Outlook Contacts Overview

Contacts from Outlook is a type of data within the Outlook.com service that represents individuals' email addresses. These contacts are primarily used for communication purposes and can be managed on the People page, where users have the ability to view, create, and edit both individual contacts and contact lists. Contacts can be created from scratch, added from an email, or organized into contact lists, which are also known as distribution lists.

Contact lists serve a key functionality in Outlook; they are collections of email addresses that enable users to send emails to multiple recipients simultaneously. These lists are created in the default Contacts folder but can be organized in different folders as per user preference. Adding contacts to these lists can be done by editing the list and directly adding people, or by selecting contacts and using the "Add to list" option available on the toolbar.

Exporting Contacts from Outlook to a CSV File

General Instructions for Exporting Contacts

The process of exporting contacts from Outlook involves saving a copy of your contacts to a CSV file. This file can then be used to import the contacts into another email account or to update contact information. The exact steps to export contacts may vary depending on the version of Outlook you are using. Once the export process is complete, the Import and Export Progress box will close, and the CSV file is typically saved to the Downloads folder. It is normal for the CSV file to have a number of empty cells, especially if some contact fields were not used.

Exporting Contacts Using the File Menu

To export contacts from Outlook to a Comma Separated Values (.csv) file, begin by selecting 'File' from the top menu. Then, navigate to 'Open & Export' and choose 'Import/Export.' Proceed by selecting 'Export to a file' and then choose 'Comma Separated Values.' You will need to select the email account from which you want to export contacts. After specifying where to save the .csv file by clicking 'Browse…', type in a desired file name for the .csv file and select 'OK.' Conclude the process by clicking 'Finish.' The exported file can then be opened in Excel to examine and edit the data before importing it into another program.

Exporting Contacts for Use in Another Email Program

When moving contacts to a different email program, exporting them as a CSV file is a common method. Start by selecting 'File,' then 'Open & Export,' followed by 'Import/Export.' Choose 'Export to a file' and then select 'Comma Separated Values.' Proceed by selecting the contacts you wish to export and choose where to save the .csv file. After naming the file, select 'Finish' to complete the export. The resulting CSV file will be ready for use with another email program or for updating contact information as needed. After the export, you may remove the account from your version of Outlook if necessary.

Streamline Contact Management with Sourcetable

Transitioning contacts from Outlook into a spreadsheet is now more seamless than ever with Sourcetable. By syncing your live data directly from Outlook, Sourcetable eliminates the need to export your contacts to a CSV file before importing them into another spreadsheet program. This direct integration not only saves time but also reduces the potential for data loss or formatting errors that can occur during the traditional export and import process.

Sourcetable's ability to automatically pull in data from multiple sources allows for real-time updates and ensures that your contact list is always current, without the need for manual refreshes. Its spreadsheet interface is intuitive and user-friendly, making it easy to query and analyze your data without the steep learning curve often associated with complex business intelligence tools. Embrace the power of automation with Sourcetable and enhance the efficiency of your contact management.

Common Use Cases

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  Migrating contacts to a different email service
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  Making a regular backup of contacts
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  Transferring contacts to another Outlook account on a different computer
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  Verifying and updating contact information using Excel
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  Importing contacts from one Outlook profile to another

Frequently Asked Questions

How do I export my Outlook contacts to a CSV file?

Open Outlook and select People from the left navigation bar. Then, select Manage contacts on the Home tab and choose Export Contacts. Select which contacts you want to export, choose Export, and the CSV file will be saved to the Downloads folder.

What should I do if I can't find the People option in the left navigation bar of Outlook?

If the People option is not visible in the left navigation bar, you should select More apps and then People to add it to the navigation bar. Then, you can proceed to export your contacts.

How can I ensure that all my contacts have been exported to the CSV file?

After exporting your contacts to a CSV file, open the CSV file in Excel to verify that all your contacts are present. Make sure to close the CSV file without saving any changes if you do not intend to update your contacts.

Can I use the CSV file to import contacts into another email account?

Yes, you can use the CSV file to import your contacts into another email account.

What if I am using a different version of Outlook or Outlook for Mac?

If you are using Outlook on a Mac, Outlook.com, Outlook on the web, or a different version of Outlook, you should refer to the instructions specific to that version for exporting contacts.