As we discussed in the previous section, we can have access to other people's contacts. To do this they must first allow us access. If we want others to access our contacts, we must also give them access.
This is an important feature that can really aid assistants and their managers. Assistants typically manage their manager's mail and calendar appointments and often need to ensure that their manager's contacts are up-to-date. It is also great tool for teams to be able to share contacts as they will often contact the same people.
We must have selected the preference to Enable "Synchronize contacts" on the Replicator in our Contacts Preferences. Once we select to synchronize our contacts, a copy of our contacts is placed into our Mail/Calendar and To Dos that reside on the server. This allows others to access our contacts as, without this process, our contacts are accessible only on our local computer. Be aware that if we give access, we must also give access to our mail, calendar, and To Dos, or you can just give access to calendar and To Dos.
To allow others to have access to our contacts, follow these steps:
- Ensure that we have enabled the preference Enable "Synchronize contacts" on the Replicator in our Contacts Preferences.
- Select File | Preferences | Calendar and To Do or Mail.
- Select Access and Delegation.
- Click the Add button; this will open the Add People/Groups dialog box.
- In the Add People/Groups dialog box, we need to complete three areas:
- Person or Group: Select if we want to give Everyone in our organization access or just a particular person or group. If we select the later, we must select their name from the Corporate Directory by clicking on the down arrow icon.
- Components: Select if we want to allow access to our Mail, Calendar, To Dos, and Contacts, or just our Calendar, To Dos, and Contacts. If we select None, no one will have access to our contacts.
- Access: Here we can select whether we want the person or group to be able to read only or to create, edit, and so on.
- Click OK to save these preferences.
Delegates can open other people's Contacts from their Contacts in the side navigator by selecting Open Other Contacts….
