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Best Practice - SBS 2008/Exchange 2007, and a Company Wide Address Book

I've been reading the forums for solutions, and it seems there are two widely endorsed recommendations for how to create a "master" address book (that includes internal and external contacts) to share across the organization.  Method 1 appears to be to add them the the GAL, or create a Public Folder for shared contacts.

For my purposes, I think the Public Folder option is best. To that end, I've create a new public folder called "Company Contacts".  When I do so, it's unclear how to make this be an "address book" - I dragged over a contact from my personal contacts, and it does not appear like an address book entry. I also cannot see this public folder in Outlook when I hit "To" and select Public Folders. I see recommendations to "right click the public folder and change it to be an address book", but I don't see that option in Properties for the folder. Do I need to have Outlook 2007 actually installed on the SBS 2008 server? What am I missing?

Since I have so many questions, I'd like to ask that someone please provide a truly Step-By-Step description of how to proceed. Please make no assumptions that I know what I'm doing (LOL). Instructions such as "just create the public folder and then tell outlook to use it as the address book" are not going to help me. I need step by step instructions on how to create the folder, how to make it an address book/contacts folder, how to add and edit internal AND external contacts to it, how to make it available for everyone in my organization, etc.

I apologize if this is covered elsewhere in detail. I haven't found it!

Thanks...
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chahec
Asked:
chahec
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1 Solution
 
Syed Mutahir AliTechnology ConsultantCommented:
Hi Chahec,
I have created a screenshot based tutorial for you to create the shared contacts public folder via Outlook 2007
Configure a Exchange admin mailbox on any machine joined to the domain with Outlook 2007 and follow the screenshot based tutorial ;
It is fairly straight forward ; let me know if you have any further questions

PF-from-Outlook2007.pdf
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Alan HardistyCommented:
When you created the Public Folder, did you select the folder to contain Contact Items?
If you did - please right-click on the Public Folder and then click on Properties, then Click on the Outlook Address Book Tab.
Is the "Show this folder as an e-mail Address Book" ticked?  If not, please tick it and name the address book appropriately.
Once it has been added as an Address Book, you should be able to select this Address List when creating a new email and clicking on the To fieldand choosing the Address List that you just named.
You also need to make sure that the relevant permissions have been assigned to all users otherwise only you will be able to see the Address List and Public Folder contents.  Re-visit the permissions and either change the default permissions to Author (or whatever is suitable for your organisation), or specify a group of users or multiple groups of users and assign then the relevant role.
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Syed Mutahir AliTechnology ConsultantCommented:
Once you have created the public folder as I have mentioned in the file attached in my first post, you can right click on the public folder you created and take properties and set permissions accordingly ;
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chahecAuthor Commented:
Beautiful, but of course remember I said don't assume I know anything. How exactly do I create an Exchange Admin Mailbox? Thanks in advance Mutahir.
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Syed Mutahir AliTechnology ConsultantCommented:
Hi Chahec,
If you are the exchange administrator, in your exchange management console you would have a mailbox for your active directory administrator or domain admins ;
Basically, you need to create a Outlook Profile on any client machine joined to the domain, just make sure that user has exchange admin rights so that they can create a public folder and assign permissions to it ;
Are you the administrator of that domain / exchange ?
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Syed Mutahir AliTechnology ConsultantCommented:
To create a public folder via outlook, the user you would be logged in as should have the following rights
Exchange Public Folder Administrator role and local Administrators group for the target server
But for simplicity reasons, I suggested to just create the administrator mailbox profile on a client machine in outlook 2007,
I assume that you would know how to configure outlook on domain to work with exchange (send / receive emails)
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chahecAuthor Commented:
All good, thank you so much. The one thing I had to do, besides permissions, was to have the end-users go to the folder on their copy of outlook and indicate it should be used as an address book (even though I set that value when I created the PF.

Cheers!
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Syed Mutahir AliTechnology ConsultantCommented:
Yes - thats great that you have created the folder for contacts company wide ;
Thanks for your feedback
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chahecAuthor Commented:
Working well, except - when use RWA to access Webmail, I don't get the option to use this Public Folder address book as my address book. Should this work? I notice that one of the address book options is "Public Folder" but this does not show this folder. If I go to "Public Folders" I can see it, but since I am in a web browser, I can't right click it and say I want to use it as an address book. Any thoughts?

Thanks!
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