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Sharing contact data with others

From: Outlook 2013 Essential Training

Video: Sharing contact data with others

A nice feature of Outlook is the ability to share contact data. This makes it much easier than to risk misinformation when having to retype data manually, especially if you're dictating over the phone. So there's a couple of things we can share. The first thing we can do is we can share an entire folder. Up here is my regular Contacts folder and I can share that by going to the HOME ribbon tab, choosing Share Contacts, and then addressing the email, which is a sharing invitation to the person that I want to share my contacts with.

Sharing contact data with others

A nice feature of Outlook is the ability to share contact data. This makes it much easier than to risk misinformation when having to retype data manually, especially if you're dictating over the phone. So there's a couple of things we can share. The first thing we can do is we can share an entire folder. Up here is my regular Contacts folder and I can share that by going to the HOME ribbon tab, choosing Share Contacts, and then addressing the email, which is a sharing invitation to the person that I want to share my contacts with.

So the first thing it's gong to do is it's going to send and email invitation for her, which I can send and its going to verify that I really want to share my contacts folder with Akee. It's telling me what the permissions level is and that Akee will only be able to read my contacts, she can't make any changes to them. I'm sure that so I'm going to click Yes. Now I can also share this folder. Remember when we created a separate Personal Contacts folder a few chapters back? If I highlight this folder and choose share Contacts, you'll notice in the Subject line that its a completely different sharing invitation.

So this is to ensure that every contacts folder you create has its own sharing options. Now I can actually share a folder but keep the contact details of somebody private and I can do that by selecting a contact in a folder and going up to the ribbon and choosing Private. I can toggle it on or off. This marks the item as private, so that other people can't see the details of this contact. I could've done this as a different means of creating a separate folder for my personal contacts.

I can open up somebody else's shared contacts and I'll find out pretty quickly whether or not I have permission to do so. If I click Open Shared Contacts from the ribbon, I can either type in the name or click Name and choose from my company directory of somebody whose contacts I want to open. I highlight their name and click OK. If I click OK again it's either going to open up the contacts or let me know that I currently don't have permission to view their contacts. It's going to ask me if I want to ask Akee if I can share her contacts, so I can see them.

I'm going to say Yes. This is me requesting permission to view her contacts. If I hit Send, Akee is going to get that request in her inbox and can answer it directly. Something else I can do is share just an individual contact. I'm going to take Laverne and come up here to Forward Contact on the ribbon. Now there's two options. I can forward it As a Business Card which will send it with a file attachment that other mail programs can read or As an Outlook Contact if I know the other user uses Outlook.

If I select As a Business card, it's going to pop open an email, it's going to give me her business card here, but it's also going to send an attachment. This is so the other person can import it into their program. I can send it just like any other email. Lastly, I can send in an entire group to somebody if they're using Outlook. I can highlight a group in the address book, go up to Forward Contact and this time As a Business Card isn't even an option. I can only choose As an Outlook Contact.

I can choose somebody in my company directory and it's attaching the entire group. If I hit Send, Akee will be able to import this directly into her contact list. So those are some neat ways to share your contact data with other people.

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This video is part of

Image for Outlook 2013 Essential Training
Outlook 2013 Essential Training

58 video lessons · 22499 viewers

Jess Stratton
Author

 
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  1. 43s
    1. Welcome
      43s
  2. 14m 45s
    1. Getting started
      2m 16s
    2. Touring the Outlook interface
      3m 54s
    3. Exploring the Ribbon
      4m 50s
    4. Exploring the Navigation and Status bars
      3m 45s
  3. 19m 40s
    1. An overview of adding accounts
      55s
    2. Adding an IMAP, Exchange, or POP account automatically
      1m 55s
    3. Adding an IMAP, Exchange, or POP account manually
      3m 22s
    4. Adding a Facebook and LinkedIn account using the Social Connector
      3m 18s
    5. Adding an RSS feed
      3m 28s
    6. Connecting to an iCloud account
      2m 57s
    7. Connecting with SkyDrive
      3m 45s
  4. 23m 14s
    1. Reading mail
      4m 54s
    2. Customizing the inbox
      5m 45s
    3. Saving attachments from a message
      3m 25s
    4. Searching mail
      3m 23s
    5. Flagging messages as junk mail
      3m 4s
    6. Finding messages quickly
      2m 43s
  5. 27m 22s
    1. Using conditional formatting to change font and color
      3m 43s
    2. Creating follow-up flags and color categories
      5m 49s
    3. Organizing mail into folders
      3m 42s
    4. Using Quick Steps to process messages
      4m 26s
    5. Using mail rules to process messages
      4m 40s
    6. Cleaning up your mailbox
      5m 2s
  6. 26m 32s
    1. Creating a new message
      3m 17s
    2. Replying to and forwarding a message
      3m 12s
    3. Formatting a message
      3m 43s
    4. Creating voting buttons in a message
      1m 57s
    5. Adding signatures
      2m 27s
    6. Sending an out-of-office or autoreply email
      4m 11s
    7. Exploring delivery options
      2m 39s
    8. Creating personal stationery
      4m 5s
    9. Exploring other mail settings
      1m 1s
  7. 22m 15s
    1. Introducing the Address Book
      51s
    2. Creating a new contact
      5m 17s
    3. Creating a new contact group
      2m 48s
    4. Assigning a category to a contact
      2m 38s
    5. Searching for contacts quickly
      3m 23s
    6. Moving and copying contacts into folders
      2m 1s
    7. Sharing contact data with others
      3m 38s
    8. Getting driving directions to a contact's address
      1m 39s
  8. 31m 22s
    1. Introducing the calendar
      4m 59s
    2. Creating an appointment and a reminder
      5m 44s
    3. Creating a meeting
      5m 5s
    4. Chairing a meeting
      2m 50s
    5. Responding to a meeting invitation
      3m 6s
    6. Opening other calendars
      3m 58s
    7. Printing, emailing, and sharing the calendar
      4m 7s
    8. Setting calendar preferences
      1m 33s
  9. 6m 24s
    1. Introducing tasks
      2m 6s
    2. Creating and assigning tasks
      2m 17s
    3. Creating notes
      2m 1s
  10. 13m 35s
    1. Exporting PST and OST data files
      3m 12s
    2. Reusing text by creating Quick Parts
      3m 14s
    3. Inserting pictures, charts, and screenshots into messages and calendar entries
      3m 24s
    4. Setting language preferences
      2m 19s
    5. Setting advanced general Outlook options
      1m 26s
  11. 27s
    1. Next steps
      27s

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