Google Apps

Quick Tip: Delegate your Contacts management

A feature in Google Apps allows you to share Contacts information with specified users in your organization.

I don't know about you, but I have a huge and unwieldy list of Contacts in my Enterprise version of Google Apps. Not only do I have the Contacts I imported from Outlook, but also all of my mobile Contacts collected over many years. I sure could use some help getting that organized. However, as lowly editor, I am the only one responsible for managing my Contacts list.

Of course, there are certain individuals in just about every organization that can delegate those kinds of tasks - executives, owners, or perhaps just a middle-manager with an administrative assistant. On May 3, 2012, Google released a feature in Google Enterprise Apps that makes delegation of Contacts management simple.

Delegate

The key to this delegation of Contact management feature is that the person with the delegated responsibility can only access the contacts list and not the email inbox itself. This feature could also be used to share your contacts with colleagues in your organization without having to send that information to them directly.

To access the delegation tool, open Contacts and click the More dropdown button. There is a new menu entry: Manage delegation settings. You'll see a simple dialog box where you can specify the person or persons you want to share your Contacts with, as shown in Figure A.

Figure A

Who wants access?

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About

Mark Kaelin is a CBS Interactive Senior Editor for TechRepublic. He is the host for the Microsoft Windows and Office blog, the Google in the Enterprise blog, the Five Apps blog and the Big Data Analytics blog.

1 comments
Mark W. Kaelin
Mark W. Kaelin

Do you have someone to delegate Contacts management to? Do you have an executive in your organization that might appreciate knowing about this feature?

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