Outlook: Accessing Public Folders in the Outlook Desktop Application

Summary

This article provides instructions on how to access public folders in the Outlook desktop app for both the Windows and Mac operating systems. These instructions are also useful to access and view Public Folder Calendars in the Outlook desktop app. Follow the link to the task you want to achieve:

• Accessing a Public Folder in the Outlook for Windows desktop app
• Adding a Public Folder to your Favorites list in the Outlook for Windows desktop app
• Accessing a Public Folder Calendar in the Outlook for Windows desktop app
• Accessing a Public Folder in the Outlook for Mac desktop app

Note: If you are unable to find a specific Public Folder that you need to access, you may not have the correct permissions to access it. The Owner of the Public Folder must first assign you the correct permissions by following the instructions in the Outlook: Setting Permissions on a Public Folder in Outlook Desktop Application.

How-To

These instructions assist you in mapping a public folder into Outlook 2016 or higher. If you switch to a different computer, you need to follow this procedure again. The public folder is mapped to the Outlook application, not to your email account. If you are unable to find a specific Public Folder that you need to access, you may not have the correct permissions to access it. Ask an Owner of the Public Folder to add permissions for your account.

Instructions

Step 1 - Open the Outlook for Windows desktop app and click the ellipsis in the Outlook navigation area (bottom left or left-hand side).  If you do not see the ellipsis, skip to Step 2.

Step 2 - Select Folders from the Navigation Options.

Step 3 - In your left-hand folder list scroll way down, then click the arrow to expand the section called Public Folders - <your email address>.

Step 4 - Click the arrow to expand the section for All Public Folders to display all the public folders. 

Step 5 - Drill down through the Public Folder structure until you find the specific folder you are looking for. Select the public folder to open it.  

Note: To more easily access frequently-used public folders, follow the steps in the next Task below to add them to your Favorites list so they appear with all your regular Email folders in the Outlook for Windows desktop app.

Outcome

If you have the appropriate permissions, you can view,

• All of the messages in the public folder
• All the messages you have sent in your sent folder
• The calendar attached to the public folder

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Instructions

First, follow Step 1 through Step 5 above to navigate to the desired public folder.  Continuing from those steps:

Step 6 - Right-click on the desired public folder and choose Add to Favorites from the context menu.

The Public Folder then appears in your Public Folder Favorites under Public Folders - <your email address> in the Folders section of Outlook. To more easily access Favorited public folders, you must also add them to your email Favorites list so they appear with all your regular Email folders in the Outlook for Windows desktop app.

Step 7 - Right-click on the name of the folder in your Public Folder Favorites list and choose Add to Favorites a second time.

Step 8 - Click the envelope in the Outlook navigation area (bottom left or left-hand side) to return to the Email section of Outlook for Windows.

Step 9 (optional) - If desired, drag the public folder to where you want it within your email Favorites list (located at the top, above your full email folder list).

Outcome 

The selected Public Folder appears in the Favorites of your Public Folder list.  If you completed Step 7, then it also appears in your Favorites at the top of your email folder list. The calendar also displays in the Other Calendars section of the navigation pane.

Note: Sometimes Outlook stops displaying a Public Folder in your email Favorites.  In that case, just open your Public Folder Favorites and repeat Step 7 again to make it display in the email Favorites again.

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Instructions

First, follow Step 1 through Step 9 above to navigate to the desired public folder and add it to your Favorites.  Continuing from those steps:

Step 10 - Navigate to the Calendar section of Outlook.

Step 11 - Expand the Other Calendars section in the navigation pane.

Step 12 - Select the Public Folder Calendar.

Outcome

The Public Folder Calendar displays.

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Instructions

Step 1 - Open the Outlook for Mac desktop app.  On the Tools menu, click Public Folders.

Step 2 - In the left panel, under Public Folders, select an Exchange account.

Step 3 - Select the folder to which you want to subscribe, and click Subscribe Add.

Outcome

The subscribed folder appears in the navigation panel in the Subscribed Public Folders section. To view the contents of the folder, click the folder in the navigation pane. Messages or contacts in the folder display in the item list. Events display on the calendar of public folders.

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Further Readings

Outlook: Accessing Public Folders in Outlook on the Web

Outlook: Setting Permissions on a Public Folder in Outlook Desktop Application

Need additional help?

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