How to download contacts from Outlook? There are any number of reasons a user may need to export their contacts from Outlook; to use those contacts in a mail merge; to create an invite list for a specific event; or to import them for use in another application (such as personal email or CRM).
Regardless of the reason, there are different ways of exporting contacts depending on the user’s version of Microsoft Outlook and Outlook Web. Take for example a user who needs to export their contacts from Outlook in order to send a marketing communication note using a 3rd party emailing tool.
The first thing you want to do is establish which version of Outlook (you will need to be logged into your Microsoft account to access this resource) the user is running
How to download contacts from Outlook?
Using an email platform often involves a collection of contacts that you’ve developed over time. While Microsoft Outlook can create a list of contacts for you based on the emails you send and receive, sometimes it may be necessary to move them to another program. Knowing how to export your contacts can help you save time by allowing you to quickly move them from one platform to another.
In this article, we explain how to export your Outlook contacts and why it’s important, then provide tips for completing the process as efficiently as possible.
How to Export Contacts from Outlook (PC or Mac):
- Open Outlook and click “File” in the top left corner.
- Choose “Open & Export” from the drop-down menu, then “Import/Export.”
- In the wizard, select “Export to a file” and click “Next.”
- Choose “Comma Separated Values” and select the Contacts folder under your account.
- Pick a folder to save your exported file, give it a name, and click “Next.”
- Review the export options and click “Finish” to start exporting your contacts.
- Find the new .csv file on your computer, open it with Excel, and check your contacts are there. Edit the file in Excel if needed before importing it to another email app.
How to Export Contacts from Outlook Web:
- Sign in to Outlook.com.
- Click “People” at the bottom left corner to visit the People page.
- On the toolbar’s far right, select “Manage” and then “Export contacts.”
- Choose to export all contacts or only those from a specific folder, and click “Export.”
- At the bottom, click “Save” to save “contacts.csv” in your default Downloads folder or click the arrow next to “Save” and choose “Save as” to pick a different location.
Once the export is complete, you can import the contacts into other email apps or Outlook versions by following their import instructions.
Where Are Outlook Contacts Stored?
One of the easiest ways to find your Outlook contacts is to navigate to the “People” tab of Outlook Web. This is where you can add new contacts, delete any you no longer need, and organize them into lists. It will also let you know if those contacts are synced to the cloud. When you click “Manage” in the top right, you can choose to import contacts, export contacts, and link duplicate contacts.
To learn more about how to manage your Outlook contacts, here’s a complete guide about it.
Storing Your Contacts in One Database
The tips in this article will help you get all of your email contacts into one database or inbox. Not only does this make it easier to execute your next email campaign, but it will also help ensure that no contacts are overlooked because they’re stored in an outdated location. Getting all of your contacts in one place can make all of the difference between converting a potential prospect and missing an opportunity to close a sale.
Can I export contacts from Outlook on a Mac?
Yes, you can export your contacts from Outlook on a Mac by following the same steps mentioned in this article. The process is similar to exporting contacts on a PC, and both systems allow you to save the contacts as a .csv or .pst file, which can be imported into other email clients or used as a backup.
What file format is used for exporting contacts from Outlook?
Outlook primarily uses the .pst (Personal Storage Table) file format for exporting contacts. However, when exporting contacts as a file, you have the option to save them as a .csv (Comma Separated Values) file, which is more universally compatible with other email clients and services.
Can I export only specific contacts from Outlook?
Yes, you can choose to export only specific contacts from Outlook. During the export process, you can apply filters to select the contacts you want to export. This can be helpful if you need to share only a subset of your contacts with a colleague or if you want to create a backup of specific contacts, such as work-related or personal ones.
How do I import contacts into a different email app?
The process of importing contacts into a different email client may vary depending on the client you are using. However, most email clients provide an option to import contacts from a .csv or .pst file. You can use the exported file from Outlook to import your contacts into the new email client. To do this, look for an “Import” or “Import Contacts” option within the settings or menu of your new email client, and follow the steps provided by the app.
How often should I export my Outlook contacts?
It is recommended to export your Outlook contacts regularly, especially if you make frequent changes to your contacts or use Outlook for professional purposes. This will ensure that you always have a backup of your important contacts in case something goes wrong with your account. The frequency of exporting your contacts may vary depending on your needs, but it is generally a good idea to perform this process at least once a month, or more frequently if you are updating contacts or adding new ones often.
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