Syncing the Global Address List to Outlook- or Exchange-Enabled Devices

If a coworker calls your mobile phone, you may not recognize the phone number. Even though you can look them up in the Global Address List (GAL), their Caller ID won’t display a name or photo because they are not in your contacts. To take advantage of Caller ID when a coworker calls, you will want to sync the GAL to the Contacts folder of your Exchange Mailbox.

CiraSync makes syncing the GAL quick and easy! Read the instructions or check out the video below to learn how to sync the GAL to the users in your Office 365 tenant with CiraSync:

Before You Start

This guide assumes that a dedicated Service Account with Application Consent Access has been set for your CiraSync Dashboard. Without an administrator account with the appropriate settings configured, CiraSync will be unable to push Contact and Calendar updates to user mailboxes. Check out the following articles to learn how to set up a dedicated Service Account with the appropriate permissions for your Tenant and then return here to learn how to sync the GAL with CiraSync Enterprise Edition:

  1. Setting up a Dedicated Service Account for CiraSync in Office 365
  2. Setting up Application Consent Settings
  3. Making CiraSync Use a Specific Office 365 Service Account

This guide also assumes that a Collection was created as a Source and one as a Target prior to creating a Contact List. Check out the following article to learn how to set up Collections:

       Creating CiraSync Contact Collections

watch this video
How to Sync the Global Address List
CiraSync

Instructions

  1. Log in to the CiraSync Dashboard.
  2. Click the + in the Contact Lists. (See figure below.)
    click the plus sign in the contacts list
  3. Select the Contact source type. For this example, we will use Global Address List as the Contact source. (See figure below.)
    Select the contact source type
    You will be taken to STEP 1: Select Active Directory Items on the CiraSync Dashboard. (See figure below.)
    Select Active Directory Items
  4. Select the desired Contact sources.
    NOTE: We suggest not choosing All Mailboxes and/or All Contacts directly from Office 365, instead use a Collection created prior to this. You can add in a Collection All Mailboxes, All Contacts, individual user mailboxes, a Group, a Distribution List or a Dynamic Distribution List. This will allow you to exclude undesirable mailboxes (admin accounts, test users, etc.) from being synced as Contacts to your targeted users.

    Step 1 Source_Collection
  5. Click the NEXT button on the top-right corner. (See figure below.)

    You will be taken to STEP 2: Choose target mailboxes window. (See figure below.)
    Step 2 Target_Collection
  6. Select the user contact you would like to use as a target. Click on the Collections tab on your left side and choose the appropriate Collection.
    Step 2 Target_Collection
  7. Click NEXT on the top-right corner. (See figure below.)
    NOTE: If you would like to use a Contact Collection as a sync target, click the COLLECTIONS tab and select the collection you would like to use as the sync target.


    You will be taken to STEP 3: Specify contact list options. (See figure below.)Step 3 Contact List Settings
  8. Name the contact list in the box under Provide Contact List Name.
    NOTE: The contact list name will be added as a category for each contact synced by CiraSync.
  9. Check Sync Contact Groups if you have groups in the contact list and would like to sync members of that group. You can choose to exclude Group members from syncing.
  10. Check Populate Outlook Auto-Complete List if you want these sync contacts appear in the Outlook Auto-Complete list.
  11. By default, CiraSync will remove a Contact from the targeted mailbox if it is removed from the Source. In case you would like to allow Users to keep these obsolete items, check Retain obsolete items.
  12. In case you would like to omit syncing the Notes field from the Source’s Contact to the targeted mailbox’s Contact, then check Omit notes field.
  13. Click the + next to Contacts.
    NOTE: If you would like to sync these contacts to your main Contacts folder, then skip to Step 13.
  14. Enter the preferred name of your subfolder.
  15. Click SAVE. (See figure below.)

    You will be taken to the sync summary dashboard. (See figure below.)
  16. Click the CiraSync icon in the top-left corner of the window to return to the CiraSync home dashboard.
  17. Check the Update Cache box under the Sync Status pane in the top-right corner of the dashboard.
  18. Click SYNC NOW to run a manual sync. (See figure below.)Click sync now to run a manual sync
    NOTE:  If you are an on-premise Exchange user, check out the itrezzo solution!

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vern-weitzman

CTO and Founder of Cira Apps Limited. I have been building Exchange applications and related contact management for 15 years.