8. Configuring Public Folders
Public
folders have received a lot of attention for the last two releases of
Exchange Server. The rumors of the removal of public folders in
Exchange Server 2007 caused an uproar in the messaging community. The
fact is that public folders are still supported in Exchange Server 2007
as well as Exchange 2010, and there is good reason for the feature's
continued existence as it still fills a need that in some cases is not
easily solved by other solutions such as Microsoft Office SharePoint Server or InfoPath. As Table 2 shows, in a number of scenarios public folders still provide a viable solution.
Table 2. Deciding to Deploy Public Folders
SCENARIO | USING PUBLIC FOLDERS? | NEW TO PUBLIC FOLDERS? |
---|
Calendar Sharing | No need to move | Use either |
Contact Sharing | No need to move | Use either |
Custom Applications | Consider SharePoint | Consider SharePoint |
Discussion Forum | No need to move | Use either |
Distribution Group Archive | No need to move | Use either |
Document Sharing | Consider SharePoint | Deploy SharePoint |
Organizational Forms | No need to move | Use InfoPath |
One of the current solutions
that SharePoint Server does not fill is that of a multiple-master
document share, where document repositories can be replicated to
multiple sites to provide access to data at remote sites.
In Exchange Server 2010
public folders support and features have not changed appreciably since
Exchange Server 2007 SP1. Despite being a great solution for many
client use cases, public folders still remain complex to manage in
large environments and complex to recover from when problems arise
without third-party tools. One of the only improvements made in
Exchange Server 2010 with regard to public folders is that they can now
be placed on multiple servers that are in a high-availability
configuration, whereas before they were only supported on a single
high-availability–configured server and its copy. This may now reduce
the number of servers that are deployed because a dedicated public
folder server is no longer required.
The choice to use public
folders most likely means that either the application requirements are
not met by another technology or the company use of public folders is
so innate that the migration will take a number of years to complete.
It is still important to bear in mind that public folders as they exist
today will eventually cease to exist. A new large deployment of public
folders should be very carefully scrutinized as to whether it is the
best solution.
To understand where
public folder replicas need to be placed, it is important to remember
how clients find and access replicas. When a user connects with Outlook
or Outlook Web App to a public folder the following occurs:
The
default public folder database for the user's account is always the
initial target for all requests. If there is a replica available in
that public folder, Exchange Server directs the client to this database
for the public folder contents.
If
a replica is not in the user's default public folder database, Exchange
Server redirects the client to the least-cost Active Directory site
that stores the public folder database. The Active Directory site must
include a computer that is running Exchange Server 2010 or Exchange
Server 2007.
If no computer running Exchange Server 2010 or Exchange Server 2007 in the local Active Directory site has a replica of the public
folder, Exchange Server redirects the client to the Active Directory
site with the lowest-cost site link that does have a copy of the public
folder contents.
If
no computer running Exchange Server 2010 or Exchange Server 2007 has a
copy of the public folder contents, Exchange Server redirects the
client to a computer running Exchange Server 2003 that has a replica of
the public folder contents, using the cost assigned to the routing
group connector(s). This behavior, however, is not the default—to allow
public folder referrals across the routing group connector the
properties of the routing group connector must be modified.
If
no public folder replica exists on the local Active Directory site, a
remote Active Directory site, or on a computer running Exchange Server
2003, the client cannot access the contents of the requested public
folder.
Figure 2
shows how Exchange Server uses Active Directory sites to provide
clients with the closest replica of a public folder for a public folder
that is not available in the user's default public folder database.
Configuring
public folder replicas requires that a detailed Active Directory site
topology is understood as well as the methods and locations that the
public folder data will be accessed from. A number of methods are
chosen for creating replicas for public
folders. The primary goal is to keep as few replicas for each folder
while maintaining the appropriate access and redundancy.
8.1. Configuring Public Folders for Site Redundancy
As an example, let's look at how Fabrikam uses public folders. A special project team located in the Fresno office uses a set of public
folders to store information about their project. Because all of the
users are located locally, there is no need to create a replica of the
project folders offsite. However, to ensure that data is not lost in
the case of a local server failure, at least one offsite replica should
be created.
Note: Often, especially when users are allowed to create public
folders, replicas are not created when a new folder is created. This
leaves database backups a primary recovery point for data in these public
folders in case of a server failure. Create and schedule an Exchange
Management Shell script to periodically report on any public folders
that only have one replica.
8.2. Configuring Public Folders for Distributed Access
Another example of how
public folders can be used can be seen at Litware. Rather than
employing SharePoint at this time, the HR department uses a public
folder to distribute documentation to all employees for review. This
documentation does not change often; however, it is used by all
employees on a regular basis. In this case a replica of the public
folder should be created at each location so that employees have quick
access to these files.
Note: Creating
a large number of replicas will increase the amount of data that needs
to be replicated to each server. This may affect the available
bandwidth between sites. Care should also be taken when adding replicas
so as not to add too many at a single time, which will reduce or
eliminate the bandwidth required to transfer more important messages or
other critical business functions.
8.3. Designing Public Folder Deployments
In environments where
public folders are heavily used, it is a best practice to deploy
dedicated public folder servers. This allows for dedicating CPU,
memory, and disk resources to isolated server functions, reducing the
likelihood of resource contention.
It is also beneficial to have
fewer larger public folder databases, rather than having smaller public
folder databases. This scales well and is more easily managed and
monitored than having several smaller public folder databases. This
also reduces the amount of replication traffic that must occur. As with
many best practices, it still requires that adjustments be made to fit
each environment. As the public folder configuration is designed, the
number of databases needed to be deployed must be balanced by the cost
of replication traffic and against the costs of management complexity,
database backup, maintenance, and restore times.
Another factor to consider is
the hierarchy of the public folders. As a general rule, because of how
replication is structured it is best to have more nested folders rather
than having more folders at the root of the hierarchy. When designing
the hierarchy it is also important to consider the permissions that
will be granted on the folders. The goal should be to simplify
administration and reduce complexity as much as possible when assigning
permissions. It is good to have the folders that will have the least
restrictive permissions toward the top of the hierarchy, with the
folders that require more restrictive permissions to the bottom. Often
enterprises will create root folders for each business unit or region
and allow departments and project folders to be created below the root
folders. However, it is best not to have more than 250 subfolders in
each folder.