How to Export Contacts from Microsoft Outlook
Outlook is a powerful email and calendar management tool used by millions of people worldwide. One of its useful features is the ability to store and manage contacts efficiently. Sometimes, you may need to export your contacts from Outlook to keep a backup, move them to another email service, or share them with others. Whether you’re using the desktop version of Outlook or the web-based Outlook.com, exporting your contacts is a straightforward process. This guide will walk you through the steps on how to export contacts from Outlook.
Why Export Contacts From Outlook?
Before diving into the steps, let’s explore why you might need to export your contacts:
- Backup: It’s always good to have a backup of your contacts in case you accidentally delete or lose them.
- Migration: If you’re moving to a new email service, exporting contacts can help you transfer them seamlessly.
- Sharing: Exporting contacts can allow you to share a list with colleagues, friends, or family.
- Integration: Sometimes, you may need to integrate your Outlook contacts into another software or system for business purposes.
How To Export Contacts From Outlook Desktop App
1. Open Microsoft Outlook
First, open the Microsoft Outlook application on your computer. Make sure you’re signed into the account from which you want to export contacts.
2. Go to the File Menu
- In the top-left corner, click the File tab. This will open the menu with various options like Open & Export, Info, Manage Account, etc.
3. Choose Open & Export
- In the menu, click on Open & Export on the left side.
- Then, select Import/Export. This opens the Import and Export Wizard, where you can choose different options for exporting your contacts.
4. Select Export to a File
- In the Import and Export Wizard, select Export to a file and click Next.
- This option allows you to create a file containing your contacts in a format you can easily import into another service or save as a backup.
5. Choose File Type
- Select the file type for exporting your contacts. You will have two main options:
- Microsoft Excel (CSV format): This option allows you to export contacts to a CSV (Comma Separated Values) file, which is compatible with most other email services and can be opened in spreadsheet software like Microsoft Excel or Google Sheets.
- Outlook Data File (.pst): This option exports all your Outlook data, including emails, calendar, and contacts, into an Outlook Data File.
- For most cases, CSV is the preferred choice as it can be imported into most other applications and services.
6. Select Contacts Folder
- After selecting the file type, you will be prompted to select the contacts folder you want to export.
- In the list of available folders, choose Contacts and click Next.
7. Choose Save Location and File Name
- Choose where you want to save the exported contacts file on your computer. You can also change the file name to something meaningful, such as “Outlook Contacts Backup”.
- Click Next after selecting the location.
8. Complete the Export
- After setting the destination folder, click Finish. Outlook will then export your contacts to the selected file format and location.
- If you selected CSV, the export process will be completed right away. If you chose the Outlook Data File (.pst) format, Outlook will ask you to create a password to protect the file (this is optional).
How To Export Contacts From Outlook.com (Web Version)
If you’re using the web-based version of Outlook, the process to export contacts is slightly different but still very easy to follow.
1. Sign In to Your Outlook.com Account
- Open your web browser and navigate to Outlook.com.
- Log in using your Microsoft account credentials.
2. Open the People Section
- In the Outlook.com interface, click on the People icon on the bottom-left corner of the screen. This icon looks like two people standing side by side. This will open your contacts list.
3. Choose Manage
- In the People section, click on the Manage dropdown menu at the top-right corner of the screen.
- From the dropdown, select Export contacts.
4. Choose Contacts to Export
- You will be prompted to choose which contacts you want to export:
- All Contacts: Export all your contacts stored in Outlook.com.
- Selected Contacts: Export only the contacts from a specific group or list.
- Select your preferred option.
5. Export to a CSV File
- Choose the export format, which will typically be CSV (Comma Separated Values).
- Click Export. The file will automatically download to your computer.
6. Save and Use the File
- Once the export is complete, the CSV file will be saved to your computer’s default download folder.
- You can open it in spreadsheet programs like Microsoft Excel or Google Sheets, or import it into other email services.
How To Import Exported Contacts Into Another Service
After exporting your contacts, you might want to import them into another service like Gmail, Apple Contacts, or even back into a new Outlook account. Here’s how to do it:
1. Importing Contacts to Gmail
- Log in to your Gmail account.
- Click the Google Apps icon in the top-right corner and select Contacts.
- On the left-hand menu, click Import.
- Choose the CSV file you exported from Outlook, then click Import. Your contacts will now appear in Gmail.
2. Importing Contacts to Apple Contacts
- Open the Contacts app on your Mac.
- In the menu bar, click File > Import.
- Select the CSV file you exported from Outlook, and the contacts will be added to your Apple Contacts.
3. Importing Contacts Back to Outlook
- Open Outlook and click on File > Open & Export > Import/Export.
- Choose Import from another program or file, then select Microsoft Excel or CSV.
- Browse for the CSV file, select it, and follow the prompts to import your contacts back into Outlook.
Troubleshooting Export Issues
1. Incorrect File Format
- Make sure you are using the correct file format when exporting contacts. The CSV format is widely accepted, but if you encounter issues, try exporting in a different format like PST (for Outlook).
2. Missing Contacts
- If some contacts are missing after exporting, double-check the folder you’ve selected for export. Ensure you’re exporting from the correct folder (e.g., Contacts).
3. Importing Errors
- If you face issues when importing contacts into another platform, ensure the CSV file is properly formatted. Some services may require specific fields or headers in the CSV file, so check the documentation of the service you’re importing into for any requirements.
Conclusion
Exporting contacts from Outlook is a useful process for backing up your data, migrating to a new email provider, or sharing contact lists with others. Whether you’re using the desktop version or the web-based Outlook.com, the process is simple and straightforward. By following the steps outlined above, you can quickly export your contacts and import them into other platforms when needed. Keep your contacts safe and easily accessible by exporting them regularly, especially if you rely on them for work or personal communication.