Sharing Contacts and Sending Emails

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Guest

I use Outlook 2003.

I understand that to use someone else’s Contacts folder the other person
must have given me permission to do so and we must be using Exchange Server.
Given that this is the case, when I open the other person’s Contacts folder,
will I be able to send emails to those contacts, will they appear in my
Select Names dialogue box?

We are a small team with Exchange Server and want to be able to share
address books. What is the best way to do thi?

With thanks in advance.
 
The process of adding another user's Contacts folder to your own address
book display is somewhat involved. You will need to be able to create -- at
least temporarily -- an Outlook profile that opens another user's mailbox as
the primary mailbox. Proceed with these steps while logged in under your own
Windows account, not the other user's:

1. Create an Outlook profile that connects directly to the other user's
mailbox, not your own, and start Outlook with that profile.

2. On the Properties dialog for the other user's Contacts folder, make sure
that it's set to display in the Outlook Address Book and give it a display
name other than contacts, such as Joe's Contacts.

3. Close Outlook.

4. In Control Panel | Mail, edit the *same profile* (i.e. the one from Step
1) to change the mailbox from the other user's to your own.

5. Still working with the same profile, on the Advanced tab of the Exchange
Server service, add the other user's mailbox as a secondary mailbox.

6. Restart Outlook, and you should see the Joe's Contacts in your Outlook
Address Book as well as your own Contacts folder.

You might find it easier to use a contacts folder in the Public Folders
hierarchy as a place for users to put contacts to be shared.
 
Thanks Sue - that does seem a bit complicated. If we take your second
suggestion of creating a contacts folder in the Public Folders for users to
put contacts to be shared, will everyone be able to see them in their address
books then?
 
Yes, once they each check the Outlook Address Book box on the folder's
Properties dialog.

--
Sue Mosher, Outlook MVP
Author of
Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
Hi Sue,

This is the exact solution I am looking for as well. However, I can't seem
to get through step 4 below. When I try to change the mailbox from the other
user's to my own, the drop down box doesn't give me that option. Where
exactly should I be making that change and how?
 
You make that change on the main page of the settings for the Exchange service. There's no drop-down list. You have to replace the other person's name with your own.

--
Sue Mosher, Outlook MVP
Author of
Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
We have tried the same thing but have a problem and hope you can help.

1. We change the name on the users outlook contacts folder to be unique.

2. We added the users mailbox under "open these additional mailboxes" in the
microsoft exchange server.

3. We logged this person off and back on again (to be sure the change took
affect.

4. We opened outlook and the maibox appears but you are unable to access it.

5. Under contacts if you "open shared contacts" then you can see the other
users contacts but cannot see it when composing an e-mail ie. it does not
show as an outlook address book even though it is set on the other users
computer this way. Also the tab that has "outlook address book"does not
appear under properties.

Thanks
 
Thanks!

This works for me but I now get an error saying Outlook is in recovery mode
each time I open it up. I get this even if I de-select Cached Mode. If I open
Outlook with any other profile, it gives no errors. If I chose to work
offline I cannot access the other account. Any Ideas? Thanks again.
 
Recovery mode means there's a mismatch between the .ost file and your mailbox. What you might want to do is start over with a new profile that doesn't use Cached Exchange mode. Once you have the address book set up as you want, then turn on Cached Exchange mode.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
That did it! Thanks very much.

Sue Mosher said:
Recovery mode means there's a mismatch between the .ost file and your mailbox. What you might want to do is start over with a new profile that doesn't use Cached Exchange mode. Once you have the address book set up as you want, then turn on Cached Exchange mode.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
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