What transferring Outlook contacts means and why you might do it
Transferring Outlook contacts means moving your stored contact list from one Outlook account to another account, or from Outlook on one device to Outlook on a different device. You might do this when you switch email providers, move to a new computer, or want to consolidate contacts across multiple accounts.
Outlook stores contacts in different places depending on which version you use — the desktop app (Outlook for Windows or Mac), Outlook on the web, or Outlook.com. The method you use depends on where your contacts live now and where you want them to go. Some routes are faster than others, and some work better if you're moving a large number of contacts.
The good news is that Outlook contacts export as a standard file format that most email services recognize, so you're not locked into staying with Outlook if you don't want to.
Key Takeaways
- Outlook contacts export as a .csv or .pst file, which you can then import into another Outlook account or email service.
- Desktop Outlook and Outlook on the web have different export steps, so you need to know which version you're using.
- If you're moving between Outlook accounts on the same device, you can often sync contacts automatically instead of exporting and importing.
- Large contact lists (hundreds or thousands of contacts) export faster through the desktop app than through Outlook on the web.
- After you import contacts into a new account, check for duplicates, since imported contacts don't automatically merge with existing ones.
Exporting contacts from Outlook on the web
If you use Outlook through a web browser (outlook.office.com or outlook.com), you export contacts directly from the Contacts folder. Open Outlook on the web, select Contacts in the left sidebar, then click the three-dot menu icon at the top and choose Export Contacts. Outlook downloads your contacts as a .csv file to your computer's default read folder.
This method works for any size contact list, but the web version can be slower if you have more than a few hundred contacts. The file downloads with a timestamp in the filename (like "contacts_2024-01-15.csv"), so you can keep multiple exports organized by date if you need to.
If you don't see an Export Contacts option, your account may have restricted permissions. Contact your email administrator or try exporting from the desktop version of Outlook instead.
Exporting contacts from Outlook desktop app
The desktop version of Outlook (for Windows or Mac) gives you more export options and typically handles large contact lists faster. Open Outlook, go to File > Open & Export > Import/Export. Select Export to a file, then choose either Comma Separated Values (.csv) or Outlook Data File (.pst).
Use .csv if you're importing into Gmail, Yahoo Mail, or another non-Outlook email service. Use .pst if you're moving everything (contacts, calendar, emails) to another Outlook account or backing up your entire mailbox. The .pst file preserves more information, like contact photos and custom fields, but only Outlook can read it directly.
After you choose the file type, select Contacts from the folder list, pick a location to save the file, and click Finish. The file saves to your computer, and you can then move it to another device or upload it to import into a new account.
Importing contacts into a new Outlook account
Once you have your contacts file (.csv or .pst), you can bring it into a new Outlook account. In the desktop app, go to File > Open & Export > Import/Export, select Import from another program or file, then choose the file type that matches what you exported. Browse to your contacts file, select it, and click Next.
Outlook asks where you want to import the contacts — choose Contacts folder. Then click Finish. The import usually completes in seconds for small lists and a few minutes for lists with thousands of contacts.
If you're importing into Outlook on the web, the process is similar but accessed through the web interface. Go to Contacts, click the three-dot menu, select Import Contacts, and upload your .csv file. The web version accepts .csv files only, not .pst files.
Moving contacts between Outlook accounts on the same device
If you have two Outlook accounts set up on the same computer and want to move contacts from one to the other, you don't always need to export and import. In Outlook desktop, you can often drag and drop contacts between accounts if both are visible in your folder list. Right-click the Contacts folder under your first account, hold it over the Contacts folder under your second account, and release.
This method works best for small numbers of contacts. For larger lists, export from the first account and import into the second using the steps above — it's faster and more reliable.
If you're using Outlook on the web with multiple accounts, you'll need to export from one account and import into the other, since the web version doesn't support drag-and-drop between accounts.
Handling duplicates and cleaning up after import
When you import contacts into an account that already has some contacts, Outlook doesn't automatically merge duplicates. If you import a contact named "John Smith" and you already have a "John Smith" in your new account, you'll end up with two separate entries.
After importing, scan your Contacts folder for duplicates. In Outlook desktop, you can use the Find Duplicates feature (available in some versions) or manually review contacts with the same name. Delete the duplicate you want to keep fewer of, or merge them by copying information from one to the other and deleting the extra entry.
In Outlook on the web, there's no built-in duplicate finder, so you'll need to look through your contacts manually or use a third-party tool designed for contact cleanup. Taking time to remove duplicates now prevents confusion later when you're looking up phone numbers or email addresses.
Transferring contacts to a non-Outlook email service
Most email services (Gmail, Yahoo Mail, Apple Mail, ProtonMail) accept .csv contact files. Export your Outlook contacts as a .csv file using either the web or desktop method above. Then log into your new email account, find the Contacts or People section, and look for an Import option.
In Gmail, go to Contacts, click the three-dot menu, select Import, and upload your .csv file. Yahoo Mail has a similar Import option in its Contacts section. Apple Mail and iCloud use a slightly different process — you may need to import the .csv into your Mac's Contacts app first, then sync to iCloud.
Before you import, check that your .csv file opens correctly in a text editor or spreadsheet program. Corrupted files sometimes fail to import, and testing first saves you from having to troubleshoot after the import fails.
Frequently Asked Questions
Can I transfer contacts from Outlook to my phone?
Yes. Export your contacts as a .csv file, then email the file to yourself or upload it to cloud storage. On your phone, read the file and open it with your phone's Contacts app or email service. Most phones can read .csv files directly, though the process varies by phone type and email provider.
What's the difference between .csv and .pst files?
.csv is a plain-text format that any email service can read — use this if you're switching away from Outlook. .pst is Outlook's native format and preserves all details (photos, notes, custom fields), but only Outlook can open it. Use .pst if you're moving to another Outlook account and want to keep everything intact.
Will my contact groups transfer when I export?
Contact groups (distribution lists) may not transfer cleanly in a .csv export, depending on your email service. Export and test with a small group first. If groups don't come through, you may need to recreate them manually in your new account, though individual contacts will be there.
How long does it take to transfer a large contact list?
Exporting usually takes seconds to a few minutes, even for thousands of contacts. Importing takes about the same time. The slowest part is often checking for duplicates afterward if you have a very large list. Plan for 15 to 30 minutes total if you're moving several thousand contacts and want to clean up duplicates.
What if the import fails or contacts don't show up?
Check that your .csv file isn't corrupted by opening it in a text editor or spreadsheet. Make sure you selected the Contacts folder during import, not a different folder. If contacts still don't appear, try exporting again from the source account and importing to a test folder first to see if the issue is with the file or the destination account.