Share a personal address book

How to share an address book among employees.

Several executives have been migrated from MS Exchange to Lotus Notes. They required that their Personal Address Book be shared with their administrative assistants. They also needed to maintain the address book locally for name look-ups and synchronization to their PDA.

The best result for them was to replicate the executive's address book to a unique location on the Domino server. Editor rights were then given to the administrative assistants who would be doing the majority of the input. On the executives system, we enabled Scheduled Replication in the Office location document with a schedule of every 2 hours.

Normally, a user would not be able to make a replica copy of a database on the server. One option would be to temporarily give the user rights to create replicas on the server. This option is maintained in the Security tab of the Server Document. A better way is to have an administrator copy the database from the users data directory into a directory on the server. Remember that the Personal Address Book is called Names.nsf and so is the Public Directory. The Personal Address Book should be stored in a subdirectory to the server data directory and specifically named for the user for easy identification. The last step is to have the executive open the server based copy and replicate it. This will add the database into the replicator tab tasks.

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