Is there a way to create a shared contacts folder that multiple people can access?

Jordin N 0 Reputation points
2026-01-12T16:59:49.08+00:00

My company works with outside sales representatives. We need a way to create contacts for the outside sales representatives and share these contacts between the employees of my company. I do not need a distribution list where I email all of these reps at the same time. I need to be able to compile contacts, save information like email addresses and notes within the contact, and have this list be shared throughout my office, like a digital shared Rolodex. Microsoft used to allow this through sharing contact folders but has removed this feature.

Outlook | Windows | New Outlook for Windows | For business

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  1. Alexis-NG 18,075 Reputation points Microsoft External Staff Moderator
    2026-01-12T18:56:19.4+00:00

    Hi @Jordin N,

    Thank you for posting your question to Microsoft Q&A Forum.

    Although traditional Outlook contact-folder sharing has been deprecated, Microsoft offers modern, fully supported alternatives for collaborative contact management. The recommended approach is to use a Shared Mailbox as a centralized contact directory, allowing all contacts to reside in one mailbox while enabling multiple team members to view, add, and edit information. This solution supports comprehensive details such as email addresses, phone numbers, notes, and company information, and works seamlessly across Outlook for Windows, Mac, Web, and mobile platforms.

    To create a shared mailbox, please go to Microsoft 365 Admin Center:

    • Navigate to Admin Center → Teams & Groups → Shared mailboxes → Add a shared mailbox.
    • Assign a clear name, for example: External Sales Contacts.

    Next, you should grant access to employees

    • Add your internal users as members.
    • No additional license is required as long as the mailbox remains under 50 GB.

    Then add contacts to the shared mailbox

    • Open Outlook and expand the shared mailbox.
    • Go to Contacts / People.
    • Create and manage contacts within this folder.
    • These contacts will be visible and editable by all users with access.

    It'd be better if you make contact easy to find:

    • Users can pin the Contacts folder from the shared mailbox.
    • Search contacts directly from the address book.
    • Use them when composing emails, scheduling meetings, or making calls.

    This solution provides a centralized contact list that can be easily accessed and managed by multiple users, ensuring shared notes and detailed information remain consistent across the organization. It eliminates the need for email distribution lists, offers full support from Microsoft, and relies on modern, supported features rather than deprecated functionality.

     

    Currently, the New Outlook uses a modern web-based rendering engine that has limited support for feature from Classic Outlook. I believe this is an important feature for many users, and your feedback can help prioritize it. Please share your feedback directly with the Outlook team through the Feedback Hub in Outlook (go to Help > Feedback) or you can submit your feedback directly to Outlook (new) · Community, where our product development team can know your requirements and ideas for product improvements. The team actively monitors user input, and many improvements have been made based on community suggestions.

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    Note: As Microsoft Community moderators, please note that we are not involved in product design decisions and do not have direct access to the development roadmap, we want to assure you that your feedback has been acknowledged and is valued.  

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    I hope this provides enough clarity and helps you stay inform with your current situation.

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  2. AI answer

    2026-01-12T16:59:57.8633333+00:00

    Yes, you can create a shared contacts folder in Microsoft Outlook that multiple people can access. This can be achieved by setting up a shared mailbox, which allows users in your organization to access and edit a common contacts list. Here’s how you can do it:

    1. Create a Shared Mailbox: Sign in to the Microsoft 365 portal and navigate to Admin > Users & Groups > Shared Mailboxes. Click on Add to create a new shared mailbox.
    2. Assign Permissions: After creating the shared mailbox, you can assign permissions to users who need access to the shared contacts. This way, they can view, add, or modify contacts within that shared mailbox.
    3. Access the Shared Contacts: Once the shared mailbox is set up and permissions are assigned, users can access the shared contacts from their Outlook application.

    This method allows you to compile contacts, save information like email addresses and notes, and share this list throughout your office, functioning like a digital shared Rolodex.

    References:

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