create a distr list using shared contacts

[Guest]

I support another individuak, thus I have access to his calendar, contacts,
etc. Occassionaly I need to creater distribution lists for him based on his
contact. When I try to create a distri list in his contacts it will only
allow me select members from my contact list. How can I do this so that I
can select members from his contact list?

 

[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, 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.


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

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

 

[Guest]

I had this same need and employed the process you described Sue.
The problem I'm having now is if we create a new contact in that shared
Contacts list (it's listed under my own, not 'shared' due to this fix) it
disappears within a matter of seconds/minutes.
Tell me you've seen this and know what I'm doing wrong.

Thanks!

 

[Sue Mosher [MVP-Outlook]]

Before you save the contact, make sure the Private box at the bottom is not checked.

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

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

 

[Guest]

The Private box isn't checked and they're still disappearing.
I think the problem might be because the person's mailbox who we're trying
to share contacts out of doesn't want this other person to see her Inbox so I
disabled rights to her mailbox. Is there a way to do this fix w/o giving read
access to her Inbox?

 

[Sue Mosher [MVP-Outlook]]

The other person's Inbox won't be visible unless she granted permission for people to see it or you granted permission for people read access on the entire mailbox. Once you get the contacts folder set up the way you want, the only permissions that should be necessary are Folder Visible permission on the root folder of the mailbox and the desired permissions on the Contacts folder. People should not have read access to the entire mailbox, as a general rule.

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

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

 

[Guest]

I set the mailbox rights on the source account to Read/Change for this user.
When I create the profile in Step 1 it's now asking me to authenticate onto
our mail server with a username and password. This isn't expected is it?
Also, from where do I set 'Folder Visible', from the source person's mailbox?

 

[Sue Mosher [MVP-Outlook]]

I'm a little confused. Are we back at the steps for adding another user's contacts folder to your own Address Book display? The authentication dialog is a bit unexpected but go ahead and enter your Windows login credentials.

All per-folder permissions are set in Outlook, using the Properties dialog for the particular folder.
--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

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

 

[Guest]

Yes I was setting up a new profile on the 2nd user's machine. I authenticated
to our mail server when it asked as myself and new test contacts still
disappeared after a few seconds - seemingly when it goes to sync up with the
source account.

As for the permissions I was just trying to make sure I had to be on that
source person's Outlook to set the Folder Visible permission on her mailbox.

Thanks for your help by the way.