In this video, staff author Jess Stratton shows users how to share contacts, contact groups, mark contacts as private, and share an entire contact folder.
- [Instructor] A nice feature of Outlook is the ability to share contact data. There's a few options when choosing to share the contacts. The first one is that we can share an entire contact folder. I can right-click the contacts folder, hover my mouse over share, and choose share contacts. It's going to open up a new email in which I can send out a sharing invitation. I can type in who I'd like to invite to share my contact data.
If I wanted to I can also place a check mark to request permission to view Sharon's contacts also, but I'm going to leave this blank. I'll show you how to do that in just a few moments. I'll click send and it's going to let me know that Sharon's permission level will be a reviewer. That is, she can only read my contacts. She can't make any changes to them. I'll click yes to confirm and my sharing message has been sent.
Now don't forget you can always share an entire contact list but mark certain people as private. You can select a person from the list and click the private button on the home ribbon tab. This way even if you're sharing this contact list nobody else will be able to see the contact. You can open up somebody else's shared contacts by clicking, open shared contacts, on the home ribbon tab. I can put in the name of the person who owns the contact list that I want to see or I can click name.
It's going to open up my company address book and I can choose that person directly and click okay. I'll click okay one more time. And either the shared contacts will open or I'll be told that I don't have permission. If I don't have permission I can send an email to ask for permission at the same time. So I'll click yes, I'll send off my sharing request, and Sharon will get the invitation in her inbox.
Instead of sharing an entire folder's worth of contacts, I can also share just one contact directly by forwarding it. I can select their name in the view, right-click, hover my mouse over forward contact, and now I have two options. I can either forward it as a business card which will put it into a universal format so other programs can access it and import it, or I can send it as an Outlook contact. If I send it as an Outlook contact somebody else will be able to import it directly into Outlook seamlessly and not risk losing any data.
I'll choose as a business card for now. The business card contents will get dumped into the body of the email but it's also going to send an attachment. That's a universal file format that other applications can open besides Outlook. I can address my email and send it off and the contact information will be sent. I can also forward an entire contact groups worth of email addresses this way. I'll right-click on my executive team group, hover my mouse over forward contact, and the only option I have now is to forward it as an Outlook contact.
This time I don't get the choice to send it as a business card as it's not supported. So if I send it as an Outlook contact I need to make sure that whoever I'm sending it to also uses Outlook, so this option best works in an Office 365 environment. I can address it as normal, send it off, and my executive group will be sent.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.