OL98: How to Share Contacts Between Computers (222056)


The information in this article applies to:

  • Microsoft Outlook 98
This article was previously published under Q222056

SUMMARY

This article describes how to share Outlook contacts between two or more computers that are running Outlook in a mixed, or non-Microsoft Exchange Server environment.

To learn more about sharing Contacts and other Outlook folders in an Exchange Server environment, see the References section later in this article.

MORE INFORMATION

Sharing a set of contacts between computers requires the following major steps:
  • Create the shared Contacts folder on the primary computer
  • Install the shared Contacts folder on the secondary computer(s)
  • Maintain the shared contacts

Create the Shared Contacts Folder on the Primary Computer

NOTE: All additions, deletions, and changes to the contacts will be made to this folder.

Create a New Personal Folders (.pst) File

  1. On the File menu, point to New, and then click Personal Folders File (.pst).
  2. In the Save in list, click to select (C:), and then click Create New Folder on the toolbar.
  3. In the Name box, type Mail and click OK.
  4. Open the Mail folder, and in the File name box, type Contacts.pst, and click Create.
  5. In the Create Microsoft Personal Folders dialog box, under Name, type Shared Contacts, and click OK.

Copy Contacts to Be Shared to the Shared Contacts Folder

  1. If the Folder List is not visible, on the View menu, click Folder List.
  2. On the Folder List, click to select the Contacts folder containing the contacts you wish to share.
  3. On the Edit menu, click Copy to Folder.
  4. In the Copy Folder dialog box, click to select Shared Contacts and then click OK. This will create a Contacts folder, containing the records to be shared, in the Shared Contacts .pst file.

NOTE: The new Shared Contacts folder contains the same contacts as the original Contacts folder. It is important that all contact maintenance be done on this new, shared folder so it will be available to the other computer(s). To insure this, you may want to remove all shared contacts from your old Contacts folder.

Set the Outlook Address Book Properties (Corporate/Workgroup) Mode

NOTE: Skip these steps if the primary computer is running Outlook in the Internet Mail Only (IMO) mode.
  1. On the Folder list, right-click the Contacts folder under Shared Contacts, and then click Properties.
  2. On the Outlook Address Book tab, click to select the Show this folder as an e-mail address book.
  3. In the Name of the Address Book box, type Shared Contacts, and then click OK.
  4. On the Tools menu, click Services.
  5. On the Addressing tab under Show this address list first, click to select Shared Contacts.
  6. Click Apply, and then OK.

Copy the Contacts.pst File to a Floppy Disk

  1. Put a blank floppy disk in the A drive.
  2. In the Windows Explorer, right-click the Contacts.pst file located in the C:\Mail folder, point to Send To on the shortcut menu, and click Floppy (A).
  3. Close the Windows Explorer.

Install the Shared Contacts Folder on the Secondary Computer(s)

Copy the Contacts.pst File to the Secondary Computer.

  1. On the secondary computer, create a new Mail folder on the root directory.
  2. Copy the Contacts.pst file from the disk to the Mail folder.
  3. Close the Windows Explorer.

Activate the Shared Contacts Folder in Outlook Corporate/Workgroup Mode

NOTE: Skip these steps if the secondary computer is running Outlook in the Internet Mail Only mode.
  1. On the File menu, point to Open, and click Personal Folders file (.pst).
  2. Browse to the C:\Mail folder, and then click to select Contacts.pst. Click OK.
  3. On the Folder List, right-click Contacts in the Shared Contacts personal folder, and on the shortcut menu, click Properties.
  4. On the Outlook Address Book tab, click to select Show this folder as an e-mail address book.
  5. In the Name of the address book box, type Shared Contacts. Click OK.
  6. On the Tools menu, click Services.
  7. On the Addressing tab, click to select Shared Contacts, in Show this address list first. Click OK.

Move the Shared Contacts to the Default Contacts Folder (Internet Mail Only) Mode

NOTE: Skip these steps if the secondary computer is running Outlook in Corporate/Workgroup mode.
  1. On the File menu, point to Open, and click Personal Folders file (.pst).
  2. Browse to the C:\Mail folder, and then click to select Contacts.pst. Click OK.
  3. Click to open your default Contacts folder.
  4. On the Edit menu, click Select All, and then click Delete.

    CAUTION: These contacts will be replaced with the shared contacts. To preserve the original contacts, they must be moved to a different Contacts folder.
  5. In the Shared Contacts folder, click to open the Contacts .
  6. On the Edit menu, click Select All.
  7. Drag the selected contacts to the default Contacts folder.

Maintain the Shared Contacts

NOTE: After you have made changes to the shared contacts on the primary computer, you will need to update the shared contacts on the secondary computer(s). Any changes you made directly on the secondary computers will be lost.
  1. Quit Outlook on the primary computer.
  2. Copy the Contacts.pst file from the C:\Mail folder on the primary computer, to a disk.
  3. Quit Outlook on the secondary computer.
  4. Copy the file Contacts.pst, from the disk to the C:\Mail folder on the secondary computer.

Move the Shared Contacts to the Default Contacts Folder (Internet Mail Only Mode)

NOTE: Skip these steps if the secondary computer is running Outlook in Corporate/Workgroup mode.
  1. Click to open your default Contacts folder.
  2. On the Edit menu, click Select All, and then click Delete.
  3. In the Shared Contacts folder, click to open the Contacts.
  4. On the Edit menu, click Select All.
  5. Drag the selected contacts to the default Contacts folder.

REFERENCES

For additional information about sharing Contacts with other computers running Outlook in the Corporate/Workgroup (CW) mode, please see the following article in the Microsoft Knowledge Base:

182642 OL98: (CW) How to Open Someone Else's Calendar or Other Folder

Modification Type:MajorLast Reviewed:4/17/1999
Keywords:kbhowto kbinfo KB222056
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