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Whether you’re moving to a new device or a new email client, you’re probably wondering how you can move all your contacts – work, friends, clients, or even family without losing them or doing it manually.
In Outlook, this is rather straightforward. In this guide, I will take you through the entire process of exporting your contacts in Outlook.
We’ll cover two different methods – Outlook Web and Outlook for PC/Mac so that you have all the information you need, no matter what platform you’re currently on.
Let’s jump in.
Table of Contents
- How to Prepare Before Exporting your Outlook Contacts
- Step-By-Step Instructions to Export Contacts From Outlook
- Frequently Asked Questions (FAQs)
- Final Word
How to Prepare Before Exporting your Outlook Contacts
Before we get into the how-to guide, there’s a few things you should do to prepare as good practice and also to ensure you’re priming your Outlook for next steps. This will also help avoid any potential issues and ensure a smooth export process. Here are a few key steps to take before you begin:
1. Ensure You Have the Necessary Permissions
First and foremost, make sure you have the necessary permissions to export contacts from Outlook. If you’re using Outlook at work or as part of an organization, you might need administrative privileges. Check with your IT department if you’re unsure about your permissions.
2. Check the Version of Outlook You’re Using
The steps to export contacts can vary slightly depending on the version of Outlook you are using. Identifying your Outlook version will help you follow the correct procedure. Here’s how to check your version:
- Outlook on Windows: Open Outlook, click on the ‘File’ tab, select ‘Office Account’ (or ‘Help’ in older versions), and look for your version information.
- Outlook on Mac: Open Outlook, click on ‘Outlook’ in the menu bar, and select ‘About Outlook’.
- Outlook Web App: The version is generally the latest, but make sure your web browser is up to date.
3. Prepare a Suitable Location to Save the Exported File
Decide where you will save the exported contacts file on your computer. Choose a location that is easy to find and remember, such as a dedicated folder for email backups. Ensure there is enough space on your hard drive for the file.
Once this is done, you’re ready to smoothly export your contacts from Outlook with zero hitches. Now, let’s move on to the detailed steps.
Step-By-Step Instructions to Export Contacts From Outlook
Exporting contacts from Outlook can be done easily with the right steps. The process varies slightly depending on whether you are using Outlook on Windows/Mac or the Outlook Web. Let me break down the steps for both of them.
1. How to export contacts from Outlook Web
Step 1: Click on the ‘people’ icon on the navigation bar on the left.
Step 2: Next, click on the ‘Manage contacts’ icon on the far right on the toolbar and then ‘Export contacts’.
Step 3: Next, under ‘Contacts from this folder’ select an option or export all contacts.
Step 4: You’re all done. The export is complete. You can import the contacts into other email apps or Outlook versions based on what your specific goal is.
Note: Your contacts are saved as a .csv file in your computer’s Downloads folder.
2. How to Export Contacts from Outlook App
Step 1: Open up your Outlook app and click on ‘File’.
Step 2: Then click on ‘Open & Export’ followed by ‘Import/Export’.
Step 3: Then under ‘Choose an action to perform’ select – ‘Export to a file’.
Step 4: Then choose ‘Comma Separated Values’ and select the ‘Contacts’ folder under your account.
Step 5: Then choose ‘Browse’,name your file, and then hit ‘Ok’.
Step 6: Confirm where you want this new contacts file to be saved on your computer and select ‘Next’.
Step 7: Select ‘Finish’ to begin exporting your contacts. You’ll be able to view a progress bar.
Step 8: Find the new .csv file on your computer and open it with Microsoft Excel to verify that all your contacts are present. (Don’t worry if you have a lot of empty cells, that’s normal.)
Now that you have your contacts on a .csv file you can import them to another device or another email service based on what you need.
Frequently Asked Questions (FAQs)
1. What should I do if I can’t find the ‘Import/Export’ option in Outlook?
If you can’t find the ‘Import/Export’ option, make sure you are in the correct Outlook version. The steps may vary slightly depending on the version you are using. If you are still having trouble, consult the Outlook help documentation or support.
2. Is it possible to export only selected contacts from Outlook?
By default, Outlook exports all contacts from the selected folder. To export only specific contacts, you can create a new contacts folder, move the selected contacts into that folder, and then export that specific folder.
3. What file format should I use to export contacts for importing into another email service?
The most commonly used file format for exporting contacts is CSV (Comma Separated Values), as it is compatible with most email services and contact management applications.
4. Are there any limitations on the number of contacts I can export from Outlook?
There are no specific limitations on the number of contacts you can export from Outlook, but the process may take longer if you have a large number of contacts. Ensure that you have enough storage space for the exported file.
5. What should I do if my exported contacts CSV file is not opening correctly?
If your CSV file is not opening correctly, try opening it with a text editor to check the format. Ensure that it follows the correct CSV structure with proper delimiters. You can also try importing it into a spreadsheet application like Excel to check the data.
Final Word
Now you know all there is to know about exporting contacts from Outlook correctly and easily. Normally, it’s good practice to export your contacts proactively as a back-up to ensure you never lose them. But this process also comes handy when you’re moving to a new email client from Outlook or even just a new email address. After all, you don’t want to misplace the contacts you’ve accumulated over the years using Outlook, especially if you use it for work.
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