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Public Sharing of Distribution Lists
By Sheri Sense 

There are no longer site or group e-mail distribution lists in the Global Address Book for Outlook.  However, each site and department has its own Public Folder where they can create Distribution Lists and can share them with whomever they like.  This is very cool – here’s how to do it: 

Click on the Folder List icon at the bottom left of the screen.  Double click (or click on the +) on Public Folder --> Double click (or click on the +) on All Public Folders --> Double click (or click on the +) on Address Books.  Now you will see a public address book that has been created for your site.  The Director/Principal, Administrative Assistant and the Tech Coach have all been given the rights of “Owner” to their specific site’s folder.   

Directions for the Administrative Designee (owner or author) of the Folder:

1.   Create your distribution lists as desired by clicking on the down arrow next to the New button and click Distribution List.  Click on Select Member, and make your distribution list.  Give your Distribution List a name, then hit Save and Close.

 2.  The owners can assign rights to others, the most common of which are to be an Author (have authority to create lists) or Reviewer (authority to use the lists but can’t change or create new ones). To give a user rights, right mouse click on your specific folder.  Then left click on Properties.  If you are the administrator (owner) of this folder, you will be able to give other people rights to view and use the distribution lists and the other contacts in this folder.

(If you are unable to see the Public Folder Lists, click on the closed folder at the bottom left.) 

3.   Click on the Permissions tab at the top; then click on Add.  Type in the name of the people you’d like to add from the address book, hitting the enter key after each one.  Then click OK. Click on the down arrow in the Permission Level box for each highlighted person.  Choose Reviewer or Author (or your preference).  Click OK. 

Directions for the people to whom you’ve granted rights: 

1. The following step is done only one time (for you as well as the person/people to whom you’ve granted rights).  You and others wanting to use your lists must right mouse click on the site’s shared folder. Select Properties (same as above).  Click on the Outlook Address Book tab and check the box that says Show this folder as an e-mail Address Book (shown in red box below). Click OK.

2. Now, you as well as anyone sharing your Distribution Lists, will have them available in their own address book.  To use these lists, when creating a new message just click the To button.  Then hit the down arrow of the Show Names from the box.  Now the needed Public Folder with your distribution lists is available.  Select the desired list and hit the To button below it or double click on the list itself.  Then hit OK.