Tips for Using the Global Address List (GAL)

GAL Syncing for Zimbra Connector for Outlook users is currently disabled in order to avoid negative impact on server performance.  This document is available as a reference for those that had previously synced the GAL.

When using the Zimbra Connector for Outlook you will likely need to use the Global Address List (GAL) to add attendees or resources to meetings, and to connect to shared calendars or folders. This page provides help for a couple of common issues that may occur when using the GAL.

Syncing the GAL

The Outlook connector stores the GAL locally on your computer, initially doing a full download of the GAL and then periodically syncing updates to it. A full resynchronization of the GAL is done on a weekly basis.

Tip: If you do not want the GAL to sync automatically, you can turn auto sync off and perform manual syncs when you need an update. See the Installing the Outlook Connector for more information.

If you find that the GAL is empty or you can't find an entry you feel should be there, initiate a sync of the GAL and make sure it completes:

  1. Make sure the Zimbra Send/Receive Progress window is open so you can monitor the progress of the sync.

    • Outlook 2010: On the Zimbra tab, click Show Zimbra Progress. If necessary, move the progress box so that you can see the top left side of the Outlook window.
      show zimbra progress
    • Outlook 2007: Click Tools, then Send/Receive, then Send/Receive Settings, then Zimbra Show Progress.
    navigate to the show progress setting

  2. Initiate a GAL sync.

    • Outlook 2010: Click Sync Global Address List, then select Update Global Address List.

      update global address list
    • Outlook 2007: Click Tools, then Send/Receive, then Global Address List, then Update Global Address List.
    update global address list

  3. Monitor the progress of the sync in the Zimbra Send/Receive Progress window.

    send receive

    Note: A full sync of the GAL can often take anywhere from 10–30 minutes. It is not uncommon for a full sync to fail part way through. If that happens, try repeating the sync a few times making sure you have a reliable connection when doing it.

  4. When the GAL sync shows "Completed" you should be able to use the GAL normally.

Searching for a person by last name

Outlook's default search of the GAL will search the full name of the entry (person or resource) from left to right. When searching for a person, this can lead to some unexpected order in the listing (for example, you may be searching for John Doe, but the person in question is listed as John T. Doe so a search for "John Doe" fails).

You can avoid some of this confusion by using Advanced Find to search by last name:

  1. Open a new email or meeting request.
    • Outlook 2010: On the Home tab, click New E-mail. To open a new meeting request, click New Items, then select Meeting.
    • Outlook 2007: On the File menu, point to New and then click Mail Message or  Meeting Request.
  2. Click the To button.

    launch meeting request

  3. Make sure the Address Book drop down list is set to Global Address List.

    set address book to global address list

  4. Click Advanced Find.

  5. Type in the last name of the person you are trying to find and then click OK.

    advanced find window

Searching for resources

As mentioned above, Outlook's default search of the GAL searches an entry (person or resource) from left to right. The Advanced Find function lets you search on a person's last name because the first and last names are stored in separate fields. Resource names are stored in one field. Therefore, you must search by entering the first part of the resource name.

If you are uncertain of the resource name, you can go to the Web-based Calendar and use the Find-a-Resource Zimlet to search by part of the name. Note the full name of the resource provided by the Zimlet and then search for the first word in it within Outlook.