Exchange distribution lists (dumb!)

[BliarOut]

Right, I've got to be missing something here. Customer wants to be able to create distribution lists of internal and external contacts. The list is to be maintained by a secretary. Server is Ex2K3, clients range from OL97 to 2K3. I was thinking public folder contacts, easy peasy. Except distribution lists seem to be personal Surely there's a way to create company wide distribution lists of contacts without everyone having to create their own personal DL's.

What am I missing here? Can someone point me in the right direction remembering that this is going to be maintained by a non-technical user. I can build task pads etc if that's the way forward.

[randlemarcus]

AD Groups, with users and contacts. Then you can get wayyy funky, and start on the dynamic groups, built from queries...

[BliarOut]

Any good technotes on it?

Also I noticed AD contacts took a while to show up in. What controls the population speed?

[neil_cardiff]

Its refreshed every 24 hours.

If you delete all the adm files from the users local machine (local settings/applications/microsoft/office/outlook I think) then it will force an immediate refresh - and the distribution list will show. edited to add: would be worth checking this out there on t' interweb as I can't be sure of exactly which files they are

However, as you probably have lots of users, it'll show up the next day. AFIK there is no way to change this.

Foxed me for a while too

>> Edited by neil_cardiff on Sunday 21st May 15:58

[BliarOut]

I can force a rebuild/update and they'll show, but it's a bit pants when you're trying to train a secretary. "Well you just put the users in and then create a few groups and add the users". "But, the users won't show up for a day".

I'm pretty sure you can schedule it to run once an hour while they're setting it up but it still smacks of being a pile of poo. I'm amazed it ever made it beyond beta code never mind production. Contacts and groups are the very foundation of anything CMS.


So, the right/best way to do it is a custom taskpad with task delegation and let the end user create contacts and groups in AD which populate the GAL. What type of groups should they be?

[BliarOut]

Right.... So how do I get the address list updated a little more often than once a day

[neil_cardiff]

BliarOut said:

Right.... So how do I get the address list updated a little more often than once a day

I'd be interested too if anyone finds out?

[pAntscat]

I think you might be barking up the wrong tree there... could be a little too complex for a 'numpty user'.

Why not just create a Public Folder with contact items in it?

<edit> B*gger... must read original post properly. </edit>


>> Edited by pAntscat on Monday 22 May 11:18

[BliarOut]

pAntscat said:

I think you might be barking up the wrong tree there... could be a little too complex for a 'numpty user'. Why not just create a Public Folder with contact items in it? <edit> B*gger... must read original post properly. </edit> >> Edited by pAntscat on Monday 22 May 11:18

Precisely

I've had to roll my sleeves up and set up the basics for them myself. I've created AD Universal Distribution Groups, created a taskpad view and delegated contact creation. The only thing left is to filter out access to one specific group in the address book view (Managers personal e-mails, so I need to get it right!!!). Why oh why you can't create groups in a public folder is beyond me

[malman]

BliarOut said:

pAntscat said: I think you might be barking up the wrong tree there... could be a little too complex for a 'numpty user'. Why not just create a Public Folder with contact items in it? <edit> B*gger... must read original post properly. </edit> >> Edited by pAntscat on Monday 22 May 11:18 Precisely I've had to roll my sleeves up and set up the basics for them myself. I've created AD Universal Distribution Groups, created a taskpad view and delegated contact creation. The only thing left is to filter out access to one specific group in the address book view (Managers personal e-mails, so I need to get it right!!!). Why oh why you can't create groups in a public folder is beyond me

Bit late now - but are you sure?
using outlook2k and e2k3 backend I just created a public folder (contains contacts) set the permissions to allow edit by other users. Added 2 distribution lists. Went to another client logged on as another user and was able to see and edit both lists.

Or am I missing something?

[BliarOut]

malman said:

BliarOut said: pAntscat said: I think you might be barking up the wrong tree there... could be a little too complex for a 'numpty user'. Why not just create a Public Folder with contact items in it? <edit> B*gger... must read original post properly. </edit> >> Edited by pAntscat on Monday 22 May 11:18 Precisely I've had to roll my sleeves up and set up the basics for them myself. I've created AD Universal Distribution Groups, created a taskpad view and delegated contact creation. The only thing left is to filter out access to one specific group in the address book view (Managers personal e-mails, so I need to get it right!!!). Why oh why you can't create groups in a public folder is beyond me Bit late now - but are you sure? using outlook2k and e2k3 backend I just created a public folder (contains contacts) set the permissions to allow edit by other users. Added 2 distribution lists. Went to another client logged on as another user and was able to see and edit both lists. Or am I missing something?

Nope, I probably am.... Will report back shortly. Was testing on an OL97 client.

[malman]

neil_cardiff said:

Its refreshed every 24 hours. If you delete all the adm files from the users local machine (local settings/applications/microsoft/office/outlook I think) then it will force an immediate refresh - and the distribution list will show. edited to add: would be worth checking this out there on t' interweb as I can't be sure of exactly which files they are However, as you probably have lots of users, it'll show up the next day. AFIK there is no way to change this. Foxed me for a while too >> Edited by neil_cardiff on Sunday 21st May 15:58

I would think this is down to the RUS delay (single server enviroment)+ AD replication time (multi server).

The unversal groups changes need to go to all GC servers. Book I have here recommends using Global groups and nesting into Universals to reduce replication.

[BliarOut]

You can't do it using OL97 or OWA, but you can do it with a client > OL2K


Walks away from thread whistling quietly.

[malman]

BliarOut said:

You can't do it using OL97 or OWA, but you can do it with a client > OL2K Walks away from thread whistling quietly.

Ahaaa obvious really - NOT!

Hope you're on hourly rate

Oh and BTW OWA works for me!!!