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Each of these contacts is actually a container that holds onto the business information for one person. This one course has a group and it has a collection of people in it. But both groups and people are items that you can forward. Let's see how that works. I've asked Olivia to send me someone's contact information and here it is. I want to just double-click and it says here's the contact info for Rhianon, as you requested. I can double-click to open that attachment and save and close Rhianon's information; that's all I need to do.
When I do that Rhianon is added to my Contacts folder. Now if Rhiannon doesn't get there right away, I can just refresh my contacts, because I really added her on the server, and here she is. So it's very easy for me to get someone's contact information and not to have to type anything else; all I had to do is click to get this into my Contacts folder. This standard format that contacts are shipped around in isn't the contact format. It's actually a format that's called VCF or Virtual Card Format .
It's been around for almost 15 years. It's used by lots and lots of programs, so you don't have to send the contact to somebody who uses OWA or Outlook or even any Microsoft product for them to be able to open this. There are even free VCF converters that you can download from Google in case you don't have any kind of an application that knows how to open up a contact. But most folks with email applications have some way to open these up. And if they don't, I'm sure they will let you know. Everybody inside of your organization will have and most people outside as well.
So when I want to send for example Coleman's information to somebody, I can select Coleman's contact and simply click Forward. And this is Coleman's contact embedded here in this email. I just then need to address it, I'm sending it to Olivia, this is Coleman's contact. And if I need to remind her this is the contact that you're going to get in touch with about whatever project, or here's the information you asked me for, whatever it is, I'm going to send it and off it goes.
And when Olivia receives it, it will look just like when I received the contact that she sent me which was Rhianon's contact. Now to be clear, when I send a contact I'm sending all of the information that's in there, because these are standard fields. So let's go take a look at Olivia's contact information. Olivia is somebody who I have a lot of other information about. For example, there is Olivia's home phone. So if someone asks me for Olivia's contact and I forward this I will be giving them that information as well.
And I don't have a way around that that's easy or straightforward here, because I'm keeping her information here in my contact. I can't do this with addresses that are in the global address book there's no easy way to forward those. So if I have someone whose information I need to forward on a regular basis, for example my own information, I might set up to contacts for myself one public one private. The public version is one I'm willing to forward to other people and the private version is not.
So you might consider having Olivia Napolitano, and Olivia Napolitano in parentheses public or shared, and that way you'll have a second version that you can actually feel free to forward. If you never get asked about Olivia's information, you saved yourself a lot of trouble by never creating that second contact. But I do in my contacts folder have two versions of my own V card: one that I send to other people and one that I don't that I track other information in.
So that's your best method for making sure that you don't send personal information is to go in and, when I'm going to send this information to somebody, Amanda's information business phone, mobile phone. Okay they're both on Amanda's business card. I'm great with that, but home phone not so much and the notes at the bottom information that you've kept about that person down here in the details; not stuffed that you normally want to ship around the enterprise, and it is not all visible here.
So make sure you take a look before you forward, particularly if it's somebody you know a lot of things about. And then click Forward to attach their V card to a message and send it to another user.
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