How to Export Contacts from Outlook

To move a large contact list out of Outlook, export it as a CSV file. A CSV stores contact details in rows and columns that spreadsheet and email programs can read. For sharing one or a few contacts, use a vCard file, which uses the .vcf format. The steps depend on which Outlook version you use: classic Outlook for Windows has an export wizard, while Outlook on the web has an export option in its People area.

Before you start, identify your Outlook version and the type of file you need.

Export contacts from classic Outlook for Windows #

Classic Outlook uses its Import and Export Wizard to export contacts to a CSV file. The wizard exports one folder at a time, so choose the folder that contains the contacts you want.

1. Open Outlook and select File.
2. Choose Open & Export, then Import/Export.
3. Select Export to a file, then choose Next.
4. Select Comma Separated Values, then choose Next.
5. Select the Contacts folder or the contact subfolder you want to export.
6. Choose Browse to set the file name and save location, then select Finish.

The steps follow the Outlook for Windows export instructions. The wizard exports every contact in the selected folder; it does not let you choose individual contacts. To export only some contacts, put them in their own folder first.

Outlook also lets you choose which contact details appear in the CSV. In the wizard, select Map Custom Fields to clear the default field selections. Then choose the fields you need and change their order. Choosing Finish without changing these selections exports the default fields. Microsoft notes that user-defined fields might not appear among the available fields in the mapping window, so check for custom data before relying on the CSV alone.

Export contacts from Outlook on the web #

In Outlook on the web, open People, select Manage contacts, and choose Export contacts. Select the contact folder to export and save the resulting CSV file. To export only some contacts, first move or copy them into a separate folder, then export that folder. The University of Iowa’s instructions describe choosing contacts from a specific folder during export.

In Outlook.com, selecting a contact list does not select a contact folder for export. A Microsoft moderator says Outlook.com’s export function typically exports all contacts even when you have selected a particular contact list. To export only a list’s members, the Microsoft Q&A response describes a manual workaround: export all contacts, then filter the CSV to the list’s members. Check the exported file before using it, especially when you need only some contacts.

The export menu varies by Outlook version. If you use new Outlook for Windows and do not see Export contacts in People, try Outlook on the web. Guidance about new Outlook’s CSV export is inconsistent, so rely on the commands available in your version rather than assuming every Outlook client has the same options.

Save or share contacts as vCards #

Use a vCard to share individual contacts or a small selection with someone who uses another mail or contact program. Microsoft describes vCards as .vcf files that recipients can import into programs such as Gmail or Apple Mail.

In Outlook’s People area, select one or more contacts, then choose Share, Forward Contact, and As a Business Card. Hold Ctrl while selecting contacts to choose more than one. Outlook attaches the vCards to a new message and also places a picture of each card in the message body. Choose As an Outlook Contact instead if you want to attach the contacts without those pictures. Microsoft provides these steps in its instructions for sharing contacts as vCards.

To save an individual contact as a file, open the contact and choose File > Save As. To attach a contact to an email, create a new message and choose Insert > Business Card. Microsoft’s vCard instructions cover both options.

Check the export before you rely on it #

Open the CSV in a spreadsheet and check that it contains the contacts and columns you expect. Empty cells are normal when a contact does not have information for a particular field. If you edit the CSV before importing it elsewhere, keep its column headings in the first row; changing or removing them can interfere with the import.

A CSV export preserves individual contact details, but classic Outlook does not preserve contact groups as groups. You will need to recreate distribution lists in the destination program. Custom fields also deserve a check because classic Outlook’s export mapping may not include user-defined fields.

The exported file contains personal data. Store it where access is limited. If it contains private information, do not send it through an unprotected channel.

Outlook for Mac #

Outlook for Mac has different export options. The University of Iowa’s instructions say that new Outlook for Mac does not support importing or exporting items, while legacy Outlook for Mac exports to an .olm archive file. A Microsoft Q&A response also describes the legacy Mac export as an archive option rather than a CSV export. If you need a spreadsheet, check the options in your installed Outlook version before starting; an archive file is not the same as a contact-only CSV.

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