Allow another user to access your database

As the database owner (database owner: The person who created the database, and has full control, including granting access permissions or deleting records. When a database has been restored, then the person who restored it becomes the owner.), you can allow other users to access your database. The users whom you select can update records, create new records, synchronize Business Contacts (Business Contact: A person with whom you do business at a company or organization.) with their mobile device, and move records to the Deleted Items folder. Additionally, they can access all history items (history item: An item such as an appointment, business note, e-mail message, file, or task that is linked to an Account, Business Contact, Opportunity, or Business Project.), including e-mail messages, that are attached to records.

 Note   For others to access your database, the computer on which the database is located must be turned on.

To allow others to access your database, you need to share your database and also grant the new users access your computer, if they do not already have access.

  1. On the Business Tools menu (Business Tools menu: The menu on the Outlook menu bar that provides access to Business Contact Manager for Outlook functions.), click Share Database.
  2. In the Share Database wizard, on the Share your Business Contact Manager for Outlook Database page, select I still want to share my Business Contact Manager data with other users.
  3. On the Select Users page, in the Users with access to this computer list, select the check box of the user name to whom you want to grant access to your database.
  4. If the user to whom you want to grant access is not on the Users with access to this computer list, you can grant them access to your computer.


  1. Click Add User to give the new user access to your computer.

 Note   To add a user who is not listed in the Users with access to this computer list, you must be logged on as an administrator (administrator: The person in charge of managing a Windows computer. The administrator is responsible for installing software, assigning passwords, and managing files.). If you cannot log on as an administrator, ask the computer administrator to either add you as an administrator, or to add the user on your behalf.

  1. In the Add User dialog box, type the User Name and the Domain (domain: In Active Directory, a collection of computer, user, and group objects defined by the administrator. These objects share a common directory database, security policies, and security relationships with other domains.) of the user, and then click OK.
  1. The optional Check computer settings for database access page shows any settings that need to be changed in order for you to share your database. (If no settings need to change, the wizard skips this step and proceeds to the next step.)

Do one of the following:

  • Let Business Contact Manager make the changes for you automatically.
  • Click Let me review the settings that will be changed to review the issues for the recommended changes.

For more information about computer settings for database sharing, see Checking Computer Settings for Database Access.

  1. On the Granting Database Access page, confirm that the list of users is correct, and then click Finish. If not, click Back to return to previous pages to make any changes.
Applies to:
Outlook 2003