Whether you’re switching computers, backing up your data, or just trying to manage your professional network more efficiently, Microsoft Outlook provides robust tools to export and import contacts with ease. Though the process might sound technical, it’s quite user-friendly once you understand the steps involved. This guide will walk you through how to export and import contacts in Outlook, seamlessly preserving all your important information.
TL;DR
Exporting and importing contacts in Outlook is a fairly straightforward process that involves using the built-in Import/Export wizard. You can export your contacts into a CSV (Comma Separated Values) file, which can then be imported into another Outlook account or backup system. Most users will find the process easy with a few clicks through intuitive menus, though there are some minor variations based on the version of Outlook you’re using. Whether you’re migrating to a new computer or sharing contacts with a colleague, knowing this process will save you time and frustration.
Why Import and Export Contacts in Outlook?
There are several reasons you might want to export or import Outlook contacts:
- Moving to a new PC or Outlook account
- Backing up your contact list
- Sharing contacts with a colleague or team
- Syncing with third-party services or CRMs
No matter your reason, the process is essentially the same across most Outlook platforms.
How to Export Contacts from Outlook
Follow these steps to export Outlook contacts into a CSV file, which is a universal format compatible with many applications:
For Outlook 2016, 2019, and Microsoft 365:
- Open Outlook.
- Click on File in the top menu.
- Select Open & Export and then click Import/Export.
- Choose Export to a file and click Next.
- Select Comma Separated Values and click Next.
- Scroll down and select the Contacts folder from your account.
- Choose where to save the file and give it a recognizable name like MyOutlookContacts.csv.
- Click Finish.
The process may take a few moments depending on the size of your contact list. Once completed, you’ll have a CSV file you can store or transfer as needed.
How to Import Contacts into Outlook
Now that you’ve got your contacts in a CSV file, here’s how to bring them into another Outlook account:
For Outlook 2016, 2019, and Microsoft 365:
- Open Outlook and go to File.
- Select Open & Export and then choose Import/Export.
- Choose Import from another program or file, then click Next.
- Select Comma Separated Values and click Next.
- Browse to find the CSV file you exported earlier and specify how you want duplicates to be handled (replace, allow, or do not import duplicates).
- Choose the destination folder (usually Contacts) in your Outlook mailbox.
- Click Finish.
The import process begins, and within a few moments, your contacts should appear in your Outlook address book.
Tips for a Smooth Export/Import Experience
Although Outlook’s process is straightforward, keep the following tips in mind for best results:
- Clean your contact list first: Remove duplicates and outdated entries to ensure a tidy import.
- Use a meaningful file name: This makes it easier to identify your export files later on.
- Keep a backup: Always store the CSV in a cloud service or external device in case something goes wrong.
- Be aware of formatting: If you’re editing the CSV manually using Excel, do not change column headers or formatting—this can cause issues during import.
Variations in Outlook Versions
The basic steps for exporting and importing contacts remain similar across different versions of Outlook, but there are some UI variances:
In Outlook for Mac:
Mac users need to follow a slightly different set of steps as described below:
- Exporting: Go to File > Export > Contacts to a list (tab-delimited text).
- Importing: Use File > Import and select the appropriate source format.
In Outlook Web App (OWA):
For those using the browser version of Outlook, the steps are also different:
- Exporting: Go to People > Manage > Export contacts.
- Importing: Use People > Manage > Import contacts and upload the CSV file.
Common Issues and How to Fix Them
Here are some common hiccups users encounter and how to remedy them:
- Problem: Imported contacts aren’t displaying correctly.
Fix: Check the column headers in the CSV file. They must match Outlook’s expected fields. - Problem: Duplicates are being created.
Fix: During the import, select the option to “Do not import duplicates.” - Problem: Data fields are mismatched.
Fix: During import, Outlook provides a field mapping feature. Make sure you align CSV columns with the correct Outlook fields.
Advanced Users: Automating with Scripts or Add-ins
If you’re managing large volumes of contacts or performing routine backups, you might consider automating the process using PowerShell scripts or specialized Outlook add-ins. Tools like Outlook VBA scripting or integration with Microsoft Power Automate can streamline contact exports at scheduled intervals.
Some third-party CRM platforms also offer plug-ins that sync directly with Outlook, automatically managing contact data between platforms, which makes manual exporting a thing of the past.
Security and Privacy Considerations
Since you’re dealing with potentially sensitive personal or business contact information, always be cautious:
- Store your CSV files securely using encryption or password-protected folders.
- Be cautious sharing your contact files—especially if they include personal identifiers or phone numbers.
- Verify you’re complying with data privacy regulations like GDPR or HIPAA when managing contacts for business.
Conclusion
Understanding how to export and import contacts in Outlook empowers you to manage your data more effectively. Whether you’re switching devices, onboarding a team, or backing up critical information, this skill can save you from future headaches and data loss. By following the outlined procedures and tips, you ensure that your contact data remains accessible, organized, and secure across platforms and versions.
So the next time you’re preparing for a migration or just want to keep a backup, you’ll know exactly what to do—and it won’t feel like a daunting chore.