Using the Global Address Book in Outlook

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Last updated: Feb 06, 2024 by Nehal Gupta
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Faculty, staff, and student workers can use the Global Address Book in Outlook.

Starting summer 2024, student email accounts will be hosted on Microsoft 365.

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.

Basic Global Address Lists

  • Offline Global Address List: default and primary address list.

  • Global Address List: contains the latest updates, but it must be manually selected.

Updating the Global Address Book in Outlook

Updating the Global Address Book in Windows

  1. Click File.

  2. Click Account Settings.

  3. Click Download Address Book.

  4. Make sure the Download changes since last Send/Receive box is checked off in the Offline Address Book dialog box.

  5. Click OK.

  6. The Outlook Global Address Book is now up to date.

Updating the Global Address Book in Outlook 2013 and 2016

  1. Click File.

  2. Click Account Settings.

  3. Click Download Address Book.

  4. Check Download changes since last Send/Receive box in the Offline Address Book dialog box.

  5. Click OK.

  6. 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

  1. Shared Mailbox: “Department – Mailbox Name”

  2. Shared Calendar: ”~Department – Calendar Name”

  3. 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.

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