What is the best way to share groups of external contacts with a certain departments within the org via OUtlook.

Question

I'm wondering what the best way would be to share groups of external contacts with one departments within our org. We have 5 different groups of volunteers who are sent email on a regular basis. The department that they would be shared with consists of up to 5-6 people. One person within that department would be responsible for maintaining the contact groups and it would be nice for the contact group updates to reflect for all in the department.

We are exchange hybrid if that info is important.

Thanks in advance.

Answer 1

Hey there TempStar

Thats a great question and thanks for using QandA platform

So the most effective method to share groups of external contacts with a specific department in Outlook is by using shared mailboxes and distribution groups. Firstly, create a shared mailbox dedicated to managing external contacts for the department, granting permissions to the assigned personnel to manage these contacts.

Within this shared mailbox, establish contact groups for each volunteer group to facilitate easy management and distribution of emails. With Exchange hybrid's synchronization capabilities, updates made to contact or distribution groups within the shared mailbox will work across the department, making good access to updated contact information for all members.

If this helps kindly accept the answer thanks much.

Answer 2

Thanks for your response. Is there another option using public folders? Seems I can add contacts lists there however creating a email to those contacts is kind of clunky. You have to be on any other view other than the people view in order for the email option to be available. Then do a Ctrl+A to select all.

Answer 3

Hi @TempStar ,

Share the contacts list among groups via Public Folder is definitely a good option. And regarding your concern that the Email button is not available when in the People View, this is by design. To quickly open up the new email section with the chosen contact while in People View, you can either click the "Send email" button beneath the display name, or click on the email address in the contact information:

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