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> Sharing Contacts & Distribution Lists, Office 2007    
 
   
Kruzer
post Aug 16 2018, 09:02 AM
Post#1



Posts: 413
Joined: 26-February 11
From: Nova Scotia, Canada


I work in an office with two admins. We each have our own set of contacts we are responsible for but have been asked to share them with the office team, and now some other company members. Currently, we created two folders for the contacts, one for clients and one for vendors with the senior admin being the primary manager of this data. I have created a lot of the contacts and distribution lists but that does not seem to be the best practice as the distribution lists are based from our individual contacts not the shared folders and therefore not editable by both admins, e.g. if the senior admin is off then I cannot make changes to her contacts or create distribution list if requested by a manager. My only other thought on accomplishing this so both admins can be the admins and edit, etc., is to have a separate account created. So, I am looking for suggestions or best practices in handling this.
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theDBguy
post Aug 16 2018, 09:43 AM
Post#2


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Posts: 76,491
Joined: 19-June 07
From: SunnySandyEggo


Hi,

Just curious... you said you created "two folders," where did you create them? Are you "sharing" each other's contacts folders properly through Permissions?

Attached File  contacts.PNG ( 15.49K )Number of downloads: 0

As you can see, you can designate another person to edit or create contacts in the shared folder.

Is this what you did?

Hope it helps...
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Kruzer
post Aug 16 2018, 10:34 AM
Post#3



Posts: 413
Joined: 26-February 11
From: Nova Scotia, Canada


Yes, this is what we did. It just creates issues with the distribution lists as the distribution lists pull directly from our individual folders, not the shared ones. It would be so simple if the lists could be created in the shared folders but it wouldn't let me when I tried to do this.
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theDBguy
post Aug 16 2018, 10:44 AM
Post#4


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From: SunnySandyEggo


Thanks for the clarification. If it's not possible through sharing, then I guess requesting a community mailbox would be the next step.

Good luck!
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Kruzer
post Aug 16 2018, 11:07 AM
Post#5



Posts: 413
Joined: 26-February 11
From: Nova Scotia, Canada


OK. Thanks for your help!
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theDBguy
post Aug 16 2018, 11:27 AM
Post#6


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From: SunnySandyEggo


Hi,

Mind you, I haven't tested it myself. All I know is another user should be able to view, add, and make changes to another person's Contacts list/folder if it's shared properly. I'll have to try the distribution list issue to learn if it's possible or not. I was just saying "if it's not possible, then...," I really don't know yet at this point if it's not possible. I'll let you know if I'm able to do any testing.
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Kruzer
post Aug 16 2018, 11:32 AM
Post#7



Posts: 413
Joined: 26-February 11
From: Nova Scotia, Canada


Awesome! Thanks for your time to test...if you're able to of course. Look forward to your feedback.
This post has been edited by Kruzer: Aug 16 2018, 11:33 AM
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theDBguy
post Aug 17 2018, 09:43 AM
Post#8


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From: SunnySandyEggo


Hi,

Just to let you know, I shared my Contacts folder with a co-worker yesterday, and she was able to modify my distribution list. So, this tells me it's possible to share your contacts where the other person can make changes to your distribution list and vice versa.

Hope it helps...
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Kruzer
post Aug 17 2018, 10:14 AM
Post#9



Posts: 413
Joined: 26-February 11
From: Nova Scotia, Canada


Was this with your individual contacts folder or a shared folder?
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theDBguy
post Aug 17 2018, 10:28 AM
Post#10


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From: SunnySandyEggo


My own, the one from my mailbox...
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Kruzer
post Jan 4 2019, 10:47 PM
Post#11



Posts: 413
Joined: 26-February 11
From: Nova Scotia, Canada


Thank you

--------------------
Cheers,
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theDBguy
post Jan 4 2019, 11:10 PM
Post#12


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From: SunnySandyEggo


Hi,

Were you able to sort it out?

--------------------
Just my 2 cents... "And if I claim to be a wise man, it surely means that I don't know" - Kansas
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Kruzer
post Jan 7 2019, 07:49 PM
Post#13



Posts: 413
Joined: 26-February 11
From: Nova Scotia, Canada


Working on getting a shared account vs. sharing the folders which, at the end of the day, will be a better solution. This will give our clients one email to contact and all the contacts can be stored in one place. This way, when either admin assistant are away, we can still communicate to the clients and the management of the contacts should be easier and more accessible to everyone in the office.

--------------------
Cheers,
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theDBguy
post Jan 7 2019, 09:36 PM
Post#14


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From: SunnySandyEggo


Makes sense. Good luck!

--------------------
Just my 2 cents... "And if I claim to be a wise man, it surely means that I don't know" - Kansas
Access Website | Access Blog | Email
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Kruzer
post Jan 8 2019, 07:31 PM
Post#15



Posts: 413
Joined: 26-February 11
From: Nova Scotia, Canada


Thank you!

--------------------
Cheers,
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