outlook company address book

AHarvey

AHarvey

AHarvey

Soldato
Joined
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Stoke area
Hi all,

We use outlook at work and there is no company address book setup, it's completely stupid as we've nearly 400 employees and no one can easily find anyone's email.

I have access to the companies WHM system that allows me to check the company webmail so I can also see everyone's email. I have to log into WHM then search for the main domain, enter cpanel and click on webmail (i know very little about WHM)

what is the easiest way to create an address book? I don't know the main ins and out of our systems but we connect outlook at a mail.companyname.co.uk pop3/smtp.

We've been asking for it to be sorted for 4 months now and nothing.

If I knew more about it I could probably set it up myself but I just don't know what I am looking for. Obviously I could manually update my own address book, export and send to people but then it wouldn't update as people came in or left the company.
 
400 employees and using POP3?

I think your company need to consider a proper mail setup. What you are asking for is something business class exchange based email will sort out.

Does your company not have an IT department or contact?
 
BuToNz said:
400 employees and using POP3?

I think your company need to consider a proper mail setup. What you are asking for is something business class exchange based email will sort out.

Does your company not have an IT department or contact?
Click to expand...

The actual IT dept is one welsh guy with a degree who everyone keeps saying "i don't know what he does". Our technical director seems to know his stuff but he's swamped and so wrapped up in ongoing projects you're lucky if he responds to an email.

I think the reason they use the system they have that they have gone from 3 members of staff to 400 in just under 6 years and they have a lot of consultants all over the UK so they've just carried on with what they already had.

Holiday requests are still done on paper forms, no telephone directory as they have 20 versions floating around on email, no email address books and laptops that are about 10 years old running XP for some.

Hopefully, i am getting a new PC soon but I've actually taken an old i5 in for now because the £200 argos one they got me wasn't up to scratch when they realised I could do more than just write online media.
 
Ouch that sounds painful!

How do you manage company files? Surely you have some sort of shared space? If so you could create and maintain a .CSV with company contacts in that location and instruct people to just update once in a while.

I have some limited experience with cpanel style webmail (Mainly moving companies away from it to an in-house exchange server or Office 365) but I don't think there is such an option for a shared contacts list/global address book.
 
There's no central storage.

We have a knowledge base for internal training that uses moodle as well as in internal software system but its mostly all done via onedrive accounts and sharing those with people we want too.
 
Move to Office 365. If that's unaffordable then the company needs to seriously consider their priorities.
 
All you really need is a shared read only online spreadsheet. Anyone who wants access gives you their email. It will create itself.

They really need a proper IT infrastructure or strategy. if you start creating your own solutions, even if basic, you might create a role for yourself.
 
Regarding Office 365 Premium. Can users each have a private folder on the shared Onedrive folder?
 
Last edited:
nightmare99 said:
Yes each user gets their own file storage then they can have shared storage in groups or SharePoint team sites.
Click to expand...

Thanks, looking into this. I assume you don't have to point your domain.co.uk to them, I'd like to keep every under Vidahost.

Be nice to have up-to-date desktop versions of Office especially Outlook and keep the IMAP settings as they are.
 
If you don't want to hosted exchange component don't bother as it works out super expensive. Just opt for volume licensing or retail box copies if you want the Office package only.

The real benefit to moving to an Office 365 plan is the hosted exchange.
You can keep your DNS records for your domain with another company just amend the MX record etc. to point to the hosted exchange.
 
BuToNz said:
If you don't want to hosted exchange component don't bother as it works out super expensive. Just opt for volume licensing or retail box copies if you want the Office package only.

The real benefit to moving to an Office 365 plan is the hosted exchange.
You can keep your DNS records for your domain with another company just amend the MX record etc. to point to the hosted exchange.
Click to expand...

Cheers, in that case volume licensing is the better option to get the latest version. It would be for a charity, is it best to go straight to Microsoft and do you know if you can do it online?
 
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