How to share a contact list or group in Outlook

This article explains how to share Outlook contacts—individual contacts, email groups, or entire folders—with others inside or outside your organization. While straightforward in the classic desktop Outlook application, sharing isn't as intuitive in the newer Outlook app or web versions. This guide focuses on the classic desktop application.

• Sharing Contact Lists or Email Groups
• Sharing Individual Contacts
• Sharing Contact Folders
• Adding Shared Email Groups to Outlook
• Accessing Shared Contact Folders
• Troubleshooting Contact Sharing Issues

Important: This tutorial is for the classic desktop Outlook application. The new Outlook app and Outlook on the web currently lack built-in contact sharing features.

Sharing a Contact List (Email Group) in Outlook

Contact lists or groups (formerly distribution lists) are perfect for sharing multiple contacts with colleagues. Here's how to share in classic Outlook:

1. Navigate to the People section in the Navigation bar.
2. Right-click the email group and select Forward Contact > As an Outlook contact. Alternatively, use the Forward Contact button in the ribbon's Share group.
3. A new email will be created with the contact list attached.
4. Add recipients, adjust the subject, and send.

Alternative Drag-and-Drop Method:

1. Open a new email.
2. Go to the People section.
3. Drag the email group from your Contacts into the email body.

Note: Outlook contact lists share only within the same organization (Microsoft Exchange server). External sharing results in only your personal contact card being sent.

Sharing a Single Contact in Outlook

Sharing individual contacts is simple via email attachments. This works for both internal and external contacts, depending on the chosen format:

1. In the People tab, select the contact.
2. In the Home tab's Share group, click Forward Contact (or right-click and choose the option).
3. Select the format:
   • Business Card (VCF): Recommended for external sharing, compatible with most email clients.
   • Outlook Contact (MSG): Outlook-specific format, incompatible with other email applications.
4. Outlook creates a new email; add recipients and send.

Tip: Use Business Card (VCF) for external sharing to avoid compatibility problems.

Sharing an Outlook Contact Folder

To share an entire contact folder, use Outlook's sharing permissions:

1. Select the folder under My Contacts.
2. Click Share Contacts in the Home tab.
3. A new email is created; you can grant editing permissions (create, modify, delete) if sharing internally. Use caution with editing permissions.
4. Add recipients, compose the message, and send. Confirm sharing when prompted.

Permission levels: Reviewer (read-only) or Editor (full access). For finer control, use the folder's Permissions settings for more granular permission levels.

Changing or Removing Shared Folder Permissions

1. Right-click the shared folder and select Properties.
2. Go to the Permissions tab.
3. Select the user, then Remove to revoke access or change permissions from the dropdown list.

Adding Shared Contacts to Outlook

1. Open the email with the shared contacts.
2. Go to the People section.
3. Drag the attachment into the desired Contacts folder (or the People icon for the default folder).

Accessing a Shared Contact Folder

Click Open this Contacts folder in the invitation email. This opens the folder under Shared Contacts in the People tab.

Troubleshooting Contact Sharing

• Sharing Errors: Contact your administrator if you encounter errors sharing externally; it might be due to security policies.
• Missing Attachments: Ask the sender to resend using VCF format.
• Unable to Open Contacts: Ensure your email client supports the file format (VCF for best compatibility).
• Contacts Not Syncing: Verify you're adding the contact to the correct folder.

Efficient contact sharing streamlines teamwork. While methods vary, this guide provides solutions for sharing contacts effectively in Outlook.

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