New Outlook Shared Contacts migration

Question

New Outlook Shared Contacts migration

Tucker Kram 0

Hello,

I am looking for the best way to create a shared list for contacts that can be shared, edited, and updated live with multiple people. New outlook is coming down the pipeline quicker than I wish it was and it doesn't support the use of public folders the way classic does. I have looked into Microsoft lists but that only seems like it was sync-able with Teams but now maybe not so much? I have seen another way of using shared mailboxes, but I am unsure if that is the way I want to go yet.

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2 answers

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Answer 1

For a shared, live-updating contact list that works with new Outlook and Outlook on the web, the supported and future-proof approach is to use an Exchange-based shared mailbox or shared contact folder, not public folders.

Key points from current capabilities and limitations:

Shared contacts via shared mailbox

In Microsoft 365, creating a shared mailbox automatically gives a shared Contacts folder and a shared Calendar.
Anyone who is a member of that shared mailbox can open it in Outlook and:
- See the shared contacts
- Add, edit, and delete contacts (depending on permissions)
This model is explicitly recommended for “a shared calendar or contacts list that people in your organization can access and edit.”
Once the shared mailbox is created and permissions assigned, users:
- In classic Outlook: see the shared mailbox’s Contacts under “My Contacts” and can work with them like any other Exchange contacts.
- In Outlook on the web: shared contacts for a shared mailbox are not accessible directly, but the shared mailbox itself (mail and calendar) is supported. For shared contacts, use Outlook for Windows or another supported client.

Shared contact folders (per-user sharing)

Any Exchange contact folder can be shared with other users in the same organization.
Permissions can allow others to view and/or modify contacts.
This is suitable if a single owner wants to share a project-specific contact folder with a defined group.
Important limitation: “Sharing or viewing a shared contacts folder is not supported in Outlook on the web.” This means shared contact folders are best used with Outlook for Windows rather than Outlook on the web.

New Outlook limitations

New Outlook currently does not support sharing Tasks/Contacts via delegate scenarios the way classic Outlook does, and delegate functionality is focused on Mail and Calendar.
For advanced shared-contact scenarios (delegation, shared folders beyond basic shared mailbox contacts), classic Outlook remains more capable.

Microsoft Lists vs. Exchange contacts

Microsoft Lists can store contact-like data but does not behave as an Exchange Contacts folder:
- It will not appear in Outlook’s People view as a native Contacts folder.
- It will not integrate with address resolution in Outlook (e.g., auto-complete, GAL-style behavior).
For a list that must function as true Outlook contacts (usable in address book, emails, etc.), an Exchange-based solution (shared mailbox or shared contact folder) is required.

Recommended pattern for new Outlook and Outlook on the web

Create a shared mailbox for the shared contacts

In the Microsoft 365 admin center, create a shared mailbox for the team or function (for example, “Sales Contacts”).
Add the relevant users as members of the shared mailbox.
This automatically provides a shared Contacts folder that all members can edit.

Have users access and maintain contacts

In Outlook for Windows (classic or new), members open the shared mailbox and:
- Go to People
- Use the Contacts folder under the shared mailbox to add/edit/delete contacts.
These contacts are stored in Exchange and stay in sync for all members.

Use Outlook on the web primarily for mail/calendar

Outlook on the web supports opening the shared mailbox for mail and calendar.
Because shared contacts for shared mailboxes and shared contact folders are not supported in Outlook on the web, rely on Outlook for Windows for contact management.

If programmatic access is needed

Microsoft Graph supports accessing contacts in shared or delegated contact folders with delegated permissions (Contacts.Read.Shared or Contacts.ReadWrite.Shared), which can be used by custom apps or automation to manage shared contacts.

Given the deprecation of public-folder-based workflows in new Outlook, the shared mailbox approach is the most aligned with current and future Microsoft 365 behavior for a live, multi-editor shared contact list.

References:

Answer 2

Hi Tucker,

Good day. It sounds like this situation has been challenging, and your concern is clearly heard.

Based on your needs, I would recommend approaching this in two ways: use Microsoft Lists if you need a shared, live, and easily editable contact database, and use Exchange/Outlook-based solutions (such as a shared mailbox or address list) if you need contacts to function directly within Outlook (e.g., for the To/Cc/Bcc fields).

Here are a couple of options you may consider:

Option 1: Microsoft Lists (SharePoint-based) – for a shared, live contact database

If your contact list is more of a shared business resource, Microsoft Lists is a strong option. Lists can be created via the Lists app or on a SharePoint site and can also be added as a tab in Teams for convenience.

Advantages:

Multiple users can edit and update the list in real time
Stored in SharePoint, so it’s accessible beyond Teams
Highly customizable (columns like name, company, email, phone, notes, etc.)
Supports views, filters, alerts, and structured data management

Consideration: This option does not integrate directly with Outlook’s address book (To/Cc/Bcc picker).

My practical recommendation is to create the list on a SharePoint team site rather than in My lists, and then optionally add it as a tab in Teams for easy access. Microsoft confirms that lists can be stored either in My lists or on a SharePoint site, with lists created in Teams or channels being backed by SharePoint.

For reference: Create a list | Microsoft Support

Option 2: Shared Mailbox Contacts – for an Outlook-native experience

If you’re looking for an experience similar to classic Outlook sharing, Microsoft recommends using a shared mailbox for organization-wide or group contact lists, along with appropriate permissions. Shared mailboxes include not just contacts, but also folders, calendars, and email content.

This option is often the closest match for teams accustomed to shared contact folders in Outlook and who prefer to continue working within that environment. Microsoft has also introduced support for shared mailboxes in the new Outlook experience, allowing them to be added as accounts where supported settings can be managed.

However, an important consideration is that shared mailboxes are not limited to contacts. Users with access will also be able to view and respond to emails sent to that mailbox. This means it isn’t a contacts-only solution unless you’re comfortable managing that added functionality.

In general, a shared mailbox is best suited if:

You want to keep the experience fully Outlook-centric
You are okay with users having access to the mailbox’s email content

One final point to keep in mind is that shared mailbox functionality in the new Outlook has been rolling out gradually and can vary by version. Because of this, it’s a good idea to test the setup with a small group of users first before adopting it more broadly.

For reference: Share calendar and contacts in Microsoft 365

Submit feedback to Microsoft

I truly appreciate you sharing your feedback because your issue is thoughtful, practical, and reflects a real need that many users likely share. Ideas like this play an important role in improving the product experience.

To ensure your voice reaches the right team, I highly encourage you to submit your feedback directly through the Outlook (new) · Community portal. This is the most effective way to ensure your voice reaches the product team and can be considered for future improvements.

As community moderators, we kindly ask for your understanding that our access to internal development details is limited. Our primary role is to guide users toward the appropriate resources and support channels. While we may not have influenced product design decisions and have limited access to internal development details, we’ll continue doing our best to support you within the scope of our responsibilities.

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