How do I synchronize contacts with Microsoft for multiple users?

If you want to synchronize contacts with multiple users in Microsoft, there are various options. However, the most common methods have some limitations. Below we present the various options and show a modern, direct solution with sync.blue®.

1. Share personal contacts (Legacy)

Microsoft offers the option of sharing a contact list with other users. However, this is an outdated method and has some limitations:

• Only works with certain older versions of Outlook
• Sharing must be done individually for each user
• Not ideal for central contact management

2. Public folder (legacy)

Another option is to manage contacts via a public folder. This was often used in the past, but also has some disadvantages:

• Only works with certain older Outlook versions (more details: Which Outlook can access which contact folders?)

3. Shared Mailbox (Unpractical)

A shared Exchange mailbox (Shared Mailbox) can also be used for shared contacts. However, this method is often impractical in practice:

• Shared Exchange mailbox must be opened to retrieve contact
• Contacts are not visible in users' personal contact lists

4. Organizational contacts (possibly indirect access)

Another option is to manage contacts centrally as organizational contacts in Microsoft 365. This method is particularly suitable for company-wide contacts and offers the following advantages:

• Central administration: Contacts are managed globally in Microsoft 365 and can be used by everyone.
• No manual effort for users: Contacts do not have to be maintained or synchronized individually.
• Restrictions: Depending on the Outlook version, the contacts are not directly visible in the users' personal address books.

5. Direct synchronization in personal contacts with sync.blue® (recommended)

The simplest and most efficient method is direct synchronization in the personal contacts of the user mailboxes with sync.blue®. This method offers decisive advantages:

• Automatic synchronization: All changes are automatically synchronized.
• No manual management required: Contacts are saved directly in the users' personal lists.
• Synchronization in multiple user mailboxes: Direct synchronization from one source to multiple user mailboxes (directly or in subfolders).

With the sync.blue® integration Microsoft 365 - Exchange Online (Personal Contacts) [Multiple Users] (via OAuth or App registration) you can synchronize contacts efficiently and easily with multiple users in Microsoft.

Conclusion: The old methods (personal contact sharing, public folders, shared mailbox) are cumbersome and often no longer up to date. Direct synchronization with sync.blue® is the best solution for seamless and efficient contact management.