Public folder permissions and settings don't propagate to all subfolders

You try to use the Exchange admin center (EAC) to update the permissions or other settings of a public folder and all its subfolders. However, you encounter any of the following issues:

• Microsoft Exchange Server (on-premises):

  • The EAC doesn't apply your changes to all subfolders.
  • The EAC displays an error message and the operation fails.

• Microsoft Exchange Online:

  • The EAC doesn't provide an option to apply your changes to subfolders.

The following sections provide PowerShell workarounds for various issues.

Permissions aren't applied to all subfolders

The EAC in Exchange Online doesn't provide an option to update subfolders when you change permissions on a public folder. This functionality is by design.

The EAC in Exchange Server provides an option to Apply changes to this public folder and all its subfolders when you update permissions on a public folder. However, for subfolders that are in a different public folder mailbox than the parent public folder, the operation might silently fail or not work reliably, depending on the number of public folder mailboxes in your organization.

Workaround

Select one of the following workarounds, depending on the Exchange environment for the affected public folders:

• For public folders in Exchange Online, run the Update-PublicFolderPermissions.ps1 script in Exchange Online PowerShell. Include the PowerShell parameters that are shown in the following example:

  .\Update-PublicFolderPermissions.ps1 -Users user1@contoso.com -AccessRights Owner -IncludeFolders "\FolderA" -Recurse -Confirm:$false
  

  This command grants user1@contoso.com the Owner role on the \FolderA public folder and its entire subtree.

• For public folders in Exchange Server, run the Update-PublicFolderPermissions.ps1 script in the Exchange Management Shell (EMS). Include the PowerShell parameters that are shown in the following example:

  .\Update-PublicFolderPermissions.ps1 -IncludeFolders "\FolderA" -AccessRights "Owner" -Users "user1@contoso.com", "user2@contoso.com" -Recurse -Confirm:$false
  

  This command grants user1@contoso.com and user2@contoso.com the Owner role on the \FolderA public folder and its entire subtree.

Maintain per-user read setting isn't applied to all subfolders

The EAC in Exchange Online doesn't provide an option to update the Maintain per-user read and unread information setting.

The EAC in Exchange Server provides an option to Apply changes to this public folder and all its subfolders when you update the Maintain per-user read and unread information setting for a public folder. However, the operation might fail and return the following error message:

The operation couldn't be performed because '<\public folder>' couldn't be found.

Workaround

To work around this issue, follow these steps:

1. Open PowerShell in Exchange Server or Exchange Online, depending on the Exchange environment in which the public folders are active.

2. Run the following cmdlet. The cmdlet uses the PerUserReadStateEnabled parameter to apply a Maintain per-user read and unread information setting for the parent public folder and all child public folders. Set the parameter value to $true or $false, depending on your requirement.

   Get-PublicFolder -Identity "<\ParentPF>" -Recurse -ResultSize Unlimited | Set-PublicFolder -PerUserReadStateEnabled <$true or $false>
   

   Note: Replace <\ParentPF> with the identity of the parent public folder.

Age limit setting isn't applied to subfolders

The EAC in Exchange Online doesn't provide an option to update subfolders when you change the Age limit for folder content setting for a public folder.

The EAC in Exchange Server provides an option to Apply changes to this public folder and all its subfolders when you update the Age limit for folder content setting for a public folder. However, the operation might fail and return the following error message:

The operation couldn't be performed because '<\public folder>' couldn't be found.

Workaround

To work around this issue, follow these steps:

1. Open PowerShell in Exchange Server or Exchange Online, depending on the Exchange environment in which the public folders are active.

2. Run the following cmdlet. The cmdlet uses the AgeLimit parameter to apply an Age limit for folder content setting on the parent public folder and all child public folders. For example, set the parameter value to 10.00:00:00 to specify 10 days.

   Get-PublicFolder "<\ParentPF>" -Recurse -ResultSize Unlimited | Set-PublicFolder -AgeLimit <age limit>
   

   Note: Replace <\ParentPF> with the identity of the parent public folder.

Retain deleted items setting isn't applied to subfolders

The EAC in Exchange Online doesn't provide an option to update subfolders when you change the Retain deleted items setting for a public folder.

The EAC in Exchange Server provides an option to Apply changes to this public folder and all its subfolders when you update the Retain deleted items setting for a public folder. However, the operation might fail and return the following error message:

The operation couldn't be performed because '<\public folder>' couldn't be found.

Workaround

To work around this issue, follow these steps:

1. Open PowerShell in Exchange Server or Exchange Online, depending on the Exchange environment in which the public folders are active.

2. Run the following cmdlet. The cmdlet uses the RetainDeletedItemsFor parameter to apply a Retain deleted items setting on the parent public folder and all child public folders. Set the parameter value depending on your requirement. For example, set the value to 30.00:00:00 to specify 30 days.

   Get-PublicFolder "<\ParentPF>" -Recurse -ResultSize Unlimited | Set-PublicFolder -RetainDeletedItemsFor <retention period>
   

   Note: Replace <\ParentPF> with the identity of the parent public folder.