Searching the Global Address List (GAL) via Windows

Background

The Exchange Global Address List (GAL) is a shared address book that contains contact data for every user across your organisation. Think of it as your company's Email List and Phone Book. 

This address book is accessed via your Outlook  client from your Windows Desktop.

Before you begin

• Ensure you're logged into your Windows PC
• Open your Outlook client from your Windows Desktop or Start Menu

OR

Using the Address Book

We've broken this Knowledge Base Article into 3 main areas:

1. Accessing the Global Address List
2. Searching the Global Address List
3. Reviewing a Global Address List Record
   
   

Accessing the Global Address List

Steps

1. Locate the Address Book button under Find in the Outlook Home Ribbon
   
   You may also find the Address Book button in the Find dropdown menu if your Home Ribbon sections have been collapsed.  
   
   This will open the Address Book dialog, which should default to the Global Address List (GAL).
   
   

2. If you aren't seeing the Global Address List or you are a member of multiple organisations, you can change the address list being displayed from the Address Book dropdown menu.
   

   
   

Searching the Global Address List

Once you have opened the Address Book to the correct list, there are several ways you can search for a contact.

Name Search

A Name Only search will only target the names of contacts in the Address List.  

Steps

1. Ensure the Search Radio Button is set to Name Only. It should be set to this state by default.
   
   
2. Enter the name of the Contact you are searching for into the Search textbox and click Go.
   
   
3. Each contact with the same name will then appear in the Contacts Grid.
   

   
   

"More Columns" Search

A "More Columns" Search will target multiple fields in the Address List database, assisting you to narrow your search for a particular contact by searching for email address or job title.  It will also allow you to search by location, department or job title, allowing you to target a broader range of contacts.

Steps

1. Ensure the Search Radio Button is set to More Columns. It should be set to this state by default.
   
2. Enter the data of the Contact you are searching for into the Search textbox and click Go.
   

3. Each contact with matching data will then appear in the Contacts Grid.

   

Advanced Search

An Advanced Search will allow you to target multiple contact record fields, making for a much more sophisticated query of the Address List.

Steps

1. Click the Advanced Find link
   
   
2. This will open the Find form.
   Enter your required search terms into the corresponding fields.
   
   

3. Each contact with matching data will then appear in the Contacts Grid.
   

   
   
   

Reviewing an Address Book Entry

Once you have the search results you need, you can access the information for the contact or contacts you've selected.

Open a Record

To open a record, double click on the record line.

This will open the Contact Record form.  From here you can access the Contact's general contact details, Phone, Address, Email Aliases, etc.

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