Distribution Lists sourced from linked SharePoint Contact Lists

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Marcela - 12 Jul 2006 07:41 GMT

We used to create Distribution Lists in Outlook 2003 from Public Folders
contacts stored in Exchange Server and these were globally accessible by all
users. Now the Public Folders have been 'replaced' by Contact Lists in
SharePoint. How do you create Distribution Lists in Outlook 2003 sourced from
linked SharePoint Contact Lists that can be globally accessed by all users?
(We still use Exchange Server).

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Sue Mosher [MVP-Outlook] - 12 Jul 2006 14:06 GMT

Each user would need to create their own DL in their own mailbox Contacts folder.

Alternatively, consider moving away from DLs and use mail merge instead to send personalized, individual messages that are more likely to get through recipients' spam filters.

FWIW, public folders have not been replaced by contacts lists in SharePoint yet. Microsoft will continue to support public folders for another 10 years.

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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

> We used to create Distribution Lists in Outlook 2003 from Public Folders
> contacts stored in Exchange Server and these were globally accessible by all
> users. Now the Public Folders have been 'replaced' by Contact Lists in
> SharePoint. How do you create Distribution Lists in Outlook 2003 sourced from
> linked SharePoint Contact Lists that can be globally accessed by all users?
> (We still use Exchange Server).

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Marcela - 14 Jul 2006 05:38 GMT

Thanks for the info. We have heaps of Distribution Lists which need to be
accessed by all users, so we don't want users creating their own local
Distribution Lists. On a daily basis, the Distribution Lists need to be
quickly and easily accessible to all users. There isn't the need to send
individual personalized messages daily, but we use MailMerge on an ad hoc
basis when we need to send personalized messages.

I read somewhere that Microsoft will not support Public Folders on Exchange
from Exchange Version 13. We are currently on Version 11. Is Microsoft really
going to support Public Folders on Exchange for the next 10 years? If so,
then I guess we can put 'global' Distribution Lists sourced from the linked
SharePoint Contact Lists back on Exchange.

Thanks.

> Each user would need to create their own DL in their own mailbox Contacts folder.
>
[quoted text clipped - 8 lines]
> > linked SharePoint Contact Lists that can be globally accessed by all users?
> > (We still use Exchange Server).

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Sue Mosher [MVP-Outlook] - 14 Jul 2006 12:24 GMT

Microsoft's standard support cycle is 10 years for server products. Exchange 2007 (12) will ship later this year with support for public folders. Thus, public folders will be supported for another 10 years.

Given that you don't want users creating individual DLs, you have two choices:

-- Stick with public folders to hold the DLs.
-- Move the contacts and DLs to AD.

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> Thanks for the info. We have heaps of Distribution Lists which need to be
> accessed by all users, so we don't want users creating their own local
[quoted text clipped - 23 lines]
>> > linked SharePoint Contact Lists that can be globally accessed by all users?
>> > (We still use Exchange Server).

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Marcela - 17 Jul 2006 00:08 GMT

Thanks Sue. We can stick with Public Folders for the Distribution Lists!

> Microsoft's standard support cycle is 10 years for server products. Exchange 2007 (12) will ship later this year with support for public folders. Thus, public folders will be supported for another 10 years.
>
[quoted text clipped - 30 lines]
> >> > linked SharePoint Contact Lists that can be globally accessed by all users?
> >> > (We still use Exchange Server).

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