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• Share an Address Book

Share an Address Book

In Stanford Email and Calendar, you cannot "share contacts" but you can share Address Books that contain contacts and contact groups.

To share an Address Book, follow the process below:

1. Create an Address Book (e.g., "Admin Address Book")
2. Create a Contact Group that contains the contacts you want to share.
3. Including the contact group you just added, drag and drop any additional Contact Groups into the newly created address book.
4. Share the new "Admin Address Book."

You and the share recipients will be able to use any of the contacts in the address book as well as the Contact Groups when creating new email messages.

Sharing Your Address Book

You can share your address books with the following:

• Internal users or groups. You select the type of privileges to grant to internal users, either:
  • Viewer. The Grantee can read but cannot change the address book content.
  • Manager. The Grantee has full permission to view, edit the contacts, add new contacts to the address book and delete contacts.
  • Admin. The Grantee has full permission to view, edit the contacts, add new contacts to the address book, delete contacts and share your contact lists with others.
  • None is an option to temporarily disable access to a grantor's shared address book without revoking the share privileges. The Grantee still has the address book listed but cannot view or manage the content of the address book.
• External guests. You create a password for the address book that guests must enter to view the contacts. The address book displays in a .csv file. They cannot make any changes to the address book in your account.
• Public. Anyone that knows the URL to the address book can view the contact list. The address book displays in a .csv file. They cannot make any changes to the address book in your account.

To Share Your Address Book

1. Right-click on the address book to share and select Share Address Book.
2. On the Share Properties dialog select whom to share with. Select Internal Users or Groups.
3. When you choose Internal, you can choose addresses from the list that appears as you type or type addresses that are not in the list. The user or group must be a valid @stanford.edu address.
4. In the Role area, selected the access permissions. (see above)
5. In the Message area, select which type of message to send. The options are as follows:
   • Send standard message. The standard share notification message is sent to the email address.
   • Add a note to standard message. You can add additional information to the standard message.
6. Click OK.

When you choose Public, anyone who has the URL can access your address book. No password is required.

Editing or Revoking Permission

You can revoke permissions at any time.

1. Right-click a shared address book.
2. Click Edit Properties. Users sharing the folder are listed.
3. Click Edit to change permissions, or Click Revoke to remove permissions.
4. Select whether a message describing the change should be sent.
5. Click OK.