Shared Address Books

Last reviewed on April 13, 2012   —  4 comments

Microsoft Exchange Server provides a foundation for shared address lists through the global address list; enter outside addresses as custom recipients. If everyone is using Microsoft Outlook, you can also create public folders for sharing contacts.

If you don’t have Exchange Server, beyond the tools listed below, you might consider using:

As noted above, for Exchange Server users, the Global Address List or a public Contacts folder provide a built-in means for Exchange Server users to tap into a shared address list. These tools can take it one step further by synchronizing the GAL or a Contacts folder with other contact databases or synchronizing user Contacts folders with a public folder.

MAPI Providers | Database Synchronization Tools | Exchange Server Tools
Other Tools | More Information

Tools in the Spotlight

UnitySync

UnitySync (Previously SimpleSync) is a tool that synchronizes data between directories, providing organizations with a unified view of their disparate directories. UnitySync can scale from a small directories with hundreds of objects to enterprise directories consisting of hundreds of thousands of objects without requiring extensive training or installation/configuration time. All major directories and databases supported.

Tools

Add2Exchange Enterprise Contacts with GAL Sync

Use Add2Exchange Enterprise Contacts with GAL Sync to synchronize your Exchange global address list to each of your users so they have a local copy of your corporate address book contacts and for viewing on their smartphones and mobile devices (iPhones, iPads, Androids, Blackberry). Global Address List synchronization allows you to treat the GAL as the 'source' public folder of a relationship to be synchronized one way with one or more 'destinations' (your users' mailbox folders). Supports photos: Small pictures can be added to the GalCache folder which then get copied to the destination users' folders. Sync 1-way, bi-directional, or a 'full mesh'. 21-day trial.

Bynari Addressbook

The Bynari AddressBook is a fully LDAP 2 and LDAP 3 compliant query tool designed to integrate seamlessly with Microsoft Outlook (2003-2013). The Bynari AddressBook is capable of querying any OpenLDAP, Active Directory, or LDAP2/LDAP3 compliant database.

DataLink for Outlook

Tool for two-way data transfer between Outlook and Microsoft Access (or through Access to any ODBC data source), including custom fields. Handling of contact links and appointment recurrences. Automatically creates Access tables based on Outlook fields. Updates can be run on a scheduled for automatic synchronization.

Directory Search

Directory Search is an easy-to-use web application that turns your Active Directory in to a corporate phonebook. The administrator defines which fields are visible and the search criteria that can be used. Features include displaying each user's photo (from the thumbnailPhoto attribute) and exporting search results to CSV or Excel.

G/AL Update

Modifications in Microsoft Exchange will not take effect immediately as address lists only update once every 24 hours unless the action is carried out manually using the update-globaladdresslist and update-addresslist cmdlets. G/AL Update takes away the need to spend time in a shell by updating both address lists, needing just the entered into a text box.

GALtoDB

An NT/2000/XP Service that copies Global Address List information to a database, using Extended MAPI, not ADSI or CDO. GALtoDB supports Microsoft Access, Oracle, Microsoft SQL, and most other database systems. It includes the ability to create a new distribution list based on information from the Global Address List, while excluding email addresses that match criteria that you define, perfect for creating or recreating an up-to-date distribution list that does not contain unwanted accounts, such as Service Accounts, opt'ed out accounts, VIP accounts, etc.

Global Address List Exporter

Export your Global Address List so you can share it with business partners, clients, and internally. Employees can now easily print a hard copy of the company directory for quick access to phone numbers. Beta.

Insight AddressBook

Insight AddressBook is an Outlook plug-in that has the same look and feel as Microsoft's Global Address List, from an LDAP server. This application is designed to provide customers, with even very large directory, instantaneous lookups when using the "check name" feature in a new mail message. It has caching capabilities, and queries take less than three seconds for the entire directory. The AddressBook integrates completely with Insight Connector and Outlook. The browsable GAL can lookup and display the name, email, phone numbers, fax, and more for each user. In addition, the schema can be changed to work with other mail servers. Free trial available.

Written by

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

Please post long or more complicated questions at Outlookforums.

4 responses to “Shared Address Books”

  1. el spice media group

    how can i send newsleter from publishers to mails directly ?

  2. Menelom

    Yes ... the design is clearly needed to be changed :)
    What would be brighter , nebudu (

  3. Woodrow McDowell

    It was great to be here. Thank you so much for sharing this useful information.

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