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Controlling your contact information in the Exchange Online address book

Following on from extensive user feedback from across the UAS, the University-wide Address Book in Exchange Online (sometimes referred to as the Global Address List, or ‘GAL’ for short) has been improved to include additional personal contact information taken from Lookup, the University’s people directory.

About the Exchange Online Address Book

When you type a name into the To field in Outlook, it will first search your personal auto-complete list (the list of contacts you have emailed before that Outlook now remembers for you) and suggests contacts it finds there.

If it does not find any contacts, it will then search in the University-wide Address Book that is built in to Exchange Online (this is called the "Global Address List" or "GAL" for short). It contains all members of the University.

Searching the Exchange Online Address Book in Outlook

Click the Address Book button in your Outlook toolbar (your toolbar may look slightly different):

Outlook Address Book button

Outlook for PC

From the Address Book drop-down menu, choose Global Address List – <your email address>:

PC GAL search

Outlook for Mac

Make sure that Search All Fields and Address Book are selected from the drop-down menus:

GAL search results

You can then double-click to view the full contact information, for example (Mac screenshot):

GAL full contact details 

What information is included in the Exchange Online Address Book?

As well as your name and email address, the following contact information is included, where this information exists in your Lookup Profile:

  • Display name
  • Job title
  • Department
  • Landline telephone
  • Mobile telephone

How to edit your Lookup Profile to control what gets displayed in the Exchange Online Address Book

If you specify a Display Name in your Lookup entry, your forename will be taken from that and your registered surname will be appended to it. If you want to control how your first name is displayed in Exchange Online's address book, edit this:

  1. Go to your listing in Lookup:

  2. Click the Edit button:

    Lookup 02

  3. Enter your chosen name in the 'Display Name: Value' text box:

    Lookup 01

  4. IMPORTANT: If you want this Display Name to be used in the Exchange Online address book, the Visibility setting in the drop-down menu in the right-hand column must be set to University or World:

    Display Name Visibility

  5. Edit any other fields you want to (e.g. job title, department, telephone numbers).

  6. Click the Save button at the bottom of the page.
    Your changes will appear in Exchange Online at the next sync, which happens three times a day.


Frequently Asked Questions:

Why is the Exchange Online Address Book only showing my CRSid instead of my full name?

On 21 January 2019 we introduced a change to respect the privacy settings you choose in Lookup. If you had previously set the 'Visibility' for your Display Name in Lookup to 'Private’ or 'Institution' the Exchange Online Address Book now respects this choice and defaults to displaying only your CRSid (see image in Step 4 above). Follow the instructions above if you want to replace your CRSid with your full Display Name.


Why isn’t all my contact information showing in the Exchange Online address book?

If you have never filled in your Lookup profile, there will be no additional information to display. We encourage you to fill in your Lookup Profile now so that your contact information will appear in Exchange Online the next time we sync the Lookup data. See instructions above.

UAS staff only: automated Lookup data population (February 2019)

Before you migrated to Exchange Online, Outlook’s old Address Book took your contact information from a different database, not from Lookup. This database contained more detailed information about your organisational structure and reporting line than Lookup does.

UIS is now working to automate the process of taking your job title, department and telephone number(s) from that database and feeding it into Lookup automatically, from where it will be fed to the Exchange Online Address Book.

The automated process will only populate unchanged fields in Lookup with the data copied from the other database. It will not overwrite any of the information you have manually entered into your Lookup Profile – any information you have changed from the default in Lookup will take precedence over the information that will be imported from the other database.

You can either wait for this automated data sync to happen (expected February 2019) or you can edit your Lookup Profile now (see above).


Alternative method for staff to control your Display Name in the Exchange Online Address Book: update your 'Preferred Name' in your HR record

     NOTE: This method will be overridden by the Visibility of your Display Name in Lookup (see image above) – if the setting in Lookup is set to 'Private' or 'Institution', the Exchange Online Address Book will only display your CRSid.

If you are a member of staff and don't want to edit your Lookup profile, you can update your Preferred Name in your HR record using the Employee Self Service (ESS) portal:

  1. Go to the ESS portal:
  2. Log in with your CRSid and UIS Password:

    CHRIS 01

  3. Click on the Personal tab at the top of the page:

    CHRIS 02

  4. Click on the Personal details section:

    CHRIS 03

  5. Enter your Preferred name and click Save:

    CHRIS 04

    Your forename will be taken from this Preferred Name field and will appear in Exchange Online at the next sync, which happens three times a day.


If you have any problems or queries, please contact the relevant Service Desk:


Last updated: 30 January 2019