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Article ID: 253480 - Last Review: October 24, 2013 - Revision: 1.0

This article was previously published under Q253480
This article has been archived. It is offered "as is" and will no longer be updated.
For a Microsoft Outlook 2002 version of this article, see 286044  (http://support.microsoft.com/kb/286044/ ) .
NOTE: The procedures in this article only apply if you have installed Outlook with the Corporate or Workgroup option. With this option, you can use Messaging Application Programming Interface (MAPI) services. To determine your installation type, click About Microsoft Outlook on the Help menu. If you have the Corporate or Workgroup installation, you see "Corporate or Workgroup".

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Summary

This article describes how one user can share contacts between different Outlook profiles. The concepts in this article also apply to other Outlook components, such as the calendar and mail.

More information

You may want to share contact items between Outlook profiles. Alternately, you may want to copy the Contacts folder from one Outlook profile to another to use the Contacts folder within the default personal folder file (.pst), or as a separate Contacts folder in its own personal folder file.

If you want to share the Contacts folder between profiles, you must use profiles that point to the same Microsoft Exchange Server mailbox. If the profiles do not point to the same Exchange Server mailbox, the profiles will not share the Contacts folder and updates cannot be automatic.

The following steps discuss how to copy or move contact information from one profile to another. After you move or copy the contact information, changes to the information in each profile are unique. Additionally, if your Contacts folder is stored in a personal folder file, that file cannot be opened by two different profiles simultaneously.

The Contacts folder can be:
  • Imported from the personal folder file in one profile to another personal folder file in a separate profile.
  • Exported from a personal folder file in one profile, to a personal folder file in another profile, and then opened separately on the folder list.

How to Import from the Personal Folder File in One Profile to the Personal Folder File in a Second Profile

To import from the personal folder file in one profile to the personal folder file in a separate profile:
  1. On the Tools menu, and then click Services.
  2. On the Services tab, click Personal Folders (if you have renamed your personal folder to a different name, click that name), then click Properties. Make a note of the path to the personal folder file.
  3. Quit Outlook, restart Outlook by using the profile that you want to import the Contacts folder to, and then open the destination Contacts folder.
  4. On the File menu, click Import and Export.
  5. In the Choose an Action to Perform list, click Import From Another Program or File, and then click Next.
  6. In the Select File Type to Import From list, click Personal Folder (.pst), and then click Next.
  7. In the File to Import box, type the path or click Browse to find the personal folder file that you identified in steps 1 through 3. Select the option that you want, and then click Next.
  8. In the Select the Folder to Import From list, click the Contacts folder that you want to import. Make sure that you click to select the Include Subfolders check box if necessary.
  9. Click Import Items Into the Current Folder, and then click Finish. Outlook imports the Contact items to the target folder.

How to Export Contacts from a Personal Folder in One Profile to a Personal Folder File in Another Profile, and then Open the Contacts Separately on the Folder List

  1. On the View menu, click Folder List.
  2. In the Folder List pane, select the folder that you want to share.
  3. On the File menu, click Import and Export.
  4. In the Choose an Action to Perform list, click Export To a File, and then click Next.
  5. In the Create a File of Type list, click Personal Folders File (.pst), and then click Next.
  6. Click the Contacts folder that you want to export from (choose to include subfolders if necessary), and then click Next.
  7. In the Save Exported File As dialog box, type a new name for the personal folder file, type the path that you want the personal folder to be located in, and then click Next.
  8. In the Create Microsoft Personal Folders dialog box, click OK. The Contacts folder that you selected is exported to the new personal folder file.
  9. Open Outlook by using the profile that you want to import the contacts to.
  10. On the File menu, click Open, and then click Personal Folders File.
  11. Browse to the exported personal folder file that you created in steps 1 through 8, click the personal folder file, and then click OK.
Outlook opens the personal folder file with the Contacts folder that you selected on the folder list.

How to Use Net Folders to Share Contacts

You can use Net Folders to automatically share your contact information between two different users. Net Folders use e-mail messages and the Rules Wizard to automatically update two or more user's views of the same contact information. This procedure differs from the earlier procedures, which describe the same user sharing information between profiles.

For more information about sharing Outlook folders with anyone who you can send e-mail to, click the following article number to view the article in the Microsoft Knowledge Base:
195867  (http://support.microsoft.com/kb/195867/ ) How to use Net Folders

How to Use Public Folders to Share Contacts

If your Exchange Server administrator creates public folders, you can create a public contacts folder that can be shared by multiple profiles and multiple users simultaneously. For more information about managing public folders on an Exchange Server computer, click the following article number to view the article in the Microsoft Knowledge Base:
169198  (http://support.microsoft.com/kb/169198/ ) Tip for managing Public Folders
Note This is a "FAST PUBLISH" article created directly from within the Microsoft support organization. The information contained herein is provided as-is in response to emerging issues. As a result of the speed in making it available, the materials may include typographical errors and may be revised at any time without notice. See Terms of Use (http://go.microsoft.com/fwlink/?LinkId=151500) for other considerations.

Applies to
  • Microsoft Outlook 2000 Standard Edition
Keywords: 
kbnosurvey kbarchive kbcontacts kbexport kbimport kbhowto KB253480
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