What is contact sharing?
When you use Microsoft Office Outlook with an inexpensive Microsoft Small Business Server, contacts can be shared between people in your company.
Contact sharing is not limited to the default Contacts folder that is created in all Outlook profiles. You can create additional contacts folders and choose which of those folders to share. For example, you can create a contacts folder for a specific project and share it with your coworkers. Optionally, you can grant them permission to modify the contacts.
Share your Contacts folder with specific people
The default Contacts folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted.
In Contacts, in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.), click Share My Contacts folder.
Note If you are using the Navigation Pane in Minimized view, in Contacts, click Navigation Pane, and then click Share My Contacts folder.
- In the To box, enter the name of the recipient for the sharing invitation message.
- If you want to, you can change the Subject.
- If you want to, request permission to view the recipient’s default Contacts folder. To do so, select the Request permission to view recipient’s Contacts folder check box.
Note If you want to request access to a contacts folder other than the default Contacts folder, you must send an e-mail message asking for permissions to that particular folder. This option only requests access to the recipient’s default Contacts folder.
- In the message body, type any information that you want to include.
- Click Send.
- Review the confirmation dialog box, and then if correct, click OK.
Share your default Contacts folder with everyone
The default Contacts folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted.
- In Contacts, in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.), right-click the default Contacts folder.
This is usually under My Contacts, and is displayed as Contacts.
- If you are using the Navigation Pane in Minimized view, in Contacts, click Navigation Pane, and then right-click the default Contacts folder.
This is usually under My Contacts and is displayed as Contacts.
- Click Change Sharing Permissions.
- On the Permissions tab, in the Name box, click Default.
- Under Permissions, in the Permission Level list, click Publishing Editor or any of the other options.
Descriptions of permission levels
| With this permission level (or role) | You can |
|---|---|
| Owner | Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.) |
| Publishing Editor | Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.) |
| Editor | Create, read, modify, and delete all items and files. |
| Publishing Author | Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.) |
| Author | Create and read items and files, and modify and delete items and files that you create. |
| Contributor | Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.) |
| Reviewer | Read items and files only. |
| Custom | Perform activities defined by the folder owner. (Does not apply to delegates.) |
| None | You have no permission. You cannot open the folder. |
You can create custom permissions by selecting the appropriate check boxes and options under Permissions.
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