Public Folders Spot Check Report

Most organizations, running Exchange for many years, have been using different versions of Exchange and Exchange Online is another option for IT administrators. The need to be able to have a view on Public Folders whether On-premises or in the Cloud is even more important. They need to know where they are, define their size, if there are replicas and the status of these Public Folders.

GSX Monitor & Analyzer main features

Scanning the Data on Public Folders

Public Folders "Spot Check Report" Benefits

The Public Folders Reports offer Exchange administrators the option to track and retrieve quantifiable statistics from their environment whether it is On-premises or in the Cloud.

scr publicfolders

Scanning Data on Public Folders

Use the standard configuration to benefit from a pre-defined report to be up and running in just a few clicks. All the configurations can be customized by local site or at the organization level depending on the administrators needs.
After Exchange monitoring (On-premises, Hybrid or Online) has been configured, you can create Spot Check Reports configurations to retrieve detailed information about Public Folders, such as:

  • Name of the Public Folder
  • Type:
    • Task: Basic list of tasks to be accomplished
    • Contact: Contact information
    • Calendar: Calendar events (meeting, etc.)
    • Mail and posts: store emails and posts (like a post in a blog)
    • InfoPath form (Infopath is an Office application designed to create forms)
    • Note (any notes)
  • The folder path: Public folders are in a public folder database. They are organized hierarchically and this path gives you the hierarchy.
  • Creation and modification time
    • Last User modification time: it is not only access, it’s real action. Like a user can post a note, a task, etc. This allows you to know the last time someone made a real action in the folder.
    • Last Access time: last time the folder was accessed, even if there was no modification. Can be useful to determine if a read-only folder has been accessed recently.
    • Number of items: depending on the folder type (task for task, note for note, contact for contact)
    • Number of items including subfolder: in a Public Folder there are Items and Subfolders

  • Size (in MB): size of the Items directly stored in the Public Folder and not in the subfolders
  • Size including subfolder (in MB): size of all Items
  • Number of contacts: for each Public Folder you give access rights. One can do everything; another can only read posts, etc.
  • Contacts: names of contacts that any person has “owner” rights or “folder contact” with. Lists the people who have the least access rights to the Public Folder.
  • Number of owners: Number owners (people having all the rights on a Public Folder (Read, Write)).
  • Owners: name of Public Folder owners
  • Number of replica: a public folder can be replicated across public folder databases.
  • Replicas: names of replicas databases

Benefits of the Public Folders Spot Check Report

It is very important for an administrator to be able to:

  • View Public Folders
  • See the last access time in order to determine the usage of these Public Folders.
  • Control the size of each of the Public Folders and check by type of Public Folder, number of items and utilization. The purpose is to check if some of the Public Folders can be archived regarding their usage.