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

Posted on 2004-10-04
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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
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Question by:gordonkid
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chumplet earned 500 total points
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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
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by:gordonkid
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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
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by:chumplet
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Glad I could help... ;)

Chumplet
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by:gordonkid
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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
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by:chumplet
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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
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by:gordonkid
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You rock!

-Michael
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