make shared mailbox items available in Global Address list

dirkdigs 921 Reputation points
2021-03-19T15:48:53.387+00:00

Hello we are using a shared mailbox to share contacts company wide.

when i open the address book on > new message >
i do not see the contacts option for the shared mailbox
i only see the contacts for the primary mailbox
is there a way to add this?

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Outlook Management
Outlook Management
Outlook: A family of Microsoft email and calendar products.Management: The act or process of organizing, handling, directing or controlling something.
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  1. Vasil Michev 99,936 Reputation points MVP
    2021-03-19T18:26:31.573+00:00

    You need to add the shared mailbox as additional account first (File > Add account), which will only work if you have Full Access permissions.

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  2. dirkdigs 921 Reputation points
    2021-03-19T20:27:39.483+00:00

    so if 20 people are using the shared mailbox for shared contacts purpose we need to do this 20 times on each users outlook?

    Is the better option to use public folders? I thought public folders were being decommissioned in the near future?


  3. Jade Liang-MSFT 9,976 Reputation points Microsoft Employee
    2021-03-22T03:12:50.683+00:00

    Hi @dirkdigs ,

    Based on my research and test, the address book may only display the list for your account, and there seems to be no option that could add the contacts folder for shared mailbox to address book dialog directly except you add it as a separate account in your profile.

    As a workaround, in addition to creating a new address book as mentioned by michev, we could also try to create a Public Folder to save your contact items and assign the permission to users, so that we could add this contact list to address book directly via set the Folder's properties:

    1. create public folder and assign the permission in exchange admin center
    2. login to your outlook client and switch to Folder view(ctrl + 6)
    3. create contact folder under public folder(Right-click your public folder>New folder>folders contain "contacts item")
      79900-snipaste-2021-03-22-11-04-10.jpg
    4. add your contacts in this folder and add it to your address book(right-click the folder>properties>Outlook address book>check the option and type the name it displays)
      79870-snipaste-2021-03-22-10-59-36.jpg

    Hope that would be helful to you.


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