In Exchange you can ONLY use a subfolder as a shared contacts folder.
If you would like to share contacts, you need to create a top-level public folder which will contain a subfolder with the Contacts type. There are some things you need to remember when working with public folders:
- There can be a maximum of 5 top-level public folders on your Shared Exchange account and a maximum of 100 top-level public folders on your Dedicated Exchange account. The number of subfolders is unlimited.
- The user who creates a subfolder has Owner permissions by default and can set or reset permissions for other users using Outlook.
Steps to share public folder contacts in Exchange:
- Create a top-level public folder in CONTROL PANEL on the Services > Public Folders page.
- Assign client permissions on the Services > Public Folders > click on the Public Folder name > Client Permissions page. You must give the user who will create a subfolder at least Publishing Author permissions for the top-level folder.
- Click the Address Book button and select a list of users or groups.
- In the Default permissions list, choose the desired level of permissions and click the Add to Access List button.
- Create a subfolder of an existing top-level public folder using Microsoft Outlook. Remember that the user who creates a subfolder should have at least Publishing Author permissions for the top-level folder.
- Log in to your mailbox using Outlook, navigate to Public Folders > All Public Folders and locate the necessary top-level public folder. Right-click on it and select New Folder.
- Type in a name for the shared contacts folder.
- In the Folder Contains list, select Contact Items and click OK.
- In order to set up the subfolder for shared contacts, you will need to assign client permissions for this folder.
- Right-click the shared contacts folder and select Properties.
- Go to the Permissions tab.
- Click Add and choose users or groups you want to grant access permissions to.
- Select the required permissions level in the appropriate list, then click OK.
In order to be able to access shared contacts that were created as a subfolder of a top-level public folder, users and groups need to be granted at least Reviewer permissions for the corresponding top-level public folder in CONTROL PANEL. Permissions on subfolders can differ from permissions on the top-level public folder.
To display a shared contacts folder in the address book in Outlook:
- Right-click the folder in the Navigation Pane, click Properties, and then click the Outlook Address Book tab.
- To make the contacts show up in your address book, make sure that the Show this folder as an e-mail Address Book check box is selected.
- After the new address book is created you may set it as the default one in Address Book > Tools > Options.
Read the Knowledge Base article on Managing permissions for public folders for more information about public folder permissions.