Gmail shared contacts user manual

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USER MANUAL

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TABLE OF CONTENTS

1. Introduction 1.1 Overview

2. Setup and Use 2.1 How to setup the application on the domain 2.2 How to run the application after installation

3. The Administrator 3.1 How to organize your contacts before sharing 3.2 How to share groups with other users the domain 3.3 How to remove sharing with a user

4. The User 4.1 How the user can add contacts in shared groups 4.2 How the user can delete contacts in shared groups

5. Other Devices 5.1 How to synchronize shared contacts with a cell phone 5.2 How to synchronize shared contacts with a tablet

6. Frequently Asked Questions











1. Introduction

1.1 Overview Gmail Shared Contacts is an application that enables the ability to simply share groups of contacts between multiple users in the same domain. Only the administrator can share groups of contacts. Once the group is shared with a user, that user can then update the contacts. The changes made to a contact will then be visible to the users with whom sharing is granted.











2. Setup and Use

2.1 How to set up the application on the domain

● Visit the Google Chrome Web store: https://chrome.google.com/webstore/detail/mbfapdghdacnmfajnmikblekeoopfgll/publish-accepted?hl=en

● Click on the link “Install App”

● Follow the instructions

2.2 After installation, how to run the application ? Only the administrator can launch the application:

● From Google Mail, by clicking on the drop down menu "more"









https://chrome.google.com/webstore/detail/mbfapdghdacnmfajnmikblekeoopfgll/publish-accepted?hl=en

https://chrome.google.com/webstore/detail/mbfapdghdacnmfajnmikblekeoopfgll/publish-accepted?hl=en



3. The Administrator

3.1 How to organize your contacts before sharing ?

Before using the application, the administrator has to create groups of contacts in his contact manager from Google Mail. It is only when groups are created that the application can be used. NB : It is not necessary that groups you wish to share contain any contacts. The group can then be updated progressively.

3.2 How to share groups with the user of the domain ?

● Connect to the application (capture 2.2)

● To show up the list of groups you created in your contact manager and which are not

shared, click on the “Not Shared” tab











● Select the group you want to share

● Enter the mail adress of users of the domain with who you want to share the group of contacts

● Finally, click on the button “SHARE”

NB : Once the administrator has shared the group, the synchronization between users may take up to 6 hours











3.3 How to remove sharing with a user ?

● Select the group in question

● Click on the user you want to remove sharing











4. The User

Once the administrator has shared the group. The user(s) will see in his contacts the name of the shared groupe followed by the mention “(shared)”.

4.1 How the user can add contacts in shared groups

● Select the shared group ● Click on Add to “name of selected group” ● Enter the email(s) adress(es) ● Click on Add











4.2 How the user can delete contacts in shared groups

Note : Only the owner of a contact can delete it. If another user deletes this contact, the tool will add it back at next synchronization round.

● Select the contact you wish to delete ● Click on “Other Actions” ● Click on “Delete the contact”











5. Other Devices

5.1 How to synchronize shared contacts with a cell phone ? To synchonize shared contacts on a cell phone, you can assign the shared contacts to multiple groups just like labels in Google Mail. You can add them to “my contacts”.

5.2 How to synchronize shared contacts with a tablet ? To synchonize shared contacts on a tablet, you can assign the shared contacts to multiple groups just like labels in Google Mail. You can add them to “my contacts”.











6. Frequently Asked Questions

1. If someone adds a new contact in a contact group that has been shared, will these contacts appear in the group for everybody ? Yes. When a group is shared with some users, all these users will see the new contacts and will be able to add new ones and modify existing ones. Google contact sharing is possible for all invited users !

2. The contacts of a shared Group are not synchronized on my telephone (Blackberry, iPhone, Android..) or in Outlook, why ? First you have to make sure that you set up a synchronization between your device and your Google Apps account (Google Sync). Then if you want your shared contacts to be synchronized on your smartphone or Outlook client, you need to copy them on "My contacts". Administrator can automate this Google contacts sharing for specific user through admin panel.

3. Why only the admin can log on the application ? In Gmail Shared Contacts, the admin is the only one who has the ability to decide which users and groups will have access to adress books. However, anyone can share a contact by adding it in a shared group as long as he is an authorized user.

4. Why should I pay for every user in my domain even if a few of us are using the application ? The invoicing model of Gmail Shared Contacts is based on users of the domain, like most of Google Apps Marketplace applications. however, you can purchase the "standalone" version which has a fixed price and hosted on your Google apps infrastructure.










Documents

Gmail shared contacts user manual