September 2002

Sharing Information With Others in Microsoft Outlook

By Teresa Lightle- Computer Training Coordinator

In a previous issue of Tech Tips  I reviewed how to view someone else's calendar. This issue will show you how to apply this same feature to other areas of Outlook. I receive many phone calls and messages asking me how to send another user a copy of a Contact. While this option is available in Office 2000 and XP it is not an option in Office 97.

All of the office programs have the ability to share Outlook folders with other users on many local exchange servers. To allow others to view your Contacts list:

1. Right -click on the sub program (Contacts) you wish to share in the Outlook Shortcut toolbar on the left of the Outlook screen. (You can also use the Contacts folder in Folders List view)

2. Choose the Properties option.

3. In the Contacts Properties dialogue box, choose the Permissions tab.

4. Clicking on Add. This will bring up the global address book. You can add just one person at a time or multiple users. This window looks exactly as it does when you are sending email. Be sure to move the user over to the Add Users side of the box by clicking the Add button in the middle of the box.

5. By using the Permission Level drop down text box, you can give each user specific permissions.  Most of the time you would probably want to allow another user to be a "Reviewer." This allows the named user to view your Contacts, but not add or edit your Contacts.

Remember: The person who owns the Contacts List must give permission to others before they can view the Contacts. Once you have added the user(s), and chosen the permissions they are to have, click OK.

Viewing Someone Else's Contacts

In Outlook click on Contacts.

Go to File in the menu bar and select "Other Users Folder"

You can key the users name in the text box or click on the Name button to access the Global Address List.

Once you have selected a name click OK.

The Contacts list of the user will now appear on your screen.

Security and Privacy

Your Contacts list may contain specific names and information you do not want others to access under any circumstances. To keep specific contacts from being viewed by others, check the Private box in the lower right corner of the Contacts box when you are creating the Contact or you can add it to an existing Contact.. When this box is checked only the owner will see this Contact.

The E-Teacher

Help with Lesson Integration

This is and has been the "Buzz Word" for teachers. Just remember you are not alone out there and that resources are available. Including a free Microsoft seminar being held September 10th sponsored by Butte County Office of Education. For more information http://www.bcoe.org/admin/infosys/training/free_seminar902.pdf -You will need Adobe Acrobat to view this document.

Lesson Plan Resources

http://www.microsoft.com/education/?ID=LessonPlans
Microsoft's Web site for integrated lesson plans, using Office

http://www.netdaycompass.org
NetDay resources from Funding to Lesson Planning

http://school.discovery.com/teachers/index.html
Discovery School - Not to be missed by any teacher, tons of free teacher tools including puzzle maker, quiz maker and worksheet generator.

---

For Questions or Comments about this newsletter please contact: tlightle@bcoe.org

Back to Tech Tip Main Page