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How to share Contacts to all computers with Outlook 2003 and Exchange 2003

Posted on 2007-11-25
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Last Modified: 2008-05-29
Hi Experts,

Please advise on how to share contacts to all computers running Outlook 2003 in an exchange 2003 environment. I am aware how to use the global address book and make it the default address book, but I would like to know how to use a global contacts list in outlook or maybe make the global address book a global contacts list.

My client has some new software linked into their phone system, so when they choose a contact in outlook, it will automatically dial the contact. Each contact list is currently personal, and we would like to know how to make it a global list that everyone has access to the same contacts .

Please advise....
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Question by:smbcs
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Expert Comment

by:murgroup
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It there is not already one created you can create an address list in public folders and give the entire office access to it.
In Outlook 2003 you will see 3 icons in the lower left corner. Click the center icon (folder list) this will bring up public folders in the left pane. click the plus sign next to all public folders. If you see comany address list it is already created. If you don't just right click all public folders and click new folder. From the drop down list click contact item. Give it a name and click ok. Then right click it and go to properties. Go to the Outlook address book tab and click show this folder as an email address book, give it a name and click ok.
Now when a user creates a new email and clicks to they can hit the drop down menu and see your new contact list. Now go to to the permissions tab, click add then add each user that will access the address book. Give them whatever permission level you want them to have and click ok.
If you want you can go to each user and set it as the default address book.
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by:smbcs
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Hi Murgroup,

This solution is for address book. I need the contacts to be the same though all computers using outlook. ie: when you click on contacts (not address book), the contacts are the same for all clients. Is this possible?

Thanks,
smbcs
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by:smbcs
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I have increased the points value for this to 500, as I require a solution quite urgently...
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by:Veerappan Sundaram
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Export the local contacts from each outlook client and import it to your contacts folder in AD.
Conatcts folder can be placed in any OU.
Make sure to mail-enable all these contacts.
Then you can see these contacts in outlook --> Address Book --> All Contacts (under All Address List)

Hope this helps.

>>>> veera.
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Author Comment

by:smbcs
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I think I have worked it out. If I create a new Contact List and make it the default, and then go into tools - address book I select everything in the global addtess list, I can then add them to the default contacts list and then share them. I am trying this now and will let you know the results.

smbcs
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by:smbcs
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OK, that does not work either.

If I create a contact list on a user account in outlook 2003 and then share it to a particular user, by right clicking on the contact group and choosing "sharing", and then under the permissions tab adding the user that I want to share to, how do I open it from the other users email account. One would think it would be by clicking "Open Shared Contacts" under outlook contacts. But when I type in the name of the shared contact group I created outlook brings up a window that says "Check Name" with no suggestions in the dialog box. If I type in the username that shared the new contact list from, I get the error message "unable to display the folder. the contacts folder could not be found"....

Please help!
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by:smbcs
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I can add the users default contact list if shared, but not the newly created contact list mentioned above if that is shared....
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by:Veerappan Sundaram
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There are 2 things:
1. Make this newly created contact as "Show this contact as E-mail Address book" under conatct properties--> Outlook Address book tab.
2. If you share from Permissions tab, then add the user in root also as a reviewer (Mailbox - user name).

>>>> Veera.
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Author Comment

by:smbcs
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Thanks Veera,

I did tick the option for "show this contact as e-mail address book", and I also added the user that was to view the newly created contact list as an editor... And no joy :(

To to clarify.
1 - Created new Contact list
2 - Right Clicked on contact list and chose sharing
3 - added options as above

I then log into the other computer as the user that I allowed editor permisions to the created list, and I cannot find the contact list when I type the contact list name in the "Name" window. I can however bring up the other users default contact list when this is shared.

Is there anything else I need to do with the newly created list? Am I missing something or is there a better way to do this?

The reason I am doing this is because the client has a new phone system that links to outlook contacts and all users must have the same contact list that is controlled by either the admin account or dedicated user who will keep the contacts up to date.

Thanks
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Expert Comment

by:Veerappan Sundaram
Comment Utility
I tried various posibilities. By default outlook allows only the default contacts to be accessed from other clients. (even after renaming the both the contacts folders)
Either you need to use a 3rd party tool to share additional contacts (OR)
Move personal contacts (if the user do not want to share with others) to newly created contacts folder and keep those "contacts to be shared" in default contacts folder.

Sorry, I don't have anyother options now. If I get to know something, I will let you know.

>>>> Veera.
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Author Comment

by:smbcs
Comment Utility
Thanks Veera,

This is not the most ideal solution, but I can also see no other way around the problem other than using CRM or something similar.  I have another 12 hours before I need to implement a solution, so will award you the points if nothing else better comes up in the mean time. Hopefully this will be adequate.

Thanks for your time and understanding on this.

Peter
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Expert Comment

by:murgroup
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Yes address book and contact list are the same thing. I may have misunderstood what you are asking. If so please clarifiy. Once you create the public folder contact list you can aggrigate all company contacts into that list. Then set it as default for each user in Outlook. This will work unless you also want to include the global address list. Then you will need to create contacts in AD for each external contact, then they will show in the global address list. I am happy to get more detailed if needed.
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by:smbcs
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please provide further details...
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by:murgroup
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Sorry, which topic do you need more detail on? Public folder contact lists or Contacts in AD?
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by:murgroup
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Ah, after reading more carefully I see your point. You want everyone to see the same contacts when they click contacts in the left reading pane. The only way I know this is possible, is to have one person maintain the contact list in Outlook and share it to everyone else (similar to shared calendars). I don't know if you can make the shared contact list default in each persons Outlook. You would need to test it.
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smbcs earned 0 total points
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OK guys... D-Day has come. I guess I will be using the default contacts shared from a particular user account. Bugger that a newly created contact group cannot be shared (apparently only the default list can be shared)

Thanks again for you assistance.
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