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Outlook 2007 lets you share contacts with others by sending vCards through e-mail or by sharing your Contacts folder. The former method lets you share contacts with people who don t use Outlook 2007 or who don t have access to your network or to your Exchange Server. The latter method sharing your Contacts folder is a good solution when you need to provide access to contacts for others on your network. This section explains how to share contacts through vCards, offers a brief overview of sharing the Contacts folder, and explains how to share contacts from a public folder.
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You can use Windows SharePoint Services (WSS) to share contacts and even integrate those contacts within Outlook 2007. See 40, Collaboration with Outlook and Windows SharePoint Services, to learn how to work with and share contacts from a WSS site.
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If you re running Outlook 2007 with Exchange Server 2000 or later, you can assign permissions to a folder stored in your Exchange Server mailbox to give other users access to that folder. You can grant permissions on a group basis or a per-user basis. Outlook 2007 provides two groups by default Anonymous and Default that you can use to assign permissions on a global basis. You also can add individual users to the permissions list and use distribution lists to assign permissions. Outlook 2007 offers two methods to set permissions on a folder. Here is the easiest method: 1. Open the Folder List, right-click the Contacts folder, and then choose Share Contacts. 2. Outlook 2007 displays a Sharing Invitation message, as shown in Figure 18-26, on the next page. 3. Click To, and then select the people to whom you want to grant access. 4. If you also want to request access to the recipients calendars, select the Request Permission To View Recipient s Contacts Folder check box.
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Figure 18-26. You can share your Contacts folder using a simple sharing message.
5. Click Send. 6. Outlook 2007 prompts you to con rm that you want to grant Reviewer (readonly) access to the folder. Click Yes. The message that the recipients receive informs them that they have been granted access to the folder and can click Open in the message header to open your Contacts folder in Outlook, as shown in Figure 18-27.
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Figure 18-27. Users who receive the sharing message can simply click Open This Contacts Folder in the message header to open the shared folder.
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You can also set permissions directly on the folder, which is useful when you want to specify permissions other than Reviewer. Follow these steps to set permissions on your Contacts folder to allow other users access to your contacts: 1. Open the Folder List, right-click the Contacts folder, and then choose Properties on the shortcut menu to display the Contacts Properties dialog box for the folder. 2. Click the Permissions tab, as shown in Figure 18-28.
Figure 18-28. Con gure permissions on the Permissions tab.
3. Click Add to display the Add Users dialog box. 4. Select the person for whom you want to con gure permissions, and then click Add. Click OK to return to the Permissions tab. 5. In the Name box, select the name of the person you just added. 6. In the Permission Level drop-down list, select a level of permission according to the tasks that the user should be able to perform with your Contacts folder. When you select a permission level, Outlook 2007 selects one or more individual permissions in the Permissions area. You also can select or clear individual permissions as needed. 7. Click OK to save the permission changes. You can grant several permissions for a folder, and you can assign them in any combination you need. See Sharing Your Calendar in 36 to learn more about sharing permissions for Outlook folders.
For a complete explanation of permissions and folder sharing, see Granting Access to Folders in 35.
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