You need to add many contacts to Outlook from a spreadsheet or another program. A CSV file is a common format for storing contact data that can be transferred between applications. This article explains how to prepare your CSV file and use the Outlook Import and Export Wizard to add the contacts to your address book.
Key Takeaways: Importing Contacts to Outlook
- File > Open & Export > Import/Export: Launches the wizard that guides you through selecting the CSV file and mapping data fields.
- Map Custom Fields dialog: Allows you to match your CSV column headers to Outlook contact fields like First Name and Email Address.
- Save exported file as .CSV in Outlook: The best way to create a template file with the correct column structure for future imports.
Preparing Your CSV File for Outlook
A CSV file is a plain text file where each line represents one contact and commas separate the values for each field. Outlook requires the first row to contain headers that name each column. While you can map any header name during import, using Outlook’s default field names simplifies the process. Common fields include First Name, Last Name, Email Address, Business Phone, and Company. Ensure your data is clean, with no extra commas within fields, as this can break the file structure.
The simplest way to get a correctly formatted template is to export a few sample contacts from Outlook first. This creates a CSV file with the exact header names Outlook expects. You can then open this file in a spreadsheet program like Microsoft Excel, delete the sample data, and paste in your new contact information, keeping the header row intact. Save the file again in CSV format when finished.
Steps to Import a CSV File Into Outlook Contacts
- Open the Import and Export Wizard
In Outlook, go to File > Open & Export > Import/Export. This opens the Import and Export Wizard dialog box. - Select the import action
In the wizard, choose “Import from another program or file” from the list and click Next. - Choose the file type
On the next screen, select “Comma Separated Values” and click Next. - Browse to your CSV file
Click the Browse button to locate and select your prepared CSV file. Choose how to handle duplicates: you can allow duplicates, replace duplicates with the imported items, or not import duplicates. Click Next. - Select the destination folder
Choose the Contacts folder where you want to add the new contacts. This is typically your main Outlook Contacts folder. Click Next. - Map the custom fields
This is the most important step. Click the “Map Custom Fields” button. A new window opens showing your CSV file’s column headers on the left and Outlook’s contact fields on the right. Drag a header from the left and drop it onto the matching Outlook field on the right. For example, drag “Email” to “Email Address”. Review all mappings before proceeding. - Complete the import
After mapping fields, click OK in the Map Custom Fields window, then click Finish in the main wizard. Outlook will import the contacts. A status window will appear and close when done.
Common Mistakes and Things to Avoid
Import Fails or Shows Garbled Text
This often happens if the CSV file was saved with the wrong encoding. When saving from a text editor or spreadsheet program, ensure you choose CSV (Comma delimited) or a similar option. Avoid Unicode or UTF-8 formats unless your data requires special characters. Re-save the file with standard comma separation and try the import again.
Some Contact Fields Are Empty After Import
This occurs when column headers in your CSV file do not match Outlook’s expected field names and were not mapped correctly. Open the CSV file to verify the header names. Return to the Map Custom Fields step in the import wizard and manually drag each unmapped column to its corresponding Outlook field. Pay special attention to multi-part fields like names and addresses.
All Data Imports Into a Single Contact Field
If your entire first contact appears in the Notes field, your CSV file likely lacks proper column separation. Open the file in a plain text editor like Notepad. Confirm that each field value is separated by a comma and that text containing commas itself is enclosed in double quotes. Correct the formatting and save the file before attempting another import.
Manual Entry vs CSV Import Comparison
| Item | Manual Entry in Outlook | CSV File Import |
|---|---|---|
| Best for | Adding one or two contacts | Adding tens or hundreds of contacts |
| Speed | Slow, requires typing each field | Fast, processes all data at once |
| Data Source | Direct input by user | Existing spreadsheet or database export |
| Error Risk | Typographical mistakes | File formatting or field mapping errors |
| Setup Time | None | Time needed to prepare and map CSV file |
You can now efficiently add large contact lists to your Outlook address book. Use the export function first to create a perfect template for future imports. For advanced management, explore the Categories field in your CSV to automatically group imported contacts for easier sorting and filtering.