To share a contact list in Outlook, the process depends on the version of Outlook used and whether it is connected to a Microsoft Exchange Server. Here are the main ways to share contacts:
- Using Outlook with Microsoft Exchange Server:
- Open Outlook and go to the Contacts or People section.
- Select the contact folder you want to share.
- On the Home tab, click "Share Contacts."
- Enter the recipient's email address in the sharing invitation.
- Set permissions to allow the recipient to view or edit contacts.
- Send the invitation, and the recipient will get access after accepting it.
- Sharing a Contact Group (Distribution List) via Email:
- Create a new email message.
- Drag the contact group from Contacts into the message body or use the "Forward Contact" option as an Outlook contact.
- Send the email with the attached contact group.
- The recipient can drag the attached contact group into their Contacts to add it.
- Using Public Folders (for organizations):
- Admins can create public folders in Microsoft 365 Exchange Admin Center.
- Create a shared contact folder accessible to all users with proper permissions.
- Users can add this folder to their Outlook Favorites for easy access.
Note:
- Only classic desktop Outlook app supports direct sharing of contact folders.
- Sharing outside your organization usually sends just a single contact card instead of the full list.
- Outlook web and new Outlook app currently lack built-in contact sharing features.
These methods allow sharing contact lists conveniently for collaboration and teamwork in Outlook environments.