How to Export and Import Contacts in Outlook

Managing contacts efficiently is an important part of using Microsoft Outlook for personal communication, business collaboration, and organizational workflows. Whether you are moving to a new computer, backing up important contact lists, migrating between email accounts, or sharing address books with colleagues, Outlook provides built-in tools to export and import contacts easily.

Outlook supports exporting contacts into formats such as CSV and PST, allowing users to transfer contact information between Outlook, Gmail, mobile devices, and other email services. Importing contacts is equally useful when restoring backups or syncing address books across platforms.

In this guide, we’ll walk you through how to export and import contacts in Outlook on Windows.

Why Export or Import Outlook Contacts?

Users commonly export or import contacts for:

• Contact backups
• PC migration
• Switching email providers
• Sharing contact databases
• Restoring deleted contacts
• Synchronizing address books

Exporting contacts helps ensure important email addresses and business information remain secure and portable.

Types of Outlook Contact Export Formats

Microsoft Outlook mainly supports:

CSV (Comma-Separated Values)

Best for:

• Gmail imports
• Excel editing
• Cross-platform migration
• Mobile synchronization

PST (Outlook Data File)

Best for:

• Full Outlook backups
• Preserving folders and metadata
• Outlook-to-Outlook migration

How to Export Contacts in Outlook

Method 1: Export Contacts as CSV File

CSV is the most commonly used export format.

1. Open Outlook

Launch:
Microsoft Outlook.

2. Open the Import and Export Wizard

1. Click: File
2. Select: Open & Export > Import/Export

This opens the Import and Export Wizard.

3. Choose Export Option

1. Select: Export to a file
2. Click: Next

4. Select CSV Format

1. Choose: Comma Separated Values
2. Click: Next

5. Select Contacts Folder

1. Choose: Contacts
2. Click: Next

6. Choose Export Location

1. Click: Browse
2. Select a save location.
3. Enter a file name.
4. Click: Finish

Outlook will export your contacts into a CSV file.

How to Export Contacts as PST File

PST files preserve more Outlook data and metadata.

Steps

1. Open: File > Open & Export > Import/Export
2. Choose: Export to a file
3. Select: Outlook Data File (.pst)
4. Select the Contacts folder.
5. Choose a save location.
6. Complete the export process.

This creates a full Outlook-compatible contact backup.

How to Import Contacts Into Outlook

Method 1: Import CSV Contacts

1. Open Outlook

Launch:
Microsoft Outlook.

2. Open Import Wizard

1. Navigate to: File > Open & Export > Import/Export

3. Choose Import Option

1. Select: Import from another program or file
2. Click: Next

4. Select CSV File Type

1. Choose: Comma Separated Values
2. Click: Next

5. Browse for the CSV File

1. Click: Browse
2. Select the exported contacts file.
3. Choose duplicate handling options:
   • Replace duplicates
   • Allow duplicates
   • Do not import duplicates

6. Select Contacts Folder

1. Choose the destination: Contacts
2. Click: Finish

Your contacts will now import into Outlook.

How to Import PST Contact Files

Steps

1. Open: File > Open & Export > Import/Export
2. Select: Import from another program or file
3. Choose: Outlook Data File (.pst)
4. Browse for the PST file.
5. Select the Contacts folder.
6. Complete the import process.

This restores Outlook contacts from a PST backup.

How to Export Outlook Contacts From Outlook Web

If using Outlook on the web:

1. Open:

Outlook Web

2. Open: People
3. Click: Manage contacts > Export contacts
4. Download the CSV file.

This exports contacts directly from the cloud account.

Common Outlook Contact Import Problems

Duplicate Contacts

Importing the same file multiple times may create duplicates.

Use:

Do not import duplicates

during import if necessary.

Missing Contact Fields

CSV mapping issues may cause:

• Missing phone numbers
• Incorrect names
• Empty email fields

Use the:

Map Custom Fields

option during import if needed.

Corrupted PST Files

Damaged PST files may fail to import.

Use:
Inbox Repair Tool (SCANPST.EXE) to repair corrupted PST files.

Tips for Managing Outlook Contacts

Backup Contacts Regularly

Frequent exports help prevent accidental contact loss.

Use CSV for Cross-Platform Compatibility

CSV works well with:

• Gmail
• Apple Contacts
• Android devices
• Excel

Use PST for Full Outlook Backups

PST preserves:

• Metadata
• Folder structures
• Outlook formatting

Organize Contacts Into Groups

Using contact groups improves email management and collaboration.

Conclusion

Microsoft Outlook provides flexible options for exporting and importing contacts using CSV and PST formats. Whether you are backing up contacts, switching devices, migrating between email services, or restoring address books, Outlook makes the process relatively straightforward.

By following the steps outlined above, you can safely export and import contacts in Outlook while preserving important communication data across systems and accounts.