Share an OX address book when a team needs one maintained contact list. Review the entire book before sharing, since entries may include notes or personal details beyond names and email addresses.
IN THIS ARTICLE
01 Grant the right access
- Open Address Book and select a book you own.
- Use Actions > Share / Permissions to review its current audience.
- Invite the intended colleague and choose the appropriate role. Read access is sufficient for someone who only needs to address mail.
- Where editing is required, inspect the detailed create, edit and delete permissions before saving.
- Ask the colleague to open the book and test with a harmless contact.
02 Agree responsibility
Name a person who resolves duplicates and approves changes to important contacts. A shared book becomes unreliable if every employee keeps a separate competing version. Establish how corrections should be reported and who may remove obsolete entries.
Common questions
Why can a reviewer edit a contact but not create one?
OX's predefined roles distinguish those capabilities. Inspect the assigned role and detailed permissions before changing it. Grant only what the person's work requires.
Can sharing expose contact notes?
It can expose fields included in the shared records. Remove unnecessary private notes or use a separate book with a narrower audience.
How do I remove a former colleague?
Revoke their book access in the sharing controls and review any other group or public-link access. Removing access does not retrieve copies they already exported.
If the recipient cannot see the book, confirm the exact account and whether shared books need to be displayed or subscribed. Ask the owner for a targeted correction instead of distributing a full export to everyone as a workaround.