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Hosting Common Contacts in Exchange

Posted on 2013-10-25
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Last Modified: 2013-11-05
In my organization I currently have a couple hundred contacts that we regularly email updates and information to.  Currently they are housed locally on a users machine and if that user is away or sick no one in the company has access to them.  I am running Exchange Server 2007 and wanted to know if there is a good way to load these into a centralized location within Exchange but still have the ability to dictate who can email these contacts as they are kind of confidential and I dont want just anyone emailing this distribution list.
I assume there is a way to create an Address Book on the server and assign only certain users access to it.
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Question by:mgerwelAF
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by:Simon Butler (Sembee)
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A public folder would work for this.
You can have a hierarchy of folders and change the permissions so people who don't have access cannot even see the folder.
Just ensure that you set the "Default" permission to none, make at least one person an owner.

Simon.
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by:mgerwelAF
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I have a public folder so I thought to make it easy I would do a simple test on this folder.  
I created a new folder under it (Contact Items) and saved it.  I then added a contact to it.  When I go to this folder in the left pane of Outlook I see the contact and the address book.  However if I go directly to Address Book and choose this new Address Book I created it is blank and doesnt show any contacts.  Is there something additional that needs to be configured or does it take a while to propogate?

Do you have a link by chance to a guide for setting this up in Exchange 2007?
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by:Simon Butler (Sembee)
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Address Books you create in Exchange have nothing to do with public folders.
Therefore all you can do is create a contact in a Public Folder, then on the properties of that public folder in Outlook mark it as an Outlook Address Book. It will then be available to you to select addresses from.

Simon.
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by:mgerwelAF
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Juat one more question in Outlook when I go the Properties of that Public Folder I created I can then assign permissions.  Do these permissions dictate who will be allowed to email these contacts? I want to make sure that not everyone in the organization has access to these contacts.
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Simon Butler (Sembee) earned 500 total points
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The permissions on the public folder have nothing to do with who can use the contacts. They are just viewing.
Therefore if you set the default permission to None and then grant permissions to the people need to see it, then no one else will. However you cannot stop them from using the data any way that they like.

Simon.
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