Solved

Exporting Outlook 2003 local contacts and importing to Exchange 2003 Global Address Book

Posted on 2004-10-04
6
443 Views
Last Modified: 2012-08-14
We just switched from using local Outlook 2003 to Exchange 2003.  We have a very large address book of external email addresses and distrubution lists (we're a property management company and have to contact our tenants individually and/or the whole building) that was manually copied from machine to machine and difficult to maintain.  But now we want to export this local address book of tenants from Outlook 2003 and import the data into our Exchange Global Address book so we can all access the data and keep it maintained.  I've managed to create a .pst file from Outlook but cannot figure out how to import the file in Exchange.  I'm VERY frustrated and have tried to use other people's answers, but no luck!  PLEASE HELP!

Thanks,
-Michael
0
Comment
Question by:gordonkid
  • 3
  • 3
6 Comments
 
LVL 6

Accepted Solution

by:
chumplet earned 500 total points
ID: 12218763
Unfortunately, I believe the only way you can do what you're asking is to create new 'contacts' within Active Directory for each person/tenant/etc that you'd like everyone to have access to.  Even then, having a whole lot of external people or businesses in the global address book for your organization is not entirely appropriate or recommended.  Personally, I would recommend creating a Public Folder of 'Company Contacts' that these addresses go in to, then give the appropriate permissions for those users who should be updating this data -- perhaps everyone, perhaps only managers or whatever.

Here's what you do...
- Open up Outlook and connect to Exchange (the typical behavior)
- Cascade the Public Folders (you may need to choose the 'folder list' view)
- Browse down to Public Folders > All Public Folders
- Right-click on All Public Folders and choose New Folder
- Name the folder appropriately (Company Contacts) and choose 'Contact Items' from the drop-down.  Click OK
- Next, choose FILE > OPEN > OUTLOOK DATA FILE...
- Browse to the .PST file that you've saved and open it
- The contents of the .PST should be available in left-hand pane
- Cascade to the desired 'contacts' folder and click to view its contents
- Select all of the contacts that you wish to copy
- Finally, drag & drop the desired contacts into the newly created 'Company Contacts' folder
- That should do it!

Now everyone can access that Public Folder and view the contacts within.  You may also desire to right-click on the new Public Folder, choose Properties, select the Permissions tab, and give all 'employees' (or whomever) authoring permissions for that contacts folder.  You need to decide who should be able to modify those items.

Lastly, you can change the order in which Outlook attempts to match contacts...
- Open Outlook
- Click on the Address Book icon (at the top near the Find icon)
- Within the Address Book, select TOOLS > OPTIONS
- In the lower area you will see the available contacts groups (usually Global Address List, Local Contacts, and the new public folder)
- Use the up / down arrows to choose which to choose from first
- Click OK and close out

Hope that helps! :)

Chumplet
0
 

Author Comment

by:gordonkid
ID: 12219156
I actually just dragged the whole Contact listing from the PST straight to the public folders and it created a new folder for me.  But the same concept applied.  Thanks!  I can't believe that took me 2 weeks to figure out...!

-Michael
0
 
LVL 6

Expert Comment

by:chumplet
ID: 12219184
Glad I could help... ;)

Chumplet
0
PRTG Network Monitor: Intuitive Network Monitoring

Network Monitoring is essential to ensure that computer systems and network devices are running. Use PRTG to monitor LANs, servers, websites, applications and devices, bandwidth, virtual environments, remote systems, IoT, and many more. PRTG is easy to set up & use.

 

Author Comment

by:gordonkid
ID: 12230854
One more issue, the second part, adding the public folders to the address book... that doesn't seem to be working, nothing shows up, but if you go to the folder listing and click on contacts you can see them.  Any ideas?

-Michael
0
 
LVL 6

Expert Comment

by:chumplet
ID: 12230977
My fault.  What you have to do, unfortunately, is have each user (who wants to have the public folder contacts resolvable) "show" the the public folder contacts in their Outlook.  It's not a global setting, but rather a per-Outlook setting.

Here's how...
- Open Outlook
- Right-click on the Public Folder "Company Contacts" folder and choose PROPERTIES
- Check the "Show this folder as an email address book" box
- Click OK and close out

Now it should be viewable/choosable.

Chumplet
0
 

Author Comment

by:gordonkid
ID: 12240726
You rock!

-Michael
0

Featured Post

[Webinar] Disaster Recovery and Cloud Management

Learn from Unigma and CloudBerry industry veterans which providers are best for certain use cases and how to lower cloud costs, how to grow your Managed Services practice in IaaS clouds, and how to utilize public cloud for Disaster Recovery

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

ADCs have gained traction within the last decade, largely due to increased demand for legacy load balancing appliances to handle more advanced application delivery requirements and improve application performance.
Learn to move / copy / export exchange contacts to iPhone without using any software. Also see the issues in configuration of exchange with iPhone to migrate contacts.
In this video we show how to create a Resource Mailbox in Exchange 2013. We show this process by using the Exchange Admin Center. Log into Exchange Admin Center.: Navigate to the Recipients >> Resources tab.: "Recipients" is our default selection …
In this video we show how to create an Accepted Domain in Exchange 2013. We show this process by using the Exchange Admin Center. Log into Exchange Admin Center.: First we need to log into the Exchange Admin Center. Navigate to the Mail Flow >> Ac…

910 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question

Need Help in Real-Time?

Connect with top rated Experts

21 Experts available now in Live!

Get 1:1 Help Now