You may need to move your Outlook contacts to another application or create a backup. The process involves using the built-in export wizard to save your contacts in a standard file format. This article provides the steps to export your contacts to a CSV file for spreadsheets or a vCard file for other email programs.
Key Takeaways: Exporting Outlook Contacts
- File > Open & Export > Import/Export: Launches the wizard to export contacts to a CSV or vCard file for backup or transfer.
- Comma Separated Values (CSV): Creates a text file ideal for importing into Excel, Google Contacts, or other database applications.
- vCard File (VCF): Generates a single file containing one or all contacts for easy sharing and import into Apple Contacts or Gmail.
Understanding Contact Export Formats
Outlook can save your contacts in several common file formats. The two most useful are CSV and vCard. A CSV file is a simple text file where each contact’s details are separated by commas. This format is perfect for opening in Microsoft Excel or uploading to web-based contact managers. It preserves basic fields like name, email, and phone numbers.
A vCard file uses the .vcf extension and is the standard for electronic business cards. You can export a single contact as a vCard to email it to someone. You can also export your entire contact folder as a batch of individual vCard files. This format is widely supported by mobile devices, macOS Contacts, and many webmail services.
Steps to Export Your Outlook Contacts
The export process uses the same wizard regardless of your chosen format. Ensure Outlook is running and you are viewing your main Contacts folder before you begin.
- Open the Import/Export Wizard
In Outlook, click the File tab in the top-left corner. Select Open & Export from the left menu, then click Import/Export. - Choose the Export Action
In the Import and Export Wizard dialog box, select Export to a file from the list of actions. Click Next to proceed. - Select the File Type
Choose the format for your export. For a spreadsheet, select Comma Separated Values. For a universal contact file, select vCard File (.vcf). Click Next. - Select the Contacts Folder
Expand the Contacts folder in the list and select the specific folder you want to export, such as your main Contacts or a custom subfolder. Click Next. - Choose the Save Location
Click the Browse button to choose where on your computer to save the file. Name the file clearly, like “Outlook_Contacts_Backup.” Click OK, then Next. - Confirm and Finish
The final screen shows the action to be performed. Review the path. Click Finish to start the export. A progress bar will appear and close when done.
Exporting a Single Contact as a vCard
For quick sharing, you can export one contact without using the wizard. Open your Contacts list. Double-click the contact to open it in a new window. Click the File tab within this contact window. Select Save As. In the Save As dialog, choose vCard Files (*.vcf) from the Save as type dropdown. Pick a location and click Save.
Common Mistakes and Limitations
Exported CSV File Has Missing or Garbled Data
This often happens when importing the CSV into a program that expects a different character encoding. During the export wizard, after selecting Comma Separated Values, you may see an option to choose a compatible format like “DOS” or “Windows.” For most modern uses, select the Unicode option for best compatibility. Also, custom contact fields in Outlook may not map correctly to the CSV columns.
vCard Export Creates Many Separate Files
When you export an entire folder as vCard, Outlook creates one .vcf file for each contact. This can result in hundreds of files in your chosen folder. This is the standard behavior for a batch vCard export. If you need all contacts in one file, you must use the CSV format instead. You can then use third-party tools to merge multiple vCards later.
Cannot Select Specific Contacts for Export
The built-in wizard only exports entire folders. To export a specific subset, first create a new temporary folder under Contacts. Drag the desired contacts into this new folder. Run the export wizard and select this temporary folder as your source. After the export is complete, you can delete the temporary folder without affecting the original contacts.
CSV vs vCard Export: Key Differences
| Item | CSV File Export | vCard File Export |
|---|---|---|
| Primary Use | Import into spreadsheets, databases, or bulk uploads | Share individual contacts or import into other email/phone apps |
| File Output | One single file containing all contacts | Multiple .vcf files, one per contact, from a folder export |
| Data Fidelity | May lose rich formatting, pictures, and custom fields | Better preserves contact photos and detailed field types |
| Best For | Creating a backup list or migrating to a new system | Transferring contacts to a mobile device or Apple ecosystem |
You can now reliably create backups of your Outlook contacts for safekeeping or transfer. Use the CSV format for a simple list to open in Excel. Use the vCard format for sharing with individuals or loading onto a phone. For a more advanced workflow, explore using Outlook’s Categories to tag contacts before exporting, allowing you to filter and export specific groups directly from the wizard by selecting a filtered view of your main Contacts folder.