Summary:  These instructions will show you how to create a new Mailing List under Public Folders, which can then be populated with your internal and/or external contacts, and shared with other users in your organization.   It also shows you how to add this new mailing list to your Contacts window in Outlook, as well as in your Global Address List.   

WHAT YOU WILL NEED:

1/ The Global Administrator must first set up a company Public Folder in the O365 Portal

2/ The Global Administrator must assign permissions for you to access and/or edit the Public Folders

2/ An active Office 365 Mailbox License

3/ A pre-installed desktop Version of Outlook (Microsoft 365 App)

1/ FIRST, OPEN YOUR COMPANY PUBLIC FOLDER:

(ours is called "Serendipiti" as shown in step (1f) below)

a/ Open Outlook

b/ Select the ... icon from the Navigation Pane:

c/ Click FOLDERS:

d/ You will now see another folder appear, called > PUBLIC FOLDERS:

e/ Click the > next to PUBLIC FOLDERS to reveal the your folders.

f/ You will now be able to see your Company Public Folder:

In the above example, our Global Admin set up public folder up as "Serendipiti".  Yours will be named differently, but the folder immediately below "All Public Folders" is likely to be your COMPANY PUBLIC FOLDER.

2/ CREATE A NEW MAILING LIST GROUP:

a/ Right Click on your COMPANY PUBLIC FOLDER, then click NEW FOLDER:

b/ In the "Create New Folder" Box, type a NAME  (ie. "Marketing Team"):

c/ Under "folder contains" - select CONTACT ITEMS:

d/ Click OK

e/ Your New folder will now be visible in the Public Folders:

3/ MAKE THE FOLDER VISIBLE:

NOTE.  ANYONE IN YOUR ORGANISATION WHO WANTS TO USE THIS MAILING LIST SHOULD NOW FOLLOW THESE NEXT STEPS (ONE TIME ONLY PER NEW PUBLIC FOLDER CREATED)

a/ Open your public folders  (as shown in steps 1a-1f above 

b/ Right click on the new Public Folder (ie. "MARKETING TEAM") 

c/ Click  ADD TO FAVOURITES

d/ Click ADD:

e/ Now locate PUBLIC FOLDERS > FAVOURITES folder:

f/ Click the > next to FAVOURITES to reveal your new folder:

g/ Right Click the new Folder, and select PROPERTIES

h/ Click the OUTLOOK ADDRESS BOOK tab:

i/  Tick "SHOW THIS FOLDER AS AN EMAIL ADDRESS BOOK"

j/ Click OK

k/ Now double-click on your new folder under FAVOURITES:

ALL DONE!  

You can now start adding contacts to this new folder.  

You can also view the new folder in your CONTACT window, as well as in the COMPOSE NEW EMAIL window (see below).

VIEWING THE NEW FOLDER IN THE CONTACTS WINDOW....

    Click here to view your Contacts:

   Your new folder is visible under "Other contacts"

If you cannot see your new folder beneath "Other Contacts", please close and re-open Outlook, then repeat the step shown in 3K above.

VIEWING THE NEW FOLDER IN THE "COMPOSE NEW EMAIL" WINDOW...

Click here to view your INBOX:  

 Compose a new email and click the TO button:

    Click the down arrow under address book to reveal your new folder:

IMPORTANT POINTS:

1/ The creator of the new public folder should follow ALL steps above.

2/ All other Outlook users that want to use this list should follow steps 3a to 3k above.