2. Sharing contacts
Nexus allows you to share your Contacts with other University members of your choice. This makes it easier for people to work collaboratively, by giving everyone access to each others' information. You can only share contacts which are stored on the Nexus servers, so if you have contacts stored locally (in Personal Folders, or elsewhere) you will need to move them into your main Contacts folder within your Nexus Mailbox. You can do this by dragging and dropping them onto the Contacts folder. You can only share contacts with people who are also using Nexus.
To share contacts through Outlook, go to the Contacts view (Figure 19, Outlook Contacts View) and click
Share My Contacts
This opens up a Sharing Request, which is similar to an email message. Enter the
addresses of the people you want to share your contacts with as the message
recipients. You can also use a distribution list as in the example (Figure 20, Sharing Request). Select the appropriate checkboxes to share
your contacts, or to request that the recipient(s) share their contacts with
you. If you select
Allow recipient to view your Contacts folder,
your Contacts folder will be immediately visible to all the recipients, whether
or not they agree to share their contacts with you.
Sharing your contacts folder makes all data in the default Nexus Contacts folder available to the people you have shared it with. However, you may prefer to only share some of your contacts, and keep others private.
To keep some contacts private whilst sharing your main contacts list, you
will need to create an extra contacts folder, within your Nexus mailbox. Do
this by clicking the small down-arrow on the
Folder (see Figure 21, Create new folder).
Enter a name for your new contacts folder (in Figure 22, Create new folder screen,
Unshared Contacts). In the
Contains field, choose
Contact Items. This tells
Outlook to treat the folder as a contacts folder, so it will appear in your
Contacts view rather than your Mail view. Finally, choose a parent folder.
Subfolders of your main Contacts folder are also shared, so choose your
Nexus Mailbox as the parent folder if you want the folder to be private.
OK to create the folder.
You should now see an extra folder within your Contacts view. Any items stored here (e.g. see Figure 23, Unshared contacts) are stored on the Nexus server, so you can access them from anywhere, but they are not shared with anyone.
To edit permissions, right-click on your Contacts folder and choose
Change Sharing Permissions... to open the Contacts
Properties window (see Figure 24, Contacts Properties). From this screen,
you can remove people by selecting them in the list of users, and then
Remove. You can also make changes to individual
permissions, such as allowing someone to edit your contacts, by using the
checkboxes. When you have finished, click
OK to save your