Exchange 2007: need to put default contacts in public folder

I need to set a common address book for all users in a small company on SBS 2008 with Exchange 2007. There are about 8000 contacts in the list. It needs to be the default address book for all the users, the one that is used to match email addresses, etc, and everyone needs the rights to make changes. It appears that most of these capabilities do not exist with a shared email account which is added to each users' profiles. It seems that a PF Contacts folder is the only way. I can't see how to do this in 2007, although there is a lot of info for doing it in 2000 and 2003.

Once done, I need to then make this PF contact folder the default.

Any advice?
Bob_SimonsAsked:
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manav08Commented:
Hi Bob,

I personally do not like PUBLIC folders to achieve this task as they are slowly getting outdated. At one stage Microsoft was trying to move away from Public Folders but then they brought it back.

To achieve this what I usually do is -
1. Setup a new MAILBOX USER on the AD server with a Exchange MAILBOX.
2. Login as this user on a PC connected to domain and open OUTLOOK.
3. Now go to contacts and right click go to ptoperties->Permission tab.
4. Choose whoever you want from the Global Address List and make them Publishing Editor
5. Now ask everyone to go to their outlook->contacts and choose open Shared contacts.

With people moving to Outlook 2007 and Outlook 2010 it is predicted that in the next few years public folders will be phased out



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Bob_SimonsAuthor Commented:
I was not able to make these shared contacts be the "address book" for that Outlook user. Only the mailbox user's Contacts or the GAL are available as address book choices: there's no "use contacts as addresss book" choice. Or do you not have that problem?
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manav08Commented:
When you do it using the way I described above what you are essentialy doing is adding the contacts of another user. His contacts will then appear in your outlook contacts under subheading "contacts from username".
When creating a new email and clicking on TO, you hsould see it under Address Book->Outlook Address Book as well
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manav08Commented:
ohh sorry,

I didnt read your question properly.
There is one more step your users will need to do.
Once the shared contacts folder appears in their CONTACTS folders, they will right-click it and go to properties -> click on Outlook Address Book TAB and choose > Show this folder as an email address book.

Does this answer your question?
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Bob_SimonsAuthor Commented:
I think soi. I tried it as I described above, after creating the new AD user, "company contacts" then going to the exchange admin and giving everyone full rights to each other's amilboxes as they also want full read/write calendar sharing and no email privacy. I then went to one user's profile and tried alternately opening another user's folder, and also adding a second mail account. Neither of these would let me add the contacts folder as an address book, so of course I could not make it the default. I'll try your approach later today. I'll report back. Thanks for your reponse.
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manav08Commented:
"company contacts" then going to the exchange admin and giving everyone full rights to each other's amilboxes as they also want full read/write calendar sharing and no email privacy"

I am not sure if this approach will work. Its better to use the sharing approach as I suggested. With that you can control access level for each user. Also I suggest that you give yourself OWNER level permissions on the calendar and contacts for this AD user "company contacts" so that when a new user joins the company you can grant him permissions from your own outlook rather than having to login as "company contacts"
Makes sense?
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Bob_SimonsAuthor Commented:
Well, I can tell you that my approach did not work so I'll gladly try it your way after close of business there today. I'm not a user there so I need to remote into users' desktops to do this. They have three servers but none have Outlook on them at present.
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manav08Commented:
Just use a users workstation and make the DIRECTOR of the company the OWNER of the contacts and calendar so that they can assign permissions themselves without the need of having to login as the new user
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Bob_SimonsAuthor Commented:
I think I did what you said and there is no address book option in the shared contacts item. Such an optio exists in the main profile, as it does for any contacts folder in a mailbox. However, I don't get this option in a shared contact list, as I said earlier. This is why I wanted to use PFs which I think would work for the life of the brand new server. Can you tell me what I did wrong in following your process, or can you tell me how to create a PF cointact folder which can be used as a address book, by every user and be the default address book. Here's a screen shot of the properties of thqat foldwe. As I said above, I made "all users" the ones with the rights, as the company has requested.
hhw-contacts-no-address-book-opt.PNG
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manav08Commented:
Hi Bob,

Sorry I didn't realize that you couldn't do this so easily. Here is an article on how to Display Other User's Contacts in Address Book - http://www.slipstick.com/contacts/oloabpf.htm#top

If you want to use Public Folder for shared contacts use this - http://www.petri.co.il/configure_public_folder_to_hold_default_contacts_list.htm
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manav08Commented:
So I have learnt something new as well today. They say Public folder is the best option if you want the contacts appear in your Address List.
I now remember that I used to get my clients to right click on the name of the contact and then send email that way. Unfortunately, I couldn't recall it when I replied to your thread and had no access to any of my client machines (it being Easter break).

One thing keep in mind that no matter which way you do it, your users must be aware that there is no possible way to have these contacts show up in OWA or Mobile Contacts.
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Bob_SimonsAuthor Commented:
They have three smartphone users, 2 on BPS 4.1 and one on WinMo 6.5. One of the BB users had already demanded that I create him a new email account so his listserv email not come to his phone (he's an attorney getting hundreds of emails a day and does not want mail actions moving them out of the inbox. He took the oportunity to cut the phone book on the phone down to personal numbers only. The user on the Touch Pro 2 found his phone clobbered by the size of the address book anyhow. My informal tests seem to show that it's fine up to about 750 entries, not too degraded by 1500 or so but hopeless by a few thousand: a few second pause before responding to anything, etc. So it's good to not have the full list on the phone.

As it's SBS 2008, it's already set up for rpc over http/Outlook anywhere as well as Remote Web Workplace so they'll have at least two usually available work-arounds.

The Petri article, which I'd aleady found (incredibly useful site) is geared to 2000, with the notice that it's supposed to be so automatic in 2003 that a lot of the content in that article is not needed, but it's silent as to 2007. I couldn't find anything on how to do it in 2007, or at least I couldn't make sense ot it. It appears to heavily rrely on the shell, and I couldn't tell if the end result would be what I'd expect from 2000 or 2003.

SO I'm back where I started, wanting to know if PF is the only way to do what I want to do on 2007, and if so, how to do it. I think both of our approaches goit me me shared contacts available to multiple Exchange accounts but without the ability to be either an address book or further, the default address book.
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manav08Commented:
Hi Bob,

Some useful links for the answer to your question. From what I can gather reading these is that you create a public folder in exchange 2007 using Exchange Management Shell and once created you give it appropriate permissions using the EMS again. Then you login to outlook and create your contacts folder etc. Have a read -

- http://www.experts-exchange.com/Software/Server_Software/Email_Servers/Exchange/Q_24855179.html
- http://www.msexchange.org/tutorials/Managing-Public-Folders-Exchange-Server-2007-Service-Pack1-Beta.html
- http://technet.microsoft.com/en-us/library/aa997965(EXCHG.80).aspx
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Bob_SimonsAuthor Commented:
So, I use the PF tool and create a folder named "shared" then open the shell and do this:
Add-PublicFolderClientPermissions -Identity "Shared>" -User “HHW Users” -AccessRights "Owner"-Identity "Shared>" -User “HHW Users” -AccessRights "Owner"

so anyone can create the contacts PF and so on, and once it's done, knock it down to publisher/editor?

It doesn;t like the "Add-PublicFolderClientPermissions -Identity "Shared>" -User “HHW Users” -AccessRights "Owner"" string, at least in the working directory:


         Welcome to the Exchange Management Shell!

 -----------
[PS] C:\Windows\System32>Add-PublicFolderClientPermissions -Identity "Shared>" -
User "HHW Users" -AccessRights "Owner"
The term 'Add-PublicFolderClientPermissions' is not recognized as a cmdlet, fun
ction, operable program, or script file. Verify the term and try again.
At line:1 char:34
+ Add-PublicFolderClientPermissions  <<<< -Identity "Shared>" -User "HHW Users"
 -AccessRights "Owner"
[PS] C:\Windows\System32>
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manav08Commented:
Hi Bob,

I am very surprised but this didn't work on my SBS box either. However there is another way listed on TECHNET http://technet.microsoft.com/en-us/library/aa998834(EXCHG.80).aspx
On your Exchange Management Shell browse to the following location -
c:\Program Files\Microsoft\Exchange Server\Scripts>
Now use the script AddUsersToPFRecursive.ps1 as described in article above
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Bob_SimonsAuthor Commented:
This has been tougher than I thougt, and maybe more than you thought, too? I'd think both this was a common request, that there'd be a common way to resolve it and that it would be commonly known. It's more than a bit odd that MS thinks the GAL is the only address book to share across an organizational group. I'll try your suggestion soon.
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manav08Commented:
Hi Bob,

Yes I know its a bit of a pain. I totally do not understand this because when Exchange 2007 initially came out MS didn't even have a snap-in included for Public Folders and there were a lot of articles on how Microsoft is going to get rid of it altogether. And then again they make us reliant on it for your particular scenario :).
Personally I avoid using Public Folders because they are always such a pain even when you are migrating your exchange to another server etc.
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manav08Commented:
Bob, I have to catch a flight and won't be available for the next 2 days although I will try my best.
The script AddUsersToPFRecursive.ps1 should do the job for you. If not, please post back.
Happy Easter!!
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Bob_SimonsAuthor Commented:
Hi manav08,

I made some progress: we both were using a slightly mis-spelled command and the command "Add-PublicFolderClientPermission" without the trailing "s" works but then errors out as it does not like the AD group I created for the users. Here's the shell output:

[PS] C:\Program Files\Microsoft\Exchange Server\Scripts>Add-PublicFolderClientPe
rmission -Identity "\Shared" -AccessRights Owner -User "HHW Users"
The specified public folder user "HHW Users" does not exist. A valid public fol
der user should be a mail-enabled user, mailbox or distribution group. Reason:
The recipient HHW Users is not of the expected type.
At line:1 char:1
+ A <<<< dd-PublicFolderClientPermission -Identity "\Shared" -AccessRights Owne
r -User "HHW Users"

I was looking for a single entry I could make to add any present and future user gain these rights without the need to edit the shell each time users are added or changed.

Any ideas?
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Bob_SimonsAuthor Commented:
an update: the user "all users" worked so I must have improperly created the "hhw users" ad group as having no exchange properties, maybe mistaking the 2007 and up lack of integration. However, the folder does not show up as a contacts folder. It has a generic yellow folder icon, is described as "Folder containing Mail nads Post Items" on the General tab, and on hte Administration tab is listed as "add folder address to Contacts."
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manav08Commented:
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