If you have Microsoft Exchange Server why not make use of your Public Folders and share you contacts between co-workers? This doesn’t mean your contacts are visible outside your business network,i.e. on the internet! Just people that have access to company email via Outlook.
This guide is for users with Office 2003 and Small Business Server, but I’m pretty sure you will get the rough idea if your using slightly different versions.
- Before we do anything we must make sure everyone has access to the Public Folder. For this you need to login to the server as administrator > open “Exchange System Manager” > browse to “Public Folders” > “Company Name Contacts” and right click on it and select “properties”. Then select the “permissions” tab and click on “Client permissions” . From here you can add/delete/set access levels etc.
- Login and open Outlook
- At the bottom left, click on “Folder List” inbetween “Notes” and “Shortcuts” icons
- Now scroll down to find the “Public Folders”. Expand them until you find the pre-installed Contact Directory, right click on this and select “Add to Favourites”
- A dialog box will appear, give the favourite a useful name like “Group Contacts” or “Company Shared Contact List”
- Now add a contact to the shared contact (Public) list by right clicking in the folder > “Add Contact”. Make sure you complete this stage else the public contact list won’t register with the main contacts. You can delete the contact afterwards if needs be.
- Now click on the “Contacts” panel to switch to your address books. Right click on the Public Contact List (If it hasn’t appeared, restart Outlook) and select “Properties” > select the “Outlook Address Book” tab and make sure ”Show this folder as an e-mail address book” is clicked so it appears in the contact list (The address book when sending emails)