Shared Address Book Apps: A complete guide for Business teams
Introduction
Managing shared business contacts shouldn’t be complicated. Yet in 2024, teams still struggle with a basic need. Maintaining a company address book that works across everyone’s devices. The built-in options from Google Workspace and Microsoft 365 fall short of what modern businesses actually need.
Perhaps you’ve dealt with the headache of maintaining multiple versions of the same contact list or watched contact details become outdated across your team’s phones. You might even be using spreadsheets and manual updates.
This guide examines both practical solutions for sharing address books and evaluates current tools that actually work. We’ll look at why major platforms haven’t solved this problem, what features matter for business use, and how different approaches measure up in daily operation.
Understanding Address Book Sharing
Sharing an address book means giving multiple people access to the same contact information. Modern businesses need this basic function, but they also need something more sophisticated than simply sharing contacts with everyone.
When someone with the right permissions updates a supplier’s phone number, that change should appear on every team member’s device. When a new client comes on board, their details need to be available to the right people immediately. And when someone leaves the company, their access to sensitive contact info should end right away.
Traditional approaches like sharing spreadsheets or copying contact lists between devices create more problems than they solve. Contacts become outdated, duplicates appear, and version control becomes impossible.
Understanding Modern Contact Management Challenges
Today’s businesses face increasingly complex contact management needs. Small teams of 5-10 people need to share contacts efficiently, while larger organizations might require sophisticated permission controls and department-specific address books.
Platform Limitations
Microsoft 365 has removed critical contact sharing features in recent updates, leaving many businesses struggling with basic functionality. Google Workspace offers contact sharing, but requires giving full account access – a security risk for most businesses. iCloud works well for personal use but lacks the permission controls that businesses need for team management.
Technical Issues
Teams face several common problems when sharing contacts across iOS and other devices:
- Updates don’t sync reliably between devices
- Contacts duplicate across different platforms
- Changes made by one person don’t reach everyone else
- Different systems struggle to work together properly
If you are an administrator some of these issues might sound familiar:
- Controlling who can edit contacts
- Maintaining accurate information across all devices
- Managing costs as teams grow
- Training staff on new systems
- Meeting security requirements
Share read-only contact lists across 100’s of devices
14 DAY FREE TRIAL NO CREDIT CARD REQUIRED
Would you like a walkthrough? Book a demo
Essential Features of Modern Shared Address Book Apps
A modern shared address book app needs to handle hundreds of contacts efficiently. Each contact contains multiple phone numbers, addresses, and email addresses. Teams use various devices – from iPhone to Android – each requiring complete contact information. The app should let teams organize contacts using labels and tags, making it easy to find contacts by department, project, or function.
When someone changes contact details, everyone needs to see that change right away. Access control features determine who can view and edit specific contacts. Use cases for this could be:
- Permission levels for different team roles
- Department-specific contact restrictions
- Controlled access for new team members
- Separate private and shared contact lists
The app should also work with:
- Google Workspace
- Microsoft 365
- Mac and PC systems
- Email platforms
Ideally the app should let team members access shared contacts through their usual phone interface, requiring no additional training.
Tip 💡 : Looking to get more from your contact management? Discover proven strategies for organizing contacts to build stronger business relationships.
Security and Privacy Considerations
A shared address book app must protect sensitive contact information. This is particularly important when managing business contacts and client details.
Contact management solutions should provide:
- Data encryption for stored contacts and transfers
- Two-factor authentication options
- GDPR compliance for European data
- SOC 2 certification for US operations
- Clear data processing agreements
The solution should document its security measures and certifications. While smaller teams may not need enterprise-level security, it’s important to choose a provider that takes data protection seriously.
Comparing Shared Address Book Solutions
Google Workspace
Google Workspace offers contact sharing through its Domain Shared Contacts API and delegation feature. While Google Workspace provides the foundation for contact sharing and can be a good starting point for businesses in the Google ecosystem, many organizations find they need third-party tools to meet their full contact management needs.
The platform’s delegation feature allows sharing contacts with up to 25 team members, but it’s an all-or-nothing approach – delegates get full control over contacts with no option for read-only access. Delegates can only access shared contacts through the web interface, not on mobile devices, and shared contacts don’t appear in Gmail’s search or autocomplete.
Unlike Microsoft 365, Google Workspace includes CardDAV sync capabilities, making it efficient at distributing contacts across multiple devices. However, there’s no native interface for simple contact sharing management. While some organizations sync contacts from Microsoft Active Directory or LDAP servers, most teams need additional solutions for complete contact management.
Tip 💡 : Want to learn how CardDAV servers sync contacts across all your devices? Explore our complete guide to choosing the best CardDAV server for your business.
Microsoft 365
Microsoft’s contact sharing operates through Exchange Online and the Global Address List (GAL). The GAL functions as a company-wide address book, accessible through Outlook and Teams. For businesses using the Microsoft ecosystem, contacts integrate naturally with existing workflows.
However, the new Outlook version has reduced contact sharing capabilities. Users can no longer directly share contact lists between individuals without complex workarounds. We’ve heard reports of contact `visibility issues with the Global Address List, and administrators particularly struggle with contact synchronization in hybrid environments. Many organizations resort to staying on older versions or seeking alternative solutions for team contact management.
Third Party Address Book Sharing Apps
Contactzilla
Contactzilla uses the CardDAV protocol to provide native contact sharing across devices. The platform allows teams to create multiple address books with different permission levels – essential for organizations managing contacts across departments or projects.
Key features include:
- Multiple address books with separate permissions
- Native integration with iPhone contacts app
- Read-only or edit access options
- Custom fields and smart labels
- Centralized web management interface
IT teams maintain control through a web-based dashboard, where they can manage permissions and create address books for different departments. Changes to the master contact list automatically sync to all connected devices. Users access shared contacts through their phone’s native contacts app – no new software to learn.
The platform works seamlessly with iOS devices, while Android users connect through the PeopleSync companion app. Pricing starts at $19/month for teams up to 3 users, with plans scaling based on team size.
ContactBook
ContactBook extends Google Workspace’s contact sharing capabilities through the Google Workspace Marketplace. The platform works primarily through a Chrome extension and web interface, with pricing starting at $2.40 for 3 users per month (billed annually).
Key features include:
- Direct integration with Google Contacts and Gmail
- Business card scanning functionality
- Duplicate contact detection and merging
- Contact organization through tags and groups
- Document attachment capabilities
The platform focuses heavily on Google Workspace integration, making it suitable for teams already using Google’s ecosystem. Users can share contact lists with both internal team members and external Gmail users, though the platform requires all users to have Google accounts.
While ContactBook offers mobile access, it operates primarily as a web-based solution rather than a native mobile app. The platform includes basic CRM features like contact notes and reminders, but its core strength lies in extending Google Contacts’ sharing capabilities.
Shared Contacts for Gmail
Also available through the Google Workspace Marketplace, this solution extends Google Workspace’s contact sharing through both a Chrome extension and dedicated mobile app. As a certified Google Technology Partner Premier, it works directly through Google’s API.
Key features include:
- Direct integration with Google Workspace
- Offline access to shared contacts
- Custom permission settings
- Dedicated mobile app for access
- Active Directory integration
- CRM system connectivity
The platform focuses exclusively on Google Workspace users, making it unsuitable for Microsoft 365 environments. Users must install and learn a separate mobile app to access shared contacts on their phones, rather than using native contact apps. Pricing starting at under $2 per user per month.
Conclusion
Modern businesses need efficient contact sharing. Each platform and solution offers different capabilities – from Google Workspace extensions to CardDAV-based systems. Consider what matters most for your team, whether that’s native phone integration, permission controls, or external sharing.
The right solution should fit naturally into your existing workflow without the need for complex workarounds and extra steps.
If you find yourself creating shared spreadsheets or passing around VCF files, now you know. There is a better way!
Frequently Asked Questions
How do I create a shared address book?
To create a shared address book, choose a contact management solution that fits your team’s needs. For Google Workspace users, enable contact sharing through the Domain Shared Contacts API. For Microsoft 365, use Exchange Online and the Global Address List. Alternatively, use a dedicated CardDAV-based solution for better control.
Does Google have an address book app?
Google Contacts works effectively for personal contact management, offering easy sync across devices, automatic backup, and integration with Gmail and other Google services. However, for business teams, it has limitations – delegates get full access with no read-only options, and contact management becomes complex for teams larger than 5-10 people.
Which app is best for contact sharing?
The best contact sharing app depends on your existing platform and needs:
For better control, consider these options:
- CardDAV-based solutions provide centralized storage with real-time synchronization across all devices
- Google Workspace extensions add sharing features to existing Google tools
- Dedicated platforms offer multiple address books with granular permissions
Popular apps that can help manage shared contacts include:
- Contactzilla for CardDAV-based sync and multiple address books
- Contacts+ for syncing across multiple platforms and removing duplicates
- CircleBack for automatic contact updates from social networks
How does a shared address book app improve team communication?
A shared address book app improves team communication by providing a central contact repository that updates in real-time across all devices. Teams access the same, current contact information, eliminating outdated details and duplicate entries. This ensures everyone can reach the right person quickly, whether connecting with colleagues, clients, or suppliers.
Can shared address book apps integrate with email platforms?
Yes, shared address book apps typically integrate with major email platforms. Most solutions connect directly with Google Workspace and Microsoft 365, allowing contacts to appear in Gmail, Outlook, and mobile email apps. Some platforms also offer integration with CRM systems and other business tools for expanded functionality.