How to Share a Common List of Fax Numbers in Exchange (185200)


The information in this article applies to:

  • Microsoft BackOffice Small Business Server 4.0
  • Microsoft BackOffice Small Business Server 4.0a
  • Microsoft BackOffice Small Business Server 4.5
This article was previously published under Q185200

SUMMARY

This article describes how to share a common fax address list using Microsoft Exchange Server. Frequently, Small Business Server administrators need this functionality so that users do not have to maintain a fax address list in the personal address book on the client computer.

MORE INFORMATION

Using public folders, you can share a contact list on the Exchange Server computer for all clients to use the same fax address list.

NOTE: For this to work, the Exchange Server administrator must either create or give the users permissions to create a public folder on the Exchange Server.

  1. On a client, add the Outlook Address Book to the Mail profile:

    1. Click Start, point to Settings, click Control Panel, and then double-click Mail and Fax.
    2. If Outlook Address Book does not appear in the profile, click Add, select Outlook Address Book, and then click OK.
    3. Quit Outlook if it is running, and then start Outlook.
  2. Create a public folder:

    1. If the Folder list is not displayed, on the View menu, click Folder List.
    2. Double-click Public Folders, and then navigate to the location where you want to create the new public folder. For example, select All Public Folders.
    3. On the File menu, point to New, and then click Folder.
    4. Under Name, enter a name for the folder. For example, type Public Fax Address List.
    5. Under Folder contains, click Contact Items.
    6. If you want to, in the Description box, type a description of the folder.
    7. Click OK.
  3. Add fax addresses to the contact list:

    1. Select the newly created public folder.
    2. On the File menu, point to New, and then click Contact.
    3. In the Full Name box, type a name for the contact.
    4. Enter the information you want to include for the contact; specifically, the Fax number should be put into the "Business Fax" field.
    5. Click Save and Close.
  4. For each client, set up the public folder to display in the Address Book dialog box:

    1. Right-click the newly created public folder, and then click Properties.
    2. Click the Outlook Address Book tab.
    3. Select Show this folder as an e-mail Address Book.
    4. In the Name of Address Book list box, type the name you want to appear in the "Show Names from the" list box in the Address Book dialog box.
    5. Click OK.
Now when you send a fax using the Fax Sent utility or Outlook, your public folder with the fax addresses will be available in the "Show Names from the" drop down list box.
Modification Type:MajorLast Reviewed:11/20/2003
Keywords:kbhowto KB185200
©2003 Microsoft Corporation. All rights reserved.