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How to create a public/common address book / contact group in outlook 365

Mohammed Kasim 20 Reputation points
2024-11-15T18:52:18.2733333+00:00

Hi Team,

I want to create an address book or contact group that includes my client emails, and I need it to be accessible by my colleagues.

For example, I’d like to have a contact group or address book named “Site Administration” that includes two client emails. When I type “Site Administration” in the “To” field, that group should automatically appear as an option.

I don’t want to create an Office 365 group or a distribution list because the emails are for external clients, and creating those requires setting up an email domain alias.

Therefore, I’m looking for a way to set up an address book or contact group that contains client emails and is accessible to my colleagues without the need for an Office 365 group or a distribution list.

Eg: below screenshot each department should be a searchable addressbook/contact group and that should contain that client emails ,how to do this??

IMG_0656

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A family of Microsoft email and calendar products.
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Outlook Management
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Outlook: A family of Microsoft email and calendar products.Management: The act or process of organizing, handling, directing or controlling something.
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  1. ChristyZhang-MSFT 24,071 Reputation points Microsoft Vendor
    2024-11-18T03:00:32.6533333+00:00

    Hi @ohammed Kasim ,

    Welcome to our forum!

    Therefore, I’m looking for a way to set up an address book or contact group that contains client emails and is accessible to my colleagues without the need for an Office 365 group or a distribution list.

    I'm afraid that there's no such function in Outlook which meets your requirement. To make the contact list show in the “To” field for all users, we need to create the Microsoft 365 Groups or Distribution Groups. As i know:

    • Microsoft 365 Groups are used for collaboration between users, both inside and outside your company. They include collaboration services such as SharePoint and Planner. Microsoft Teams uses Microsoft 365 Groups for membership.
    • Distribution groups are used for sending email notifications to a group of people.

    More information: Compare types of groups in Microsoft 365.

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