Share a contacts folder with others

This feature requires you to use a Microsoft Exchange Server 2000, Exchange Server 2003, or Exchange Server 2007 account. Most home and personal accounts do not use Microsoft Exchange. For more information about Microsoft Exchange accounts and how to determine which version of Exchange your account connects to, see the links in the See Also section.

In this article

What is contact sharing?

Share your default Contacts folder with specific people

Share your default Contacts folder with everyone

Share a custom contacts folder with specific people

Share a custom contacts folder with everyone

Revoke or change other people's access to your contacts folders

What is contact sharing?

When you use Microsoft Office Outlook 2007 with a Microsoft Exchange account, contacts can be shared between people. Contact sharing is not limited to the default Contacts folder that is created in all Outlook profiles. You can create additional contacts folders and choose which of those folders to share. For example, you can create a contacts folder for a specific project and share it with your coworkers. Optionally, you can grant them permission to modify the contacts.

Tip   Any message, contact, or task in Outlook can be marked private so that others don't see the item in a shared folder.

Contact sharing works through sharing invitation and sharing request e-mail messages. Sharing invitations offer the recipient access to your contacts folder. When you send a sharing invitation for your default Contacts folder, you can request access to the recipient's default Contacts folder.

Note   If you want to request access to an additional contacts folder that the recipient has created — not the default Contacts folder — you must send an e-mail message asking for permission to access that folder. The recipient can then send you a sharing invitation for the specific contacts folder.

Top of Page

Share your default Contacts folder with specific people

The default Contacts folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted.

  1. In Contacts, in the Navigation Pane, click Share My Contacts folder.

    Note   If you are using the Navigation Pane in Minimized view, in Contacts, Minimized Navigation Pane click Navigation Pane, and then click Share My Contacts folder.

  2. In the To box, enter the name of the recipient for the sharing invitation message.

  3. If you want to, you can change the Subject.

  4. If you want to, request permission to view the recipient's default Contacts folder. To do so, select the Request permission to view recipient's Contacts folder check box.

    Note   If you want to request access to a contacts folder other than the default Contacts folder, you must send an e-mail message asking for permissions to that particular folder. This option only requests access to the recipient's default Contacts folder.

  5. In the message body, type any information that you want to include.

  6. Click Send.

  7. Review the confirmation dialog box, and then if correct, click OK.

Top of Page

Share your default Contacts folder with everyone

The default Contacts folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted.

  1. In Contacts, in the Navigation Pane, right-click the default Contacts folder.

    This is usually under My Contacts, and is displayed as Contacts.

  2. If you are using the Navigation Pane in Minimized view, in Contacts, Minimized Navigation Pane click Navigation Pane, and then right-click the default Contacts folder.

    This is usually under My Contacts and is displayed as Contacts.

  3. Click Change Sharing Permissions.

  4. On the Permissions tab, in the Name box, click Default.

  5. Under Permissions, in the Permission Level list, click Publishing Editor or any of the other options.

    View descriptions of permission levels

    With this permission level (or role)

    You can

    Owner

    Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.)

    Publishing Editor

    Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)

    Editor

    Create, read, modify, and delete all items and files.

    Publishing Author

    Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)

    Author

    Create and read items and files, and modify and delete items and files that you create.

    Contributor

    Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)

    Reviewer

    Read items and files only.

    Custom

    Perform activities defined by the folder owner. (Does not apply to delegates.)

    None

    You have no permission. You cannot open the folder.

    You can create custom permissions by selecting the appropriate check boxes and options under Permissions.

Top of Page

Share a custom contacts folder with specific people

The default Contacts folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted. You can create additional contacts folders and these folders can be renamed or deleted. This section includes instructions to share contacts folders that you create.

  1. In Contacts, in the Navigation Pane, right-click the contacts folder that you want to share.

    Note   If you are using the Navigation Pane in Minimized view, in Contacts, Minimized Navigation Pane click Navigation Pane, and then right-click the contacts folder that you want to share.

  2. Click Share folder name.

  3. In the To box of the sharing invitation, enter the name of the recipient.

  4. If you want to, change the Subject.

  5. If you want to, grant permissions to the recipient to change your contact items by selecting the Recipient can add, edit, and delete items in this contacts folder check box.

  6. In the message body, type any information that you want to include.

  7. Click Send.

  8. Review the confirmation dialog box, and then, if correct, click OK.

Top of Page

Share a custom contacts folder with everyone

The default Contacts folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted. You can create additional contacts folders and these folders can be renamed or deleted. This section includes instructions to share contacts folders that you create.

  1. In Contacts, in the Navigation Pane, right-click the contacts folder that you want to share.

    Note   If you are using the Navigation Pane in Minimized view, in Contacts, Minimized Navigation Pane click Navigation Pane, and then right-click the contacts folder that you want to share.

  2. Click Change Sharing Permissions.

  3. On the Permissions tab, in the Name box, click Default.

  4. Under Permissions, in the Permission Level list, click Publishing Editor or any of the other options.

    View descriptions of permission levels

    With this permission level (or role)

    You can

    Owner

    Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.)

    Publishing Editor

    Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)

    Editor

    Create, read, modify, and delete all items and files.

    Publishing Author

    Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)

    Author

    Create and read items and files, and modify and delete items and files that you create.

    Contributor

    Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)

    Reviewer

    Read items and files only.

    Custom

    Perform activities defined by the folder owner. (Does not apply to delegates.)

    None

    You have no permission. You cannot open the folder.

    You can create custom permissions by selecting the appropriate check boxes and options under Permissions.

Top of Page

Revoke or change other people's access to your contacts folders

At any time, you can change or revoke someone's access permissions to your contacts folders.

  1. In Contacts, in the Navigation Pane, right-click the contacts folder for which you want to change permissions.

    Note   If you are using the Navigation Pane in Minimized view, in Contacts, Minimized Navigation Pane click Navigation Pane, and then right-click the contacts folder for which you want to change access permissions.

  2. Click Change Sharing Permissions.

  3. Do one of the following:

    • Revoke or change access permissions for everyone    

      1. On the Permissions tab, in the Name box, click Default.

      2. Under Permissions, in the Permission Level list, click None to revoke permissions or any of the other options to change permissions.

        View descriptions of permission levels

        With this permission level (or role)

        You can

        Owner

        Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.)

        Publishing Editor

        Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)

        Editor

        Create, read, modify, and delete all items and files.

        Publishing Author

        Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)

        Author

        Create and read items and files, and modify and delete items and files that you create.

        Contributor

        Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)

        Reviewer

        Read items and files only.

        Custom

        Perform activities defined by the folder owner. (Does not apply to delegates.)

        None

        You have no permission. You cannot open the folder.

        You can create custom permissions by selecting the appropriate check boxes and options under Permissions.

    • Revoke or change access permissions for one person    

      1. On the Permissions tab, in the Name box, click the name of the person whose access permissions you want to change.

      2. Under Permissions, in the Permission Level list, click None to revoke permissions or any of the other options to change permissions.

        View descriptions of permission levels

        With this permission level (or role)

        You can

        Owner

        Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels that other people have for the folder. (Does not apply to delegates.)

        Publishing Editor

        Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)

        Editor

        Create, read, modify, and delete all items and files.

        Publishing Author

        Create and read items and files, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)

        Author

        Create and read items and files, and modify and delete items and files that you create.

        Contributor

        Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)

        Reviewer

        Read items and files only.

        Custom

        Perform activities defined by the folder owner. (Does not apply to delegates.)

        None

        You have no permission. You cannot open the folder.

        You can create custom permissions by selecting the appropriate check boxes and options under Permissions.

      3. Repeat step 2 for each person whose access permissions you want to modify.

Top of Page

Applies To: Outlook 2007



Was this information helpful?

Yes No

How can we improve it?

255 characters remaining

To protect your privacy, please do not include contact information in your feedback. Review our privacy policy.

Thank you for your feedback!

Support resources

Change language