How to Share G Suite Contacts Both Internally & Externally

It’s very tiresome to send the same phone numbers and email IDs to your teammates or any external clients over and over. But if you use Google Workspace, then managing and sharing your contacts is very easy. Therefore, in this article, I am going to explain three simple ways to share contacts in Google Workspace within your organization or externally.

In today’s modern work environment, collaboration is very much needed. So, Google Workspace offers you amazing collaborative features with its own productivity tools. As you know, G Suite is a great cloud suite to store and manage your data, including contacts. It also provides you with shared features that allow the team members or external users to access and use the common contact information within the Google Workspace applications. But why does it need to share the contacts? Let’s see the scenarios where you need to share your contacts.

Scenarios User Needs to Share Contacts in G Suite

Sharing your Google Workspace contacts is very convenient. As it will save so much time and work. Below are the instances where you may need to share your contacts.

• Most sales representatives often work with the same customer. So, sharing your contacts allows every team member to have the latest customer information without making any effort.
• Support team members require quick access to their client details. So that there would be no delay in response. In that case, if you have the list of shared contacts, it will be a great help for them.
• Sometimes HR teams have to share employee, vendor, or contractor contact details with a newly hired employee so that they can quickly connect with the right person.
• In some cases, multiple department teams like marketing, finance, and operations have to communicate with the same vendors or partners. Sharing contacts helps them to easily access the information and manage them.
• When multiple departments are collaborating on a project. Shared contacts are required to ensure smooth coordination.

Thus, there are several scenario where you has to share your contacts. However, the question is, can I share my contacts in Google Workspace? Well, the answer depends on which type of contacts you want to share them with. Before explaining how to share contacts. It is important to know about the two categories of G Suite contacts: Personal and Directory Contacts.

Types of Google Workspace Contacts

Personal contacts are those contacts that you add to Google Contacts manually. By default, these contacts are private, so it is not automatically shared with other users. For this, you have to use third-party tools or delegate the access.

Directory contacts are the Global Address List that are only created and managed by the G Suite admin. In this, you can save every user, group, and resource of your domain. Also, it automatically shares your contacts internally in organizations. But it doesn’t offer to share personal or external contacts with others.

So, it is up to you which contacts you want to share with. As the methods to share them are different. But, in this, I have explained each way with clear steps.

How to Share Contacts in Google Workspace?

Whether you want to share your contacts within the G Suite or share them outside of your domain. I have several ways that can help you. Google Workspace has different kinds of contacts. Then, the methods are applied to different types of G Suite contacts. So, keep that in mind while using. So, here are the ways to share your G Suite contacts.

Share Directory Contacts in G Suite

The directory contacts only share internal contact information within your organization. Also, it automatically shares your information. But if it does not work. Then, follow the steps below.

1. Go to the Google Admin Console and sign in to the administrator account.
2. In the Directory section, click on the Directory settings.
3. Find the contact sharing option, it is disable it, then enable it.
4. Select how the email address is going to appear in the directory.

Delegate Access to Google Workspace Contacts

If you want to share personal contacts in Google Workspace. Then you have to set up delegate settings. For this, you have to sign in to your work or school account and make sure the contact sharing is enabled by the administrator.

1. On your computer, open the web browser and go to Google Contacts.
2. Click on the More option on the left side of the screen.
3. Select the Delegate access button.
4. Invite people to delegate by entering the person’s name or email address you want to share your contacts with. You can only provide 25 names at a time.
5. Then, click the Send button to send your invitation. After they accept the invitation. Now, you can easily share your contacts.

These methods can easily help you to share your Google Workspace contacts within your company. But what if you want to share the contacts outside of your organization? For this, I have a great option.

Share Google Workspace Contacts Externally

In the business, there are some instances where the user has to share their G Suite contacts with a partner company, freelancer, or external clients. Some managers want to give their team members a standardized contact list. Or multiple external participants attending a conference, webinar, or project. In that case, the above methods will not help you to share your contacts.

However, if you save your G Suite contacts to shareable contact files like VCF or CSV format. Then, it becomes easier to share them. To help you in this, I introduce you to the SysTools G Suite Export Tool. A professional tool to save your Google Workspace contacts. With the help of this, you can export multiple contacts into a shareable file format. To know how to use the software, follow the steps below.

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Working Steps of Professional Tool

1. First of all, download the software.
   
2. Click on the G Suite platform from the source.
3. Select the File System platform from the Destination.
   
4. From the Workload section, choose the Contacts option. To share selective data, apply the Date Filter option.
   
5. Provide your G Suite Admin Email, Service Account, and Certificate File details. Also, after providing the information, click on the Validate button.
   
6. Now, set a destination location and choose the name of your exported file. Then, click on the Validate button.
   
7. Add user by clicking the Fetch Users, Import Users, and Download Template buttons.
   
8. Lastly, click on the Start Export button to change the Google Workspace contacts into a shareable file.
   

After your contacts are converted. You can now easily share with other people as an attached file or in any other way. With this, you can also have a copy of your shared contacts.

Final Words

Many users are tired of sharing their G Suite contacts one by one. That’s why I have explained to you three different ways to share contacts in Google Workspace. Here, I provided methods to share the contacts internally and also share them with the external clients. All the methods are great, but they will work on particular situations. So, first, properly read the instructions and then follow the steps.