In this article, you will find out how you should manage contacts in Microsoft 365 in your company - and how this can be done. SharePoint phone book helps to store all contact information centrally, securely and efficiently.
Whether in dialogue with customers, suppliers or partners - access to up-to-date contact data is essential in day-to-day business. However, this information is often scattered in email inboxes, private Excel files or individual team chats. The result: delays, misunderstandings and unnecessary extra work.
A structured, centralised approach to Management of contacts brings decisive advantages here: You can find important contacts more quickly, reduce dependencies on individuals and present yourself to the outside world in a professional and organised manner.
What modern contact management must achieve
A simple address book or spreadsheet is no longer enough today. Companies need a solution that thinks for itself - and is ideally integrated directly into existing systems.
Here are the most important requirements at a glance:
- Centralised access: All contact data is bundled in one place, accessible from any device.
- Topicality & consistency: Changes are applied immediately - everyone works with the same information.
- Smart search function: Contact persons, companies or departments can be found in seconds.
- Integration in Microsoft 365: Ideal if the tool is directly integrated into Teams, SharePoint or Outlook.
- Data protection & access rights: Sensitive information is protected and access is clearly regulated.
Work efficiently - with clear structures
If your team can access relevant data independently at any time, this not only saves time, but also reduces frictional losses. Queries such as "Who has the project manager's number?" or "Where can I find the contact details for customer XY?" are a thing of the past.
A professional solution for Contact management increases productivity and minimises the risk of information loss - especially in hybrid teams or with frequent staff changes.
Security & compliance under control
Sensitive data requires responsible handling. With personal information in particular, it is essential that all processes are GDPR-compliant. With the right solution, you can lay the foundation for secure and traceable management:
- Access control: Only authorised persons can see or edit certain contacts.
- Full control: No shadow IT, no insecure lists - everything remains in the protected Microsoft 365 environment.
- Compliance-capable: Archiving, backup and authorisation assignment are carried out according to fixed standards.
The solution: The SharePoint phone book from novalutions
The SharePoint phone book is a solution developed by novalutions for the centralised management of contact data in Microsoft 365. It bundles all important information about employees, business partners and customers in one place - fully integrated into your existing Microsoft environment.
Whether telephone numbers, e-mail addresses, departmental affiliation or additional information such as responsibilities: All data is structured, searchable and accessible from anywhere. You don't need any additional software - the tool works directly via SharePoint and can be seamlessly integrated into Microsoft Teams and Outlook.
The combination of simple operation, flexible assignment of rights and GDPR-compliant storage makes it the ideal solution for companies that want to manage their contacts professionally - without isolated solutions or manual spreadsheets.
Your benefits at a glance
- Centralised management of all contacts - whether internal or external
- Fast, intuitive search & filtering
- Seamless integration into Microsoft 365, Teams and Outlook
- GDPR-compliant storage and clear rights management
- Simple onboarding, offboarding and user management
- Mobile use and accessible at any time
- One-off investment, no hidden follow-up costs
You can flexibly adapt the phone book to your processes, expand it at any time and add new functions.
Conclusion: Managing contacts - professional, secure and future-proof
A professional, centralised contact directory is much more than just an address book - it is the invisible backbone of your business relationships. With a reliable, clear solution, you can ensure smooth processes and maintain an overview at all times, whether internally or in dialogue with customers and partners.
This not only protects valuable information, but also creates a stable basis for trust, continuity and sustainable business success.
Discover nowhow the SharePoint phone book supports your company - and start directly into digital contact management!
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