Share and Sync Contacts in Microsoft Outlook in 2025

Microsoft Outlook’s latest version has discontinued the native shared contacts feature, leaving many users feeling stranded. Whether in a business setting, a school environment, or a non-profit organization, the need to share contact lists efficiently is crucial. Downgrading to an older version of Outlook is not a feasible option, and finding a practical alternative becomes a priority.

What Happened to Contact Sharing Outlook?

1. Loss of Native Shared Contacts: The recent updates have removed the shared contacts lists feature, which many organizations relied on for smooth communication.
2. User Frustration: Employees, administrators, and other users who were accustomed to the old method feel disoriented.
3. No Going Back: Downgrading Outlook is not a practical solution due to security and support limitations.

Exploring the Solutions

Here are four ways to continue sharing contacts despite the latest changes in Outlook.

1. Using a Shared Excel Sheet

Procedure:

1. Create a new Excel workbook.
2. Add columns for ‘Name’, ‘Email’, ‘Phone Number’, and other relevant details.
3. Populate the spreadsheet with contacts manually or by importing from an Outlook CSV export.
4. Save the file to a shared location (like OneDrive or SharePoint) where all users have access.
5. Educate users to always open the shared version to see the latest updates.

Pros:

• Centralized list of contacts that can be accessed when needed.
• Simple to update manually.

Cons:

• Lack of synchronization: any changes made by one user are not reflected for others.
• Risk of outdated information if not regularly updated.
• Difficulty in managing large contact lists.

2. Exporting Contacts Regularly from Outlook

Procedure:

1. Open Outlook and go to ‘File’ -> ‘Open & Export’ -> ‘Import/Export’.
2. Select ‘Export to a file’ and click ‘Next’.
3. Choose ‘Comma Separated Values’ (CSV) and select the contact folder to export.
4. Choose a location to save the file and click ‘Finish’.
5. Share the exported file via email or a shared drive.

Pros:

• Users have a local copy of the most recent contact list.
• Useful as a backup method.

Cons:

• Manual and time-consuming process.
• No automatic synchronization between devices or users.
• Inconsistency in contact details across users.

3. Manually Sharing New Contacts via Email

Procedure:

1. Open the contact you wish to share in Outlook.
2. Click ‘Forward Contact’ -> ‘As a Business Card’.
3. Select the recipient(s) and send the email.
4. The recipient saves the contact to their local Outlook contacts.

Pros:

• Users are notified about new contacts individually.
• Simple for small teams or occasional updates.

Cons:

• High effort required for frequent updates.
• Risk of missing or duplicating contacts.
• No centralized or automated management.

4. Using Shared Contacts Dashboard

Procedure:

1. Log in to the Shared Contacts Dashboard.
2. Connect your Google Workspace account.
3. Enable the Microsoft Outlook connector for Google Contacts.
4. Add or update contacts directly in the dashboard.
5. Verify that updates are automatically synced to Outlook via the connector.

Pros:

• Centralized and synchronized contacts available on all devices.
• Integrates seamlessly with Microsoft Outlook via the Google Contacts connector.
• Automatic updates whenever a new contact is added or modified.
• Accessible via the Shared Contacts Dashboard from any device.

Cons:

• Requires the Microsoft Outlook connector for full integration.
• Users need to adopt the dashboard as part of their workflow.

Best Practices for Maintaining Shared Contacts in Outlook

To maximize efficiency, organizations should follow these practices:

1. Regularly Update the Central Contact List
   • Ensure that any changes to contacts are promptly updated in the Shared Contacts Dashboard to maintain accuracy.

Example: In a school setting, if a new teacher joins, the admin updates the shared contact list to include their details. All staff members instantly access the updated information through Outlook.

2. Encourage Centralized Management
   • Designate a responsible person or team to manage shared contacts to avoid inconsistencies.

Example: In a non-profit, the project coordinator regularly updates contact lists for volunteers, ensuring everyone has current information.

3. Automate Synchronization
   • Use the Microsoft Outlook connector to automate contact syncing between the dashboard and Outlook.

Example: A business managing client contacts uses the connector to ensure that sales representatives always have the most current client information on their devices.