global address book, and shared contacts

global address book, and shared contacts - how to create/setup?

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Steve S - 06 May 2006 13:03 GMT

Hi
we're using outlook 2003 and exchange 2003 (hosted) in a very small company.
can you offer advice how to set a shared area for contacts and tasks and
even calendars?
We made a contacts list in the public folder, but that information doesn't
then sync to our mobile devices - only the items that are in our personal
address books seem to sync.
Help????!!!!!
Thanks

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Sue Mosher [MVP-Outlook] - 06 May 2006 14:09 GMT

Public Folders is the Exchange feature for what you want to do. What information syncs to your mobile device is a function not of Outlook, but of your synchronization software. You may want to investigate alternatives for your type of device that can handle public folders.

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Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003
http://www.turtleflock.com/olconfig/index.htm
and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
http://www.outlookcode.com/jumpstart.aspx

> Hi
> we're using outlook 2003 and exchange 2003 (hosted) in a very small company.
[quoted text clipped - 5 lines]
> Help????!!!!!
> Thanks

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Steve S - 06 May 2006 14:57 GMT

Ok, thanks for that - so we're going in the right direction.

Could you expand?
We're using latest windows mobile, syncing through active sync, and
exchange/direct push. As the whole suite is microsoft, I kind of figured we'd
be able to also sync the shared data to our devices - otherwise all our
business contact info would never get to our devices.

Also, what confuses me is that all we really want is to view a single
calendar - showing both our work meetings, and when we are unavailable during
personal meetings. Outlook 2003 seems to make this very complicated -
meaning you have to look at group schedules in a totaly different window.

Thanks for any additional help you can give.
All of the docs in this area seem to be aimed at large corporations with
dedicated microsoft support specialists. we are just <10 people company,
with 2 or 3 people needing shared contacts and calendars. Perhaps this
product isn't the right thing for us after all?

> Public Folders is the Exchange feature for what you want to do. What information syncs to your mobile device is a function not of Outlook, but of your synchronization software. You may want to investigate alternatives for your type of device that can handle public folders.
>
[quoted text clipped - 7 lines]
> > Help????!!!!!
> > Thanks

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Sue Mosher [MVP-Outlook] - 06 May 2006 19:41 GMT

Sorry, but I don't personally track sync software capabilities. If you mention what you're using, then maybe someone else can join in and suggest alternatives.

> As the whole suite is microsoft, I kind of figured we'd
> be able to also sync the shared data to our devices - otherwise all our
> business contact info would never get to our devices.

As you've learned, that's expecting too much. It's the sort of thing that you now know to ask specifically about first.

> Also, what confuses me is that all we really want is to view a single
> calendar - showing both our work meetings, and when we are unavailable during
> personal meetings. Outlook 2003 seems to make this very complicated -
> meaning you have to look at group schedules in a totaly different window.

I don't know what totally different window you're referring to. People's availability can be seen right on the appointment form while you're in the process of booking a meeting, on the Scheduling tab.

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> Ok, thanks for that - so we're going in the right direction.
>
[quoted text clipped - 26 lines]
>> > Help????!!!!!
>> > Thanks

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