XADM: How to Create and Manage a Contacts Public Folder (258775)

MORE INFORMATION

Creating the Public Contacts Folder

1. From Outlook:
   1. On the File menu, click New, and then click Folder.
   2. Give the folder a name.
   3. In the Folder Contains box, select Contact Items.
   4. You can place the folder anywhere in the public folder hierarchy.
   5. Click OK to create the Contacts folder.
2. After you create the folder, each Outlook client must enable the folder as an e-mail Address Book. Verify that the Outlook Address Book service is installed and if it is not, install the Outlook Address Book service:
   
   
   1. On the Tools menu, click Services.
   2. Confirm that the Outlook Address Book service is in the list of available information services.
   3. If it is not, click Add.
   4. In the Add Service to Profile dialog box, click Outlook Address Book in the list of available services.
   5. Click OK.
   NOTE: If Outlook Address Book is not in the list of services that are available to add, please see the following article in the Microsoft Knowledge Base:

   173072 OL97: Outlook Address Book Service Is Not an Available Service

3. To mark the Contacts folder for use with the Address Book:
   1. Select the Contacts folder that you created.
   2. On the File menu, point to Folders, and then click Properties for your_folder_name.
   3. In the Properties dialog box, click the Outlook Address Book tab.
   4. Click to select the Show this folder as an e-mail address book check box and type an appropriate name for the address book.
   5. Click OK to apply the settings.

Enable Name Resolution

To enable name resolution for Outlook:

1. On the Tools menu, click Address Book.
2. In the Address Book dialog box, click Tools, and then click Options.
3. To populate the When sending mail, check names using these address lists in the following order box (the search box), click Add. The Add Address List dialog box appears.
4. Scroll through the available address lists until you find the newly-created contacts public folder address list, and then click it.
5. Click Add, and then select the lookup priority of the address list.
6. Click Close to close the Add Address List dialog box.
7. Click OK to close the Addressing dialog box.

Permissions

You can manage the permissions for the contacts public folder from the client or from the Exchange Server Administrator program. The permissions for a contact items public folder work the same as permissions for other public folders. Take care when you assign permissions for this public folder.

Users must have the Read right (Reviewer role) to include the contacts folder as an Address Book.

Role	Rights
Owner	Grants all permissions in the folder.
Publishing Editor	Grants permission to create items, read items, edit and delete any item, and create subfolders.
Editor	Grants permission to create items, read items, and edit and delete any item.
Author	Grants permission to create items, read items, and edit and delete their own items.
Publishing Author	Grants permission to create items, read items, edit and delete their own items, and create subfolders.
Non-Editing Author	Grants permission to create items, read items, and delete their own items.
Reviewer	Grants permission to read items.
Contributor	Grants permission to create items.
None	Grants no permissions in the folder. Use this as the default permission when you want to limit the audience of the folder to the users you specifically add to the Name/Role box.