The fastest way to transfer contacts depends on where your contacts live now
If your contacts are in Outlook on your computer, you can move them to another Outlook account by exporting them as a file and then importing that file into the new account. The process takes about five minutes and works whether you are moving to a new Outlook account on the same computer, a different computer, or Outlook on the web. The method you use depends on which version of Outlook you have — desktop Outlook (the program you install) or Outlook on the web (the version you access through a browser).
The core idea is the same in all cases: you tell Outlook to save your contacts to a file, then you open that file in the new account and tell Outlook to read it back in. No contacts are lost, and you do not need to manually copy names one by one.
Key Takeaways
- Desktop Outlook exports contacts as a .pst or .csv file; Outlook on the web uses a .csv file only.
- Exporting from desktop Outlook takes three steps: open File, select Export, and choose your file type and location.
- Importing into a new account reverses the process: open File, select Import, and point to the file you saved.
- If you are moving between Outlook on the web accounts, you export from one account and import into the other using your browser.
- A .csv file (comma-separated values) works in almost any email program, while a .pst file only works in Outlook.
Exporting contacts from desktop Outlook
Open Outlook on your computer and go to the File menu at the top left. Click File, then look for an option that says "Open & Export" or straightforward "Export". Click that option. Outlook will show you a list of things you can export — select "Contacts" from that list.
Next, Outlook asks you which folder of contacts to export. If all your contacts are in your main Contacts folder, select that. If you have organized contacts into subfolders, you can export one folder at a time or select the parent folder to export everything at once. Click Next.
Outlook now asks what file format you want. Choose either .pst (Outlook Data File) or .csv (Comma Separated Values). A .pst file preserves all contact details exactly as they appear in Outlook. A .csv file is simpler and works in almost any email program, but it may not save every custom field you created. For moving between Outlook accounts, either works — use .pst if you want to preserve everything, or .csv if you plan to use the contacts in other programs later.
Choose where to save the file on your computer — your Desktop or Documents folder is easiest to find later. Give the file a clear name like "My Contacts" or "Outlook Contacts Backup". Click Finish. Outlook saves the file and you are done exporting.
Importing contacts into a new Outlook account on the same computer
Open Outlook and sign in to the new account you want to move contacts into. Go to File at the top left, then select "Open & Export" or "Import". This time, click "Import".
Outlook asks what you want to import from. Select "Outlook Data File (.pst)" if you exported a .pst file, or select "CSV file" if you exported a .csv file. Click Next.
Outlook asks you to find the file you saved. Click Browse, navigate to where you saved it (Desktop or Documents), select the file, and click Open. Outlook shows you the file name to confirm. Click Next.
Outlook now asks where to put the imported contacts. You will see a list of folders in your new account. Select "Contacts" to put them in your main contacts folder. If you want to create a new folder to keep them separate while you review them, you can do that too. Click Next, then Finish. Outlook imports the contacts and displays a summary when done.
Moving contacts between Outlook on the web accounts
Open Outlook on the web in your browser and sign in to the account that has the contacts you want to move. Look for the app launcher — a grid of nine dots in the top left corner. Click it and select "People" or "Contacts".
Once you are in your contacts, look for a menu or settings option — usually three dots or a gear icon. Select the option to export or read contacts. Outlook on the web exports as a .csv file only. Choose where to save it on your computer and note the file name.
Now sign out of that account and sign in to the new Outlook on the web account you want to move contacts into. Go back to People or Contacts. Look for an import or upload option — this is often in the same menu where export was. Select it, then browse to the .csv file you just saved. Click Open or Import. Outlook on the web reads the file and adds the contacts to your new account.
What to do if contacts do not appear after importing
Sometimes contacts import but do not show up right away. Refresh your browser or close and reopen Outlook to force it to reload. If you are using desktop Outlook, close the program completely and open it again.
If contacts still do not appear, check that you imported them into the right folder. In desktop Outlook, go to File, then "Open & Export", then "Open Outlook Data File" and select the .pst file you created. This opens the exported file as a separate window so you can see what is actually in it. Verify the contacts are there, then try importing again and make sure you selected the correct destination folder.
If you exported a .csv file and some contact information is missing — like phone numbers or addresses — this is normal. The .csv format does not preserve every field that Outlook stores. If this happens, export as a .pst file instead and import that. The .pst format keeps everything.
Transferring contacts to a different email program
If you are moving to Gmail, Yahoo Mail, or another email service, export your Outlook contacts as a .csv file. The .pst format only works in Outlook, so .csv is your only option for other programs. Once you have the .csv file, go to your new email service and look for an import or upload contacts option — most services have this in Settings or Contacts. Upload the .csv file and the service reads it and adds your contacts.
Some email services may not recognize every field in your Outlook contacts — for example, custom categories or notes you added. The basic information (name, email, phone, address) almost always transfers correctly. If you have highly customized contact records, you may need to review and edit them after importing.
Frequently Asked Questions
Can I transfer contacts without exporting a file?
No, Outlook requires you to export to a file first. There is no direct "copy contacts to another account" button. However, the export and import process is fast — usually under five minutes total — and it is the safest way to move contacts because you keep a backup file on your computer.
What if I have contacts in multiple folders?
Export each folder separately and give each file a different name, or export the parent folder that contains all your subfolders. When you import, Outlook recreates the folder structure in your new account. If you export the parent folder, all subfolders and their contacts come along.
Will duplicate contacts appear if I import twice by mistake?
Yes. If you import the same file twice into the same account, you will have two copies of each contact. Outlook does not automatically detect and remove duplicates during import. If this happens, you can use Outlook's built-in duplicate finder — in desktop Outlook, go to Home and look for "Find Duplicates" in the Tools section.
Is my contact information safe when I export it?
The .pst and .csv files are saved on your computer in plain text or a straightforward format. Anyone with access to your computer can open and read them. Store the file in a find location and delete it once you have confirmed the import worked. Do not email the file or upload it to an unsecured cloud service.
Can I transfer contacts from Outlook to my phone?
Not directly through export and import. However, if you sign into your Outlook account on your phone using the Outlook app or your phone's built-in email setup, your contacts sync automatically. You do not need to export or import — just add the account to your phone and the contacts appear.