A user contacted me with a problem:
A coworker has a Contact group that I want to import into my Outlook. He shared his Contacts with me but the group doesn’t work.
Your coworker can send the group to you as an Outlook item, using Forward as Outlook Contact, and it should work, but you may not be able to update it because the contacts don’t exist in your Contacts folder; members may be deleted from the group if you try to update it.
When you receive the forwarded contact group, drag it from the message to the contact folder icon in the folder pane and drop or open it, then use File, Move to Folder, Other folder command to copy it to your contacts folder. (Because the Contact group is an attachment, you can use either Move to folder or Copy to folder, either will make a copy in the select folder.)
If you aren't using Exchange server, the Contact Group needs to be sent in an RTF formatted message, to prevent the Contact group from being converted to an HTML message. If the recipient doesn't receive it as a Contact group, you'll need to use Forward in Internet format. They can create a contact group from the list.
Saving it to the desktop and zipping it before attaching it will also work.
Forward in Internet format
Use this method to share the addresses in a distribution list with anyone, even if they do not use Outlook, or to extract the addresses from a Contact Group (distribution list).
- Open the Contact Group (Distribution List in older versions)
- Outlook 2010 and up: Click Forward Group
Outlook 2007 and older: Click on the Send button to expand the menu.
- Select In Internet Format (vCard)
This opens a new message form with the members of the Contact Group (DL) contained in a text file attached to the message.
If you are using this method to create a text file of the group members, you can also use the File, Save as menu and save the DL as a text file. (In Outlook 2007, Save as is on the Office icon's menu.)
Save List to a Contact Group
Once the recipient receives your forwarded contact group list, they need to copy the rows containing the names and address and paste them into the Members field of a new Contact Group.
- Open the Text file attachment.
- Select and copy the rows of names (copy all names at once)
- In the contact group form, click Add Members, From Outlook Contacts
- Paste the names into the Members field at the bottom of the dialog
- Click OK.
- Enter a name for your group and Save
Video Tutorial: How to forward a Contact Group