This article provides information to faculty, staff and student workers for using the Global Address Book in Outlook.
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The Global Address Book can be accessed through the Outlook Desktop Client. It must be set up at your computer.
Accessing the Global Address Book
- Open the Address Book in the top right-hand corner.
- Use the shortcut key combination Crtl-Shift-b
There are two basic Global Address Lists:
- Offline Global Address List: this is the default and primary address list
- Global Address List: this contains the latest updates, but it must be manually selected.
Updating the Global Address Book in Outlook
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Updating the Global Address Book in Windows
- Click File, afterwards click Account Settings, then Download Address Book
- Check the Download changes since last Send/Receive box is checked off, in Offline Address Book dialog box.
- Click OK.
- The Outlook Global Address Book is now up to date.
Updating the Global Address Book in Outlook 2013 and 2016
- Click File, Click Account Settings, then Download Address Book.
- Check the Download changes since last Send/Receive box in the Offline Address Book dialog box.
- Click OK.
- The Outlook Global Address Book is now up to date.
Updating the Global Address Book in Mac OS
Outlook 2011 does not use Exchange cached mode and connects to the Global Address Book by LDAP connection. It will update every time Send/Receive is clicked.
Identifying Shared Resources at a Glance
- Shared Mailbox: “Department – Mailbox Name”
- Shared Calendar: ”~Department – Calendar Name”
- Distribution List: Same display name format as mailboxes, but preceded with a multi-person icon.
- Clicking on a distribution list (distribution group) will pull up information about it, such as membership.
Related articles
An offline address book (OAB) is a downloadable address list collection that Outlook users can access while disconnected from Exchange Online. Admins can decide which address lists are made available to users who work offline.
Offline address books are generated every 8 hours.
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For more information about address lists in Exchange Online, see Address lists.
For OAB procedures, see Offline address book procedures.
How users download offline address books
In Outlook, click File > Account Settings > Download Address Book.
On the Offline address book dialog box that's displayed, make the following selections:
Download changes since last Send/Receive: By default, this check box is selected. Unchecking this box causes a full download of the OAB.
Choose address book: This drop-down list will display the offline address books that are available to you. Depending on what an admin has configured, you might see only one value here (for example, the global address list).
Click OK. The OAB is downloaded and saved on your computer.
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Conditions that cause a full download of the OAB
There are situations where Outlook will always perform a full OAB download. For example:
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There's no OAB on the client computer (for example, this is the first time you've connected to your Exchange Online mailbox in Outlook on this computer).
The version of the OAB on the server and the client don't match (a more recent version of the OAB is present on the server).
One or more OAB files are missing from the client computer.
A previous full download failed, and Outlook has to start over.
When a user has multiple MAPI profiles on the same Outlook client computer and they switch between the two profiles that both use Cached Exchange Mode, multiple full OAB downloads of the same OAB files will occur.