shared contacts in Exchange

[Marilyn]

We have an Exchange 2003 server and end users on Outlook 2002 and Outlook
2003. I want to create two shared contact lists accessible to only a handful
of users. My preference is completely seperate lists as opposed to sharing
out a specific users lists to the other employees. What is the best wat to
accomplish this in our environment? Thanks, Marilyn

 

[Nikki Peterson]

Use Public Folders (PF) and create a CONTACT type folder.
Set the permissions on the folder to only the folks you wish.
Have each client perform the following:

- Right click on the PF Contacts folder.
- Select the Properties command from the resulting context menu.
- When you do, you’ll see the folder’s properties sheet.
- Now, select the properties sheet’s Outlook Address Book tab.
- Verify that the Show This Folder As An E-Mail Address Book
check box is selected.

Now the PF Contact folder will show on the client's Address Book
and they will be able to use it as easily as the Global Address Book
and their own Contacts folder.

Nikki Peterson.

 

[Marilyn]

Nikki - thank you for this. One question, do I create the folder under
Public Folders in my Outlook and it will automatically appear in everyone's
Outlook or, do I create the folder on the Exchange Server? Best regards,
Marilyn

 

[Marilyn]

Nikki - I created a Vendor Contacts subfolder under Contacts in Public
Folders within my Outlook 2003. I then went to permissions and added all the
people that should have access, giving them Owner status. I then logged onto
a computer as a user NOT in that list. I was able to see, access, and add a
contact to the Vendor Contacts folder ???? What did I do wrong? Thanks,
Marilyn

 

[Nikki Peterson]

When you create a public folder (PF) it will be created with the
permissions that were on the top folder (the one you right-clicked on
to create it). You will probably need to look closely at the properties
of the PF and see what roles all your entry's have.

If you check these now, you will probably find something like:
DEFAULT: Reviewer
ANONYMOUS: Reviewer

It is the rights set on the DEFAULT and ANONYMOUS that are
probably causing everyone to see everything. You need to set these
to NONE and remove the check mark next to "Folder Visible".

I would also undo the OWNER privileges to all the folks you added.
EDITOR or AUTHOR is sufficient and will avoid the possibility of
one of them deleting the folder accidentally.

Below is a description of the "Preconfigured" rights that you can assign
to clients:

Owner – Marked as owner, Marked as a contact to the folder, Create new posts
to the folder, Read all posts to the folder, Create Subfolders to the public
folder, Can see the folder, and can Edit and Delete all items in the folder.

Publishing Editor - Create new posts to the folder, Read all posts to the
folder, Create Subfolders to the public folder, Can see the folder, and can
Edit and Delete all items in the folder.

Editor – Create new posts to the folder, Read all posts to the folder, Can
see the folder, and can Edit and Delete all items in the folder.

Publishing Author – Create new posts to the folder, Read all posts to the
folder, Create Subfolders to the public folder, Can see the folder, and can
Edit and Delete only their own items in the folder.

Author - Create new posts to the folder, Read all posts to the folder, Can
see the folder, and can Edit and Delete only their own items in the folder.

Non Editing Author - Create new posts to the folder, Read all posts to the
folder, Can see the folder, and cannot Edit any posts, but may Delete their
own posts.

Reviewer - Read all posts to the folder, Can see the folder, but cannot Edit
or Delete any items in the folder.

Contributor - Create new posts to the folder, Folder is visible, but cannot
Edit or Delete any items in the folder.

None – Folder is visible, and cannot Edit or Delete any items in the folder.

Nikki Peterson

 

[Marilyn]

Nikki - what a great reply - thanks for your efforts and explaination. I had
already changed the two permissions to NONE but did not notice the Folder
Visable option. Once I unchecked that, the user without permission lost her
ability to see the Vendor Contact folder I had created. Problem solved. I
also changed the permissions for the others from Owner to Editor - good
suggestion. Thanks again, Marilyn