help guide

123 Toolkit for Domain contacts

Description of 123 Toolkit for Domain contacts

When to use it

Use the Google Spreadsheet™ add-on '123 Toolkit for Domain contacts' to get a list of your Domain shared contacts from the Google Directory into your Google Spreadsheet™. The add-on ensures that you have a list in the spreadsheet that you can sort / compare or filter device data when you need so. You can also perform (bulk) actions on the domain contact profiles.

Some example use case; the spreadsheet with the list can be used to:

View all existing Domain shared contacts in the Google Workspace domain
Add, Edit, Delete contact profiles from your Google Directory
Easily print the Contact data from your spreadsheet
Use the contact data in mail merge tools
Import the contact data into other systems

New to 'Shared external contacts' in the Google Directory? See the Google Workspace admin help page: https://support.google.com/a/answer/9281635. More interested in the API documentation, see Google Developers help: https://developers.google.com/admin-sdk/domain-shared-contacts.

How it works

1 - Download Shared Contact

Click the button 'List contacts' to get your current Google domain shared contacts from your Google Directory into your spreadsheet. You need to be a Google Super administrator in your Google domain.

Note: when you start with this add-on you likely have no Shared contact data in your domain. That is completely normal. You will get a message about this.

2 - Save Shared Contacts

In the first column of the spreadsheet select the action (if any). Possible values
1. Add
2. Update
3. Delete
You can leave the action column also empty.
The Status column will show the result of the action.
Click the button 'Save contacts' to start executing the processing of the listed actions.

Screenshot with data

3 - Insights

Add the sheet 'Insights' to get a dashboard on your domain shared contact data.

By company
By country
% of contacts with email address
% of contacts with mobile phones

Requirements

You should be a Google Workspace super administrator in the Google domain
You should set the Directory Settings in the Admin console to 'Show both domain profiles and domain-shared contacts' to ensure user can find them in the Google Contact directory on https://contacts.google.com . See screenshot below. See Google Help for more information.

Good to know:

Users will always be able to find them using type ahead in Gmail and Drive and other Google Workspace services.
You as an administrator will not be able to find those contacts in the Google admin console (admin.google.com).

< SCREENSHOTShows the selection in Google Admin console for Google Contacts to ensure users can find the Domain shared contact profiles in the Google Contact directory

Installation

How to add the Google Workspace extension '123 Toolkit for Domain contacts' to your spreadsheet?

Option 1: Installation from the spreadsheet

Start a new Google Spreadsheet in Google Drive. (https://sheets.new)
In the top menu bar of the Google Spreadsheet select Extensions.
Click in the menu “Add-ons” and “ Get add-ons”.
A new pop-up window will show the Google Workspace marketplace.
Search for “123 Toolkit for Domain contacts”.
Click the button “Individual Install”.

Option 2: Installation from the Google Workspace marketplace

Go to the Google Workspace marketplace: https://workspace.google.com/marketplace

Search for “123 Toolkit for Domain contacts”
Click the button “Individual Install”
Go to Google Drive and start a new Google spreadsheet (https://sheets.new)
You find the add-on In the top menu bar of the Google Spreadsheet 'Extension'.

FAQ - Frequently Asked Questions

Do I need to be a Google Admin

The toolkit requires you to be a Google Workspace super admin. See Google help about this role: https://support.google.com/a/answer/33325.

Is there a check on duplicates before adding a new contact entry to the Directory?

Any spreadsheet row that you will have "Add" in the action column will be added to the Google Directory. Even empty rows, or double contacts. There is no check on this.

To ensure that this doesn't happen follow the following steps:

first list any existing contact in the Spreadsheet
add any new contacts to the Spreadsheet
use the Google Spreadsheet function 'Data cleanup' > Remove duplicates. (see screenshot below)

Is there a product roadmap available?

Toolkit seems fully loaded. Nothing on our roadmap. Do you miss a feature? Please send an email or fill in the contact form.

Is there a version history overview?

See the version history of the 123 Toolkit for Domain contacts

I get the error 'The data you entered in cell I? violates the data validation rules set on this cell.'

Issue description: When you try to download all your shared domain contacts to your spreadsheet, you get the error "Error: The data you entered in cell I123 violates the data validation rules set on this cell.". The error is due to an email address in your contacts which are not recognized by Google.

How to fix this: Select the 2 columns with email address, remove the data validation in those columns. See Google help (https://support.google.com/docs/answer/186103) for data validation functionality.

Is it possible to use the 'Contact' sheet in 2 or more Google Workspace domains?

To sync contacts to multiple Google Workspace domains (domain1.com and domain2.com), you need to follow the following approach:

share the spreadsheet in Google Drive from domain1.com to admin.user@domain2.com
the admin.user in domain2.com needs to be allowed to run the add-on
the admin.user in domain2.com needs to be an Google Admin with right to utilize the Google Admin SDK API (e.g. superadmin).

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