Accessing other users Contacts lists from within "Select Names" when preparing a new message

[Brown]

Workstations running WinXPSP2, Small Business Server Network (Premium)
WE have a secretary who maintains a master contacts list for our small
company. It is a shared list so we can all see it, but we cannot get to it
when we are in the process of sending a message. To wit:
In Outlook open a "New Message", Click on the : "To..." button, the "Select
Names" window opens. In the upper right corner is the "Show Names fron
the:" drop down box. There is a "Global Address List", an "All Address
Lists" (with sublists "All Contacts" "All Groups" "All Users" "Public
Folders"), and "Outlook Address Book" (with "Contacts" and "Company List").
We are obviously not doing something correctly, would someone wind me up and
point me in the right direction?

Brown

 

[Sue Mosher [MVP-Outlook]]

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. If you are using Outlook 2003, do not select the option to use Cached Exchange mode. 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.

7. (Optional) If you are using Outlook 2003, you can now change the settings for your Exchange account to use Cached Exchange mode.


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

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