What is a Shareable Contact List?

shareable contact list

Introduction

A shareable contact list is the contact group you use in common with your colleagues. The shared contacts pave the way for better in-between team coordination and smoother communication. As a result, your organization enjoys seamless teamwork and work efficiency. 

Microsoft Outlook subscribers have this feature readily available to them. However, Google Contacts users can also enjoy the privileges of a shareable contact list through Shared Contacts for Gmail®

Shared Contacts for Gmail® empowers your team with seamless access to a collaborative contact database, from any device, any app. It is as easy as sharing Google Docs wherein you can set the permissions who can create, view, edit, or delete contacts on each list.

Read more: Shared Contacts Permission Management

Create a Shareable Contact List in Shared Contacts for Gmail® Dashboard

1. From the Shared Contacts for Gmail® dashboard, click the ‘create a new contact list’ icon located at the left side panel.

2. A popup would appear where you could input the name of your shareable contact list. 

3. Add the collaborators you want to share the contact list with. 

You can share your contact list with anyone or any groups within your company. Consequently, it can also be shared with people outside of your organization. This is only possible when the person or group you are sharing with installs the app as well. 

4. Now that you have created the shareable contact list, it is time to add the contacts you would be sharing with by clicking the ‘add contacts’ icon

5. You can either add an existing contact or add a new contact to create a shareable contact list. 

6. Add multiple contacts by checking as many entries as needed. Confirm the list by clicking the red button below.

7. Finally, you and your colleagues have a shared contact list. 

Create a Shareable Contact List From Google Contacts

As mentioned earlier, Google Contacts does not have a feature that allows you to share a contact list with anybody else. To create a shareable contact list, install Shared Contacts for Gmail® first.

1. Access your Google Contacts.

2. Click the ‘create label’ icon located in the left panel. 

create a shareable contact list from google contacts step 2

3. Type in the label name you want for your shareable contact list. Click ‘Save’ afterward.

create a shareable contact list from google contacts step 3

4. Find the contacts you want to share. Click on the ‘more actions’ icon on the right side of the contact’s information.

create a shareable contact list from google contacts step 4

5. Assign the contact to the label you created for your shareable contact list.

 Repeat this process for all contacts you want to include in the label. 

create a shareable contact list from google contacts step 5

6. Open the Shared Contacts for Gmail® app.

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7. Find the shareable contact list you have created from Google Contacts. Then, click the ‘share contact list’ icon on the right. 

create a shareable contact list from google contacts step 7

8. Add the collaborators you want to share the contact list with. 

You can share your contact list with anyone or any groups within your company. Consequently, it can also be shared with people outside of your organization. This is only possible when the person or group you are sharing with installs the app as well. 

create a shareable contact list from google contacts step 8

9. Now, you have shared your contacts with your colleagues. 

create a shareable contact list from google contacts step 9

Benefits of a Shareable Contact List

Easy collaboration

The shared contact list can handily be accessed by a number of authorized users for everyone in the team. This streamlines communication efforts, thus allowing teams to work together more effectively and up-to-date contact information for leads, customers, or loyal clients. 

Read more: How Contact Management Helps Collaboration

Centralized contact database

When your team works on a single, shareable contact database, discrepancies are avoided. In turn, the workflow would be more efficient as everyone is accessing the accurate contact information of those in the business contact list. 

Integration with other apps

A shareable contact list is cloud-based. Thus, it allows you and your team to use the shared contact list in different applications. Some contact management apps that permits you to create a shareable contact list even integrates with a number of CRMs. This translates into savings and much more.

Read more: How To Use G Suite/Google Workspace As Your CRM: An Actionable Guide

Access from anywhere

Being a cloud-based contact list has more advantages. It gives you the capability to call or message the shared contacts from any authorized device. This brings great convenience for remote teams or individuals on the go.

Better internal communication

If your start-up does not yet have Google Workspace LDAP, a shared contact list can be the company directory. This can offer a lot of privileges such as improved onboarding and support sales among others.

Read more: Perks of a Company Directory App

Where to Use a Shareable Contact List

Business organizations

 In companies and businesses, shared contacts can be used to maintain a centralized database of clients, partners, vendors, and other important contacts. This ensures that all employees have access to the same contact information, fostering better communication and customer relationship management.

Project-based groups

Within a team or department, the shared contacts can be utilized to manage internal team members’ information. As a result, everyone can reach out to their colleagues for collaboration, project discourses, and progress updates. 

Events and conferences

In event management, the shareable contact list can be used to organize the list of attendees, speakers, sponsors, and other stakeholders. This makes RSVPs, logistics, and even feedback easier to coordinate.  

Academic institutions

Schools and universities can use shared contacts to manage faculty, staff, and student information. It can help facilitate communication between different departments and enhance coordination.

Read more: Contact Management in Google Workspace for Education

google workspace for education

Nonprofit organizations

Nonprofits can benefit from shared contacts to keep track of donors, volunteers, and beneficiaries, ensuring effective communication and outreach efforts.

Professional networks

Shared contacts can be utilized in professional networks or associations to maintain a directory of members, allowing members to connect and collaborate with each other easily.

Remote and distributed teams

Shared contacts are beneficial for remote or distributed teams, enabling team members to access contact details of colleagues irrespective of their physical location.

Summary

In conclusion, a shareable contact list can be beneficial to your organization, be it for internal or external communication. A centralized contact database ensures everyone has access to the updated contact information of co-workers, clients, vendors, suppliers, partners, and other stakeholders. 

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