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In this article I will show how you can quickly export contacts from Outlook 2016, 2013, 2010 and 2007 to an Excel spreadsheet. First I will explain how to use the build-in Outlook Import / Export function, and after that we will create a custom contacts view and copy / paste it to an Excel file. All of us need to export contacts from the Outlook address book to Excel once in a while. There may be various reasons to do this.
You may want to update all or some of your contacts, backup the contacts or make a list of your VIP clients so that your partner can take care of them during your vacation. Today we will dive into 2 possible ways of exporting Outlook contacts to Excel and I'm going to show how you can quickly do this in different Outlook versions:. Export Outlook contacts to Excel using the Import and Export function The Import/Export function is available in all Outlook versions.
However Microsoft failed to find little room for it on the ribbon (nor on the toolbar in earlier versions) so that it would be within easy reach. Instead, they seem to have been trying to hide this function deeper and deeper with each new version of Outlook, which is funny, because it's really useful. Read this article to learn how you can quickly export all needed details of all your Outlook contacts to an Excel worksheet at a time. Where to find Import/Export function in different Outlook versions Well, let's see where exactly the Import/Export wizard resides in each Outlook version and after that I will walk you step-by-step through exporting Outlook contacts into an Excel file. Import/Export function in Outlook 2016 and 2013 On the File tab, choose Open & Export Import/Export: Alternatively, you can open the same wizard by going to Options Advanced Export, like you do in Outlook 2010. Export function in Outlook 2010 On the File tab, choose Options Advanced Export: Import and Export function in Outlook 2007 and Outlook 2003 Click File on the main menu and choose Import and Export. It was pretty easy, wasn't it?;) How to export Outlook contacts to Excel using the Import/Export wizard Now that you know where the Import/Export feature is located, let's have a closer look at how to export contacts from your Outlook address book to an Excel spreadsheet.
We are going to do this in Outlook 2010, and lucky you are if you have this version installed:). Open your Outlook and navigate to the Import/Export function, as shown in the screenshots above.
![Save outlook contacts to file Save outlook contacts to file](/uploads/1/2/5/4/125493046/617432915.png)
I'll remind you that in Outlook 2010 you can find it on the File tab Options Advanced. On the first step of the Import and Export wizard, choose ' Export to a file' and then click Next. Select ' Comma Separated Values (Windows)' if you want to export your Outlook contacts to Excel 2007, 2010 or 2013 and click the Next button. If you want to export the contacts to earlier Excel versions, then select ' Microsoft Excel 97-2003'. Note that Outlook 2010 is the last version where this choice is available, in Outlook 2013 your only option is ' Comma Separated Values (Windows)'.
Select the folder to export from. Since we are exporting our Outlook contacts, we choose Contacts under the Outlook node, as shown in the screenshot below, and click Next to continue. Well, you have just chosen the data to export and now you need to specify where you want to save them. Click the Browse button to select a destination folder to save the exported file to. In the Browse dialog, type a name for the exported file in the ' File name' field and click OK. Clicking the OK button will bring you back to the previous window and you click Next to continue. In theory, this might be your final step, i.e.
If you clicked the Finish button right now. However, this would export absolutely all the fields of your Outlook contacts. Many of those fields contain inessential information like Government ID number or Car Phone, and they may only clutter your Excel file with redundant details.
And even if your Outlook contacts do not contain such details, empty columns would still be created in an Excel spreadsheet (92 columns altogether!). Given the above, it makes sense to export only those fields that you really need. To do this, click the Map Custom Fields button.
How to import your contacts from the Contacts application to Outlook or any other e-mail application. Note that in step 6 – you’ll need to pick Outlook data file to create a contacts.pst file. Import your.pst file contacts into Excel (csv / xlsx / xls files) If you already have a.pst file, you can import its contents into Microsoft Excel using Microsoft Outlook.
In the ' Map Custom fields' dialog window, firsts click the Clear Map button to remove the default map on the right pane and then drag the needed fields from the left pane. You can also drag the selected fields within the right pane upwards and downwards to rearrange their order. If you have accidentally added an unwanted field, you can remove it by simply dragging it back, i.e. From the right pane to the left. When you are done, click the OK button. For example, if you want to export a list of your clients, your settings may resemble the screenshot below, where only the business related fields are selected. Clicking OK will bring you back to the previous window (from step 7) and you click the Finish button.
All of your Outlook contacts are exported to a.csv file and now you can open it in Excel for reviewing and editing. How to export contacts from Outlook to Excel by copying / pasting Someone may call 'copy / paste' a newbie way, not suitable for advanced users and gurus. Of course, there is a grain of truth in it, but not in this particular case:) In fact, exporting contacts by copying / pasting has several advantages compared to the Import and Export wizard that we have just discussed. Firstly, this is a visual way, i.e. What you see is what you get, so you wouldn't see any unexpected columns or entries in your Excel file after exporting. Secondly, the Import and Export wizard lets you export most, but not all of the fields. Thirdly, mapping the fields and re-arranging their order might also be quite burdensome especially if you are choosing many fields and they do not fit within the visible, above the scroll, area of the window.
And the last but not the least, you need to recall where the Import and Export function resides in your Outlook, as you remember it has a different location in each Outlook version. All in all, copying and pasting Outlook contacts manually might be a faster and more convenient alternative to the build-in Import/ Export function. This approach works with all Outlook versions and you can use it to export your contacts to any Office application where copy / paste works, not just Excel. You start by creating a custom view that displays the contacts' fields you want to export.
In Outlook 2013 and Outlook 2010, switch to Contacts and on the Home tab, in the Current View group, click the Phone icon to display a table view. In Outlook 2007, you go to View Current View Phone List. In Outlook 2003, it is almost the same: View Arrange By Current View Phone List. Now we need to choose the fields we want to export. To do this, in Outlook 2010 and 2013, switch to the View tab and click the Add Columns button in the Arrangement group. In Outlook 2007, go to View Current View Customize Current View. And click the Fields button.
In Outlook 2003, the Fields button is under View Arrange By Customize. In the ' Show Columns' dialog, click on the needed field in the left pane to select it and then click the Add button to add it to the right pane that contains the fields to be shown in your custom view. By default, only the frequently fields are displayed, if you want more fields, open the drop-down list under ' Select available columns from' and choose All Contact fields. If you want to change the order of columns in your custom view, select the field you want to move on the right pane and click either Move Up or Move down button.
When you added all the desired fields and set the order of columns to your liking, click OK to save the changes. Tip: An alternative way of creating a custom contacts view is to right click anywhere on the row of field names and choose Field Chooser. After that you simply drag the fields you need to where you want them in the row of fields' names, as shown in the screenshot.
We have created a custom contacts view, which was actually the main part of the work. What is left for you to do is press a couple of shortcuts to copy the contacts' details and paste them to an Excel document. Press CTRL+A to select all the contacts and then CTRL+C to copy them to clipboard.
Open a new Excel spreadsheet and select cell A1 or any other cell that you want to be the 1st cell of your table. Right click the cell and choose Paste from the context menu, or press CTRL+V to paste the copied contacts. Save your Excel sheet and enjoy the results:) That's how you export Outlook contacts to an Excel worksheet.
Nothing difficult, is it? If you have any questions, or know a better way, don't hesitate to drop me a comment. Thanks for reading! Hi Jeff, Thank you for your question. For me to be able to give you the most accurate and correct answer, please let me know your Outlook version and how exactly you grouped the contacts by categories. Did you simply assign a category via the 'Categorize' context menu, or did you create an Additional Address book for each category, or several distribution lists?
If you used the Categorize option, then you can use the second approach described in the article -. Before you perform step 4, sort your contacts list by the 'Categories' column, simply by clicking it. Usually this column comes last in the list, in the right hand part of the screen.
Select only contacts of the business category and then copy/paste. Alternatively, you can export all contacts to Excel, and then sort by the 'Categories' column.
![Save Excel Contacts To Outlook For Mac Save Excel Contacts To Outlook For Mac](https://www.scrubly.com/blog/wp-content/uploads/2014/04/Export-CSV-from-Outlook-Outlook-to-CSV-icon2.png)
This seems to be an easier way. Hi Alexander, I have Outlook & Excel 2007.
I used your 2nd method (copy and paste) and it worked fine, except for one thing. The NAME of my Distribution Lists transferred over (just as all the Individual Contacts did), but the MEMBERS within the Distribution Lists didn't (and I didn't really expect that they would). I can get around that by opening each Distribution List up and copying/pasting into Word (or wherever), but is there a way to use either your Method 1 or 2 above to accomplish that? Thanks for your time and help - I appreciate it, Mike. I'm using Outlook 2013 and Word 2013.
If I export a contact list from Outlook or use the mail merge wizard in Word I get the same file. But it is NOT the contact list I see in Outlook. Some items that I deleted and no longer see in Outlook are in both the exported and mail merge file. I tried adding a new contact in Outlook. It does not show in Outlook but it is in the other 2 lists. I can manually edit the list but why aren't the results the same as what I see in Outlook? And why aren't new items showing up?
Hi everyone, First of all, great explananation!Nevertheless I have an issue when copy/pasting mij contacts to excel. When I changed my current view by selecting all the columns I want, there is a problem with the column 'adress for adress list'. When I use this column and copy all contacts to Excel, this information is placed in a different row (unerneath column A), this means that I have street name in one row, postal code and city in another.
I added an screenshot (see link below). This result is very inconvenient while using it for lists etc. I really want to use the column 'address for adress list' because I want one column with the adresses which are mostly used for sending stuff by mail. Some people have 3 addresses, one for work, one visiting address and one private address. IMGThe issue is that in the contactperson itself, the address has a automatic enter, while copying it to Excel it seems that this enter is copied. See image How can I solve this?
I am Dutch, so maybe I didn't use the common words for explaining my problem). I have the same problem.
Well bit different. I need to export huge amount of contact (Outlook 2013) for my boss to Excel 2013 spreadsheet. I went for with 'Copy/Paste' method. I added extra columns to divide the address as 'Street', 'City', 'Country/Region' and 'Postal Code'. As quite lots of the addresses have SECOND LINE in the address section: i.e.
Rose St Suite 456 Phoenix, AZ 85789 The SECOND Line and the rest of the addresses ended up in Column A, which is the next row. Also there were some with another line like the name of the building, which created another row.
So, one contact info was in THREE ROWS. I have too many to fix each one of them!
How can I get ALL the Street address, Suite No. Building name/No. In ONE CELL??? I use Outlook 2013 and I agree that MS is trying to make things more difficult in every new release. They started on this unholy path with that terrible ribbon where I as a so called welltrained and heavy user after all these years regularly stumbles on functions I cannot find.
It frustrates and slows down my use of Excel but I know of no alternative. Now this issue. Because all phone producers use different syntaxises with which they store telephone numbers I have to edit my telephone numbers before exporting them to my Siemens and to edit them another way for my Samsung. I call this consumer harassment.
I used to export my Contacts to csv. Edited it in Excel and imported it again in Outlook. A fast and easy procedure. But why keep a winning horse if you can make life miserable. Oulook 2013 generates a csv file with of all digits a simple KOMMA!
Do these people ever think or test there makings. Everywhere in a file there are komma's which now will be seen as field seperators and when you import this file again then you would get very funny results. I say 'would' because now comes the worst part: You won't get anything at all.
The file contains just one column where all the contents of a row are gathered in one field seperated by this notorious komma. Good importsoftware reconizes this and that system will work also. Of course a clever software maker would let you choose your own seperator (best is a exotic digit that is not otherwise present in your file.
I usely choose a #). Anyhow when importing Outlook does not knwow what to do with the file and you cannot import it.
Question 1: I have used both methods to export contacts - the EXPORT, and copying and pasting from an open VIEW. However in both cases, the address field ends up crossing over more than one Excel ROW, even when I use.csv Is it a problem in how my address field is entered? Which raises Question 2: on the default OUTLOOK entry form Address is just a 'free-form' block. But in reality there are individual Address fields behind it and it seems to decide ARBITRARILY which words/numbers go into which field. Can I change the TEXT BLOCK in that default form to show indiv addr fields?