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Updating the Global Address List in Outlook on Windows

Updating the Global Address List in Outlook on Windows

Global Outlook Address Book

A Global Address List is a valuable tool for any business, club, or community where members need to email each other on a daily basis.

In large organizations, day-to-day operations are inconceivable without such Windows tools, as the benefits are obvious.

Creating a centralized address list makes electronic communication faster and more efficient, which is essential in business. From their computer, each employee may access details of their colleagues and superiors.

What is the global address list in Outlook?

Discover an extremely handy type of list that is managed centrally and allows you to update global address list in Outlook. With any version of Outlook (2010, 2013, 2016), a company must have its email hosted via Microsoft Exchange. The list contains contact details of each corporate email user and the related distribution groups. GAL is normally taken care of by the IT department.

Outlook global address list

How to create a global address list?

To do this in Microsoft Windows, you need to utilize Exchange Online Powershell. It enables you to adjust your settings via the command line. Each of the procedures below requires around 5 minutes.

The general sequence is:

New-GlobalAddressList -Name “<GAL Name>” [<Precanned recipient filter | Custom recipient filter>]

Thus, you may apply either a “pre-canned” recipient filter or a “custom” one. Here is the basic difference between the two.

If your organization’s name is Wink, a possible GAL name is “Wink GAL”, and the pre-canned filter selects all recipients with Wink as Company value:

New-GlobalAddressList -Name “Wink GAL” -IncludedRecipients AllRecipients -ConditionalCompany Wink

On the other hand, with a custom option, only recipients where, for instance, CustomAttribute15 property contains “AgencyB”, will be included:

New-GlobalAddressList -Name “Agency B GAL” -RecipientFilter {CustomAttribute15 -like “*AgencyB*”}

Once it is done, do not forget to check if you have succeeded. Try typing the name of your GAL instead of <GAL Name> and running this:

Get-GlobalAddressList -Identity “<GAL Name>” | Format-List Name,RecipientFilterType,RecipientFilter,IncludedRecipients,Conditional*

Overall, although the process may seem daunting, it is logical and quick. It only takes a few commands to ensure your brand new GAL is all set!

Viewing the global address list

From “New”, head to “Address Book” and then to “Global Address Book”.

You will see what your GAL contains. If you wish to export to your Personal Contacts, highlight all the data you need. For the whole GAL, press “Ctrl-A”. To highlight a certain range, click the first item in it, hold down “Shift”, and click the last item. Right-clicking on the range will cause the “Add to Contacts” button to appear.

Adding global address list to contacts in Outlook

After a user has gone through the sequence below, they see required contacts copied to their own Address Book for an efficiency boost.

  1. “Address Book” under the “Find” section (look at the top ribbon);
  2. “Advanced Find”;
  3. Type in the name of the individual;
  4. “OK”;
  5. Find the name in the search results, and double-click on it. The opening window will contain the contact details of that person;
  6. In the bottom-left corner, find the “Add to Contacts” and press on it;
  7. In the opening window, you are free to change the details if necessary;
  8. Finish with “Save & Close”.

Updating the global address list in Outlook

The procedure is simple, fast and crucial, as it will basically refresh the contact list on your PC. To make sure that all changes to the main GAL are shown on your device and everything is in sync:

On the tab titled “File”, locate “Download Address Book” in “Account Settings”. It is essential that the “Download changes since last Send/Receive” in “Offline Address Book” is ticked. Complete the procedure by pressing “OK”.

All the changes have now taken force, and you can be sure that your email assistant is fully synchronized. Remember to repeat this procedure regularly in order for your email correspondence to run smoothly.

Exporting global address list from Outlook?

If you need to export, it is a bit more complicated than a few clicks. You have to first add all GAL contacts to your personal contact list (see above). To prevent mixing with your other contacts, you may temporarily move the latter to some other folder. For this, you could filter by the date of creation or modification.

After that, there are two paths to consider. First, the contacts may be exported to a CSV- or xls-file. Alternatively, they may be used directly from Contacts for a Mail Merge. Installation of Access simplifies the procedure, as you may either import the details to your Access database directly or export it from there as a csv or xlsx.

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Updating the Global Address List in Outlook on Windows

time to read: 3 min