Knowledge Base

CodeTwo Backup requires additional licenses to back up public folders

Problem:

You are not able to back up your public folders due to insufficient number of licenses. However, you believe that you have enough licenses to run the backup job for selected scope of users.

Solution:

During the provisioning of public folders, a default permissions level is set to allow all your users to modify the contents of public folders in your organization. Since all users that are able to make changes to public folders need to be assigned a CodeTwo Backup license (learn more about the licensing model), it may happen that the program will start assigning licenses to all users in your organization once you start your backup job.

How to check the default permissions for public folders

To check what is the default permissions level for your public folders, you need to connect remotely with your Microsoft 365 (Office 365) tenant over PowerShell (as described in this article) and execute the following command. It will check each public folder and its default permissions.

 Get-PublicFolder -ResultSize Unlimited -Recurse | Get-PublicFolderClientPermission -User Default

If the default permissions level is set to Author or any other that allows a specific user to modify the contents of public folders (according to the Public Folder access rights specification), this user will need to be assigned a license in CodeTwo Backup.

How to change the default permissions for public folders to read-only (Reviewer)

To change the default permissions level for your public folders, you need to run the following commands. Once you execute them, the default permissions for all public folders will be set to Reviewer.

Get-PublicFolder -ResultSize Unlimited -Recurse | Remove-PublicFolderClientPermission -User Default -ErrorAction SilentlyContinue
Get-PublicFolder -ResultSize Unlimited -Recurse | Add-PublicFolderClientPermission -User Default -AccessRights Reviewer

Now, each user in your organization will be able to access public folders and their contents. However, only users who are explicitly assigned less restrictive permissions (e.g. Owner, Author, Contributor) will be able to make any changes, and these users need to be assigned a CodeTwo Backup license if you want to use the program to back up public folders. If necessary, release licenses assigned to wrong users, as described here.

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