Best way of setting up a shared address for in Office 365

roy_batty used Ask the Experts™
We use Office 365 for emails. We need to have a shared address book that can be updates by any of the staff.

The addresses are generally for our customers. They need to be easily accessible in Outlook 2016 desktop and also ideally on mobile devices too.

Im guesing for mobile the users they are going to need to use the Outlook app but Im not certain. There is a mixture of IOS and Android devices.

What is the best solution in 2019 as I have seen various approaches online.

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Global Windows Infrastructure Engineer - Consultant
Top Expert 2013
You will need to do this by using a public folder, which means it can be access from the Outlook application. Unfortunately public folders are not yet accessible from Mobile Devices or Outlook Web Access (OWA).

Here is a good link about creating a Shared contact list in Office 365

Create a company Shared Contacts folder in Office 365
Most Valuable Expert 2015
Distinguished Expert 2018

There's no best solution unfortunately, as all of them have some downsides. Here are some options:

1) You can put the contacts in the GAL, that way they will be available across all devices/modalities. However, this means only users with admin privileges will be able to create/modify them
2) You can put the contacts in a mailbox (user, shared, whatever) and share them with whoever needs access. Mobile devices will not be able to access them though, unless you use OWA on the device
3) Put them in a contacts PF, which is a bit easier to manage permissions-wise. Downsides are same as above, no mobile access.
4) Use a SPO list, which you can integrate with Outlook. Again issues with mobiles, they will have to use the browser on the device.
5) Use something like OCM ( - works fine on mobiles but requires Business Premium licenses. Also, hasnt really received any updates lately, and it's in a limbo state.


These are great detailed reponses. Many thanks

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