searching all items across multiple public folders

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Guest

i've been following these threads and would like to know more.
we're a small co. currently running small business 2k3 w/
exchange as our email. we've setup one public folder which
contains many other folders consisting of contact lists for
marketing purposes. i made a huge mistake in assuming
that we would be able to search multiple public folders
for any and all activities for a particluar contact using outlook 2k3.
as far as i've seen it cannot be done.

so here are my questions:
firstly, am i correct in my conclusions that i will be unable to search ALL
activities over multiple public folders using outlook 2k3 ?
secondly, would i be wasting my time (again) in attempting to implement BCM
to do the same thing ?
finally, does anybody know of anything that will work WITH exchange to allow
me to do this ? thanks.
 
You cannot search across multiple public folders. Searches must be done on
one folder at a time.

Question for you: Why do you have Contacts in multiple folders? Why not
use just the one folder and assign categories to the contacts and filter
your public contact folder when you want to find just the contact from, say,
ABC company? There is really no reason to have multiple folders of the same
type if you use categories.


--
Milly Staples [MVP - Outlook]

Post all replies to the group to keep the discussion intact. Due to
the (insert latest virus name here) virus, all mail sent to my personal
account will be deleted without reading.

After furious head scratching, stevelinden asked:

| i've been following these threads and would like to know more.
| we're a small co. currently running small business 2k3 w/
| exchange as our email. we've setup one public folder which
| contains many other folders consisting of contact lists for
| marketing purposes. i made a huge mistake in assuming
| that we would be able to search multiple public folders
| for any and all activities for a particluar contact using outlook 2k3.
| as far as i've seen it cannot be done.
|
| so here are my questions:
| firstly, am i correct in my conclusions that i will be unable to
| search ALL activities over multiple public folders using outlook 2k3 ?
| secondly, would i be wasting my time (again) in attempting to
| implement BCM to do the same thing ?
| finally, does anybody know of anything that will work WITH exchange
| to allow me to do this ? thanks.
 
i can certainly give that a shot.

the objective here is to be able to use the "activities" feature of any and
all contacts to be able to view "all items" (emails, phone calls, etc.) from
all exchange users.
i.e., if i email contact #1 then any other exchange user will be privy to
that email using the "all items" search within "activities" for contact #1.

does this make sense?
 
See if this helps: http://www.slipstick.com/journal/pubjournal.htm

--
Milly Staples [MVP - Outlook]

Post all replies to the group to keep the discussion intact. Due to
the (insert latest virus name here) virus, all mail sent to my personal
account will be deleted without reading.

After furious head scratching, stevelinden asked:

| i can certainly give that a shot.
|
| the objective here is to be able to use the "activities" feature of
| any and all contacts to be able to view "all items" (emails, phone
| calls, etc.) from all exchange users.
| i.e., if i email contact #1 then any other exchange user will be
| privy to that email using the "all items" search within "activities"
| for contact #1.
|
| does this make sense?
|
|
|
| "Milly Staples [MVP - Outlook]" wrote:
|
|| You cannot search across multiple public folders. Searches must be
|| done on one folder at a time.
||
|| Question for you: Why do you have Contacts in multiple folders?
|| Why not use just the one folder and assign categories to the
|| contacts and filter your public contact folder when you want to find
|| just the contact from, say, ABC company? There is really no reason
|| to have multiple folders of the same type if you use categories.
||
||
|| --Â
|| Milly Staples [MVP - Outlook]
||
|| Post all replies to the group to keep the discussion intact. Due to
|| the (insert latest virus name here) virus, all mail sent to my
|| personal account will be deleted without reading.
||
|| After furious head scratching, stevelinden asked:
||
||| i've been following these threads and would like to know more.
||| we're a small co. currently running small business 2k3 w/
||| exchange as our email. we've setup one public folder which
||| contains many other folders consisting of contact lists for
||| marketing purposes. i made a huge mistake in assuming
||| that we would be able to search multiple public folders
||| for any and all activities for a particluar contact using outlook
||| 2k3.
||| as far as i've seen it cannot be done.
|||
||| so here are my questions:
||| firstly, am i correct in my conclusions that i will be unable to
||| search ALL activities over multiple public folders using outlook
||| 2k3 ? secondly, would i be wasting my time (again) in attempting to
||| implement BCM to do the same thing ?
||| finally, does anybody know of anything that will work WITH exchange
||| to allow me to do this ? thanks.
 
Why can't you search across multiple public folders? Shouldn't you be able
to search a folder and it's subfolders? Why would a "public" folder act
differently than a regular folder?
 
It's a restriction due to the design of the mail store for public folders.
Searches across more than one folder are limited to mailbox or PST mail
stores.
 
Thanks! I have a better understanding of that now. Does this mean if I want
to share a directory tree of searchable subfolder mail objects my best choice
will be using PST folders? Right now my group has a PST that we use on a
shared drive but if one user opens the PST and modifies it, no one else can
even view it until that original user completely exits out of Outlook. As
you can imagine, that can really slow things down for us. It seems to me that
there should be a better way. :)
 
For one thing, using a PST on a network share is not supported by MS. It can
lead to all sorts of problems such as a corrupted PST file or one that's
permanently locked. Also, as you've noted PST files can't be shared.

If you have full text indexing on your Exchange server you can use other
tools for searching across folders or even use an addin tool that does it.
The problem with public folders for Advanced Find or Find is that they
create a temporary search folder and search folders aren't supported there.
You need a Finder folder, which a public folder store doesn't have.

You might want to look at the utilities pages at www.slipstick.com. You
probably can find some search tools that might suit you.
 
Thanks Ken!

Ken Slovak - said:
For one thing, using a PST on a network share is not supported by MS. It can
lead to all sorts of problems such as a corrupted PST file or one that's
permanently locked. Also, as you've noted PST files can't be shared.

If you have full text indexing on your Exchange server you can use other
tools for searching across folders or even use an addin tool that does it.
The problem with public folders for Advanced Find or Find is that they
create a temporary search folder and search folders aren't supported there.
You need a Finder folder, which a public folder store doesn't have.

You might want to look at the utilities pages at www.slipstick.com. You
probably can find some search tools that might suit you.
Click to expand...
 
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