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Sharing Contacts with Google Apps...

Posted on 2013-01-21
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Last Modified: 2013-01-23
Hi All

I am 'playing' with the Google Apps trial... and hitting a few stumbling blocks with email.

We are using Outlook and google Apps is working very well with Outlook, HOWEVER what we want to do is share contacts.  This is easy using "delegated contacts" BUT...

PROBLEM IS that all contacts are shared... I was hoping it would be possible to have multiple address books in Outlook so that only contacts from the business address book are shared and users private contacts can remain private in a seperate listing....  is this possible?  How do I set it up.

Thanks
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Question by:DrTribos
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Expert Comment

by:Allen Falcon
ID: 38805391
Google has relied on third parties to facilitate contact sharing as each company's needs are different.

If you want all contacts in the Global Address List, which will be available in Outlook via GASMO, then BetterCloud FlashPanel is free and should do the trick.

If you want multiple shared address books, each with its own set of permissions, then FloreySoft is the way to go.
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by:DrTribos
ID: 38808080
Hi allenfalcon

Thanks for that. I will have a look at the wares you mentioned.

Eventually I managed to add a new address folder to outlook and found that it does not sync with my google apps.  I am not sure why it doesn't sync, it seems to meet my requirements BUT I am concerned that one day it might just start synching.... as far as I can tell there is nothing explicitly set in outlook to prevent synching...

As an aside, I also found delegated contacts in Google Apps - this enables my colleagues to share contacts but that does not seem to enable autocomplete of email address (unless they are moved to the users contact list).
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Expert Comment

by:Allen Falcon
ID: 38808106
GASMO only syncs personal email, contacts, and calendars and does not sync public folders, such as shared folders for contacts.
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by:DrTribos
ID: 38808239
Oh.... thanks.   I am still not sure what is going on though... I do have GASMO and it is working perfectly.  The steps that I took to add a new contact list that would stay private (i.e. not be sync'd) are as follows:

1. Open Outlook in 'mail' view
2. Right click on my Google Apps Account > New Folder
3. Gave it a name and set content type to contacts
4. Added a dummy contact "Private Person"
5. Verified that sync did not work (desired behaviour)
6. Added a contact to my regular contact list which had previously sync'd
7. Verified that the contact did sync but "Private Person" did not (still desired behaviour)

Problem is I don't understand how the 2 contact lists are different (Outlook 2010) and why my "Private Person" did not sync.  I'd like some assurity that my setup is robust!

Just thinking about things... perhaps there is a setting in GASMO that specifies which contact lists to sync??? That would float my boat!

Thanks!
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Allen Falcon earned 400 total points
ID: 38809882
GASMO only syncs your Outlook Contact folder.  If you create an additional folder for contacts, it will not sync.
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