Sharing your Outlook contacts with co-workers

July 18, 2007


If your business use Outlook but doesn’t a have centralised system to share contacts with co-work, you can get around this simply by exporting the address list to an Excel compatible file. Then import the file into a co-workers Outlook.

So how do I export them?

  1. image
    Open Outlook and navigate to the contacts section
  2.  image_thumb[7]
    Click on File > Import and Export
  3. image
    Select “Export to a File” and next
  4. image
    You can select any file here, but “Comma Separated Values (Windows)” is a good bet, especially when your import contacts into other email clients (Thunderbird and iMail, or whatever its called).
  5. image
    You may have more than one Contact address book, so Outlook gives you the option to select others.
  6. image
    Browse to the location you wish to save the file (USB key, shared network drive) and give it a useful file name.
  7. image
    At this point your given the option to change how Outlook exports your contacts. It is very unlikely you will need to change anything here unless you have issues at the import stage using a third party email client. Click on Finish and your done on the exporting part.
  8. image image
    Take your exported file to the machine that you wish to import the contacts into. Similar to the first step navigate to the Contacts section and select File > Import and Export.
  9. image
    This time select “Import from another program or file” and click next
  10. image
    Select “Comma Separated Values (Windows)” and click next
  11. image 
    Select the file to import and decide on what should happen if contacts are already exist
  12. image
    You may want to import the contacts into a separate folder but usually you will just go with the default.
  13. On the next screen you will be asked if you want to map the fields differently in the contact list, just take the default settings and select finish. Your done!

Five other things you could do with the exported file

  1. Backup file for your contact list
  2. Import them into your personal email (Gmail, Hotmail, Yahoo etc)
  3. Create mail merger runs in Word
  4. Use them in Excel for client reports etc
  5. Format it in Excel and print it out as a none digital backup, or quick reference list

Dedicated Systems

Products like Microsoft Exchange and CRM Systems allow businesses to share not only contact lists, but tasks and calendars too. I will cover these in depth in the coming weeks along new web services that also offer these facilities. In the mean time two products I think offer good value for money against well known products without compromising on quality and functionality are MailEnable and vTiger CRM system.  

Related posts:

  1. Sharing Your Contacts Across the business – Microsoft Exchange Server
  2. Merging Two Access Databases with Duplicated Records
  3. How to speed up your computer – Part One
  4. Offline Files and Folders, the 2 GB limit!
  5. Setting up an FTP connecting using FileZilla

Author: Support @ 9:32 am
Category: Windows

1 Comment »

  1. Great tip! I am going to do this today to export my work email addresses into my personal email.

    Comment by Danielle — July 18, 2007 @ 12:33 pm

RSS feed for comments on this post. TrackBack URL

Leave a comment