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Outlook Tips:
Create and Manage Shared Items in Public Folders
Follow the steps below to create a Public Folder in Outlook containing
Contacts, Calendar, Journal, Notes or Tasks that are viewable to
everyone in your organization:
- Go to File > New > Folder.
- Enter a name for the folder.
- Select the appropriate item for the folder under "Folder Contains".
- Place the folder anywhere in the Public Folder hierarchy and click OK.
- To assign permission to other users right-click on the folder and select "Properties".
- Select the Permissions tab and add any users that need access to the folder. You can Shift+Select or Control+Select more than one name at a time.
- Click OK.
If you are creating a Contacts list, all users who wish to access the list must complete the following steps to enable the Public Contacts for Outlook Address Book:
- Right-click on Public Contacts and select "Properties".
- Select the "Outlook Address Book" tab.
- Check "Show this folder as an e-mail address book".
- Enter a name for the address book.
- Click OK.
Each user must also add the Outlook Address Book:
- Click Tools and select Address Book.
- Click Tools and select Options.
- In "When sending mail, check names using these address lists in the following order:" look for the list you created above. If it is not listed, click on Add & browse for the list created and click Add.
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