add “MICADMIN” as a contributor. To add personnel & MICADMIN to a public folder:

1. Navigate to the public folder.
2. Select the folder and right-click.
3. Select Change Sharing Permissions.
4. A dialog box opens. Click Add.
5. Type the name of the person (or scroll through the list) or MICADMIN in the search field. Select the name or MICADMIN. Click Add. Click OK.
6. Locate the name of the person added in the dialog box by scrolling. Select the name.
7. Click the drop down box by the Permission Level field. If this is a person, select Owner. Repeat steps 4-7 to add other names.
8. Click Apply.
9. Click OK.

Anyone checking messages can open, forward, reply to, save or delete it. NOTE: Other people logging in will not see that the message has been accessed-this is typical of public folders. Multiple people may take turns checking it, or have a procedure that when a message is received that it gets forwarded, deleted, or saved to a shared drive so that others don’t think a message needs to be addressed.

Any person that deletes a message from the public folder will be the only person that can retrieve it from their deleted items folder.

It is strongly recommended/ suggested/ advised that email access is used to check messages. Occasionally, log on to the phone to check messages. Messages read on the computer at times will not reflect read using the phone. Periodically, clean out the phone account so that someone doesn’t log on and think no one has checked the messages. Be aware that the system say that “the primary box cannot be accessed, wait while the system checks your back up box.” This is commonly known issue when voicemail is tied with public folders. It does not affect functionality. Just stay on the line to be connected.

To avoid deleting the entire public folder, click X (delete) from WITHIN the email to delete an item. If the public folder is deleted contact the Service Desk.  After the folder is restored, add anyone that will be checking the voicemail for 8xxxxx and MICADMIN will need to be added as a contributor.

If the public folder listing is missing in Outlook, toggle the view on. Click Folder List or the folder icon in the navigation pane. If the navigation pane is missing, go to the View menu, select Navigation Pane, and select Normal.

For additional support, contact the Technology Service Desk at 940-898-3971, servicedesk@twu.edu, techchat.twu.edu, or submit a request through the Technology Service Catalog.