Outlook: How to Export Another User’s Contacts

To export another person’s Outlook contacts, you need permission to view their Contacts folder; the simplest option is often to ask the owner to export it and send you the file. If you have authorized access, open the shared folder in classic Outlook for Windows and use File > Open & Export > Import/Export to save the folder as a CSV file, if Outlook lists it in the export wizard.

What “another user’s contacts” can mean

Outlook can display several kinds of people records, and they do not all export in the same way. A person may mean contacts saved in a user’s personal Contacts folder, contacts in a shared mailbox, or names in an organization’s address list. First identify which source you need. A personal Contacts folder contains records maintained by that mailbox’s owner; an organization address list is managed in Microsoft 365 or Exchange and is not simply another user’s Contacts folder.

There is also a difference between seeing a person’s details in an email and having access to their contacts folder. An email address in a message, autocomplete suggestion, or address book search does not give you permission to export the person’s saved contacts. Outlook needs to be able to open the actual folder, and your organization may apply additional restrictions to sharing or exporting its contents.

Get permission before you export

Ask the contact-folder owner or your Microsoft 365 administrator to grant access through the organization’s approved process. For a folder shared directly with you, read access is generally enough to view the contacts. You do not need editing rights just to make a copy, and requesting more access than necessary is not a good workaround for an export problem.

The owner can share the Contacts folder or ask an administrator to provide the appropriate mailbox access. The precise sharing controls depend on the account type, Outlook version, and organizational policy. Full Access to a mailbox is broader than access to one folder: it may let you open other mailbox content, so it should be granted only when that level of access is appropriate. Being able to open a folder does not necessarily mean your organization permits you to store or redistribute its data.

Export a shared Contacts folder in classic Outlook for Windows

These steps apply to classic Outlook for Microsoft 365 on Windows, not the newer Outlook interface. They work when the shared Contacts folder is accessible in your Outlook profile and appears as a selectable folder in the export wizard. Menu wording can vary slightly by build.

Open classic Outlook and confirm that you can see the other user’s Contacts folder. If it is not visible, use File > Open & Export > Other User’s Folder, enter or select the person’s name, choose Contacts as the folder type, and open it. Your organization’s setup may require the owner or administrator to add the folder to your profile first.
Choose File > Open & Export > Import/Export.
Select Export to a file, then choose Comma Separated Values. Select the CSV option offered by your Outlook installation.
In the folder list, locate the shared mailbox or user and select the Contacts folder you are authorized to export. Check the folder name carefully: choosing your own Contacts folder instead is an easy mistake.
Choose a destination and file name, then finish the wizard. If prompted, map custom fields so the information you need is included in the output.

If the shared folder is open but does not appear in the wizard, do not assume that changing permissions to owner-level access is the right fix. Outlook’s export wizard may not expose every delegated folder in every profile or configuration. Ask the owner to run the export, or ask your administrator about an approved way to access the mailbox or export its data.

New Outlook, Outlook on the web, and Mac

New Outlook for Windows and Outlook on the web have different layouts and feature availability from classic Outlook. In versions that offer it, the contacts export command is in People, under Manage contacts > Export contacts. That command is intended for contacts available to the signed-in account; it may not offer a shared user’s folder as an export source. If you cannot select the other person’s contacts there, use an authorized classic Outlook workflow or have the owner export the folder.

Outlook for Mac also has a different set of export tools and does not use the same Windows Import/Export wizard for choosing a shared Contacts folder and producing a CSV. Do not follow Windows ribbon steps and expect the same controls on a Mac. For a portable CSV, ask the owner to export from a supported Outlook version or use a Microsoft 365 method approved by your administrator. The owner should confirm that the exported file contains the intended contacts before sending it.

Microsoft updates Outlook applications over time, and work or school administrators can disable features. If a menu described here is missing, check which Outlook app you are using—classic Outlook, new Outlook, web, or Mac—and whether your account is signed in to the correct organization.

Choose the right export format

CSV is usually the most useful format when the goal is to move contact details into a spreadsheet, another contact manager, or a system that accepts a comma-separated file. It is a plain-text table, not a complete Outlook contact archive. Depending on the fields and how the destination app imports them, some Outlook-specific details may not transfer as expected. Photos, formatting, and other rich contact information should not be assumed to survive a CSV export.

A PST file is an Outlook data file and may be more suitable when the aim is to preserve Outlook folders and contact items for use in Outlook. It is less convenient for importing into non-Outlook products and should be handled and stored securely. In the classic Windows export wizard, the PST option can be available alongside CSV; select the appropriate format and the authorized Contacts folder. Follow your organization’s retention and transfer rules before creating or moving a PST.

Choose CSV for a simple table or when a receiving application specifically asks for CSV.
Consider PST when an Outlook-compatible archive is required and your organization permits it.
Ask the receiving system’s owner which fields and formats it accepts before exporting a large folder.

Check the file and protect its contents

Before using the file, open it in a suitable application and check that it contains the right person’s contacts and the fields you need. A spreadsheet program may display long numbers, dates, or text differently from Outlook. Keep an untouched copy of the original export before editing or importing it elsewhere, and test a small sample if the destination system allows it.

Contact records can contain personal information such as phone numbers, addresses, job details, and notes. Export only what you are authorized to use, save the file in an approved location, and share it only with people who need it. A CSV file is not protected by Outlook folder permissions once it has been created; anyone who can access the file may be able to read its contents. Delete temporary copies according to your organization’s data-handling rules.

Common problems and practical fixes

The shared folder is missing. Confirm that the owner shared the Contacts folder with the correct account, then restart Outlook if your organization’s setup requires it. Ask the owner or administrator to check permissions if it still does not appear.
The export wizard shows only your folders. The wizard may not expose the delegated folder in that Outlook profile. Ask the owner to export it, or have an administrator advise on an approved mailbox-access method rather than attempting to bypass permissions.
The exported file has missing or unexpected columns. The CSV export may need field mapping, or the destination application may interpret a field differently. Review the export and import field choices, and do a small test before relying on a bulk import.
You see names in the address book but cannot export them. Those may be directory entries rather than contacts in a shared Contacts folder. Ask your Microsoft 365 administrator whether the directory data can be provided through an authorized process.
The contacts are in a shared mailbox. Check that you have access to the correct mailbox and folder. A shared mailbox and an individual user’s mailbox are different sources, even if both appear in Outlook’s folder list.

Alternatives when you cannot export directly

The most straightforward alternative is for the owner to export the contacts and provide the file through an approved secure channel. This avoids giving you broader mailbox access and lets the owner verify which folder and fields are included. If only a few records are needed, the owner may be able to share those specific details instead of producing a full contact list.

For a recurring business need, ask an administrator about a managed shared mailbox, a shared contact-management system, or an approved Microsoft 365 process. A shared mailbox may be suitable when several authorized people need continuing access to common contacts, but it is not automatically a replacement for a user’s personal contact list. The organization should decide where the authoritative records belong and who can maintain them.

Frequently Asked Questions

Can I export someone else’s Outlook contacts without permission?
No. You need authorized access to the folder or an export provided by its owner or administrator. Seeing an address in an email or directory is not permission to extract a person’s contact list.

Can I export a shared Contacts folder to CSV?
In classic Outlook for Windows, you can use the Import/Export wizard if the shared folder is accessible and appears in its folder list. If it does not appear, ask the owner to export it or contact your administrator.

Does Outlook on the web export another user’s shared contacts?
Not necessarily. The People export command’s available sources depend on the account and Outlook version, and it may not let you choose a shared folder. If the shared folder is not offered, use an approved alternative rather than assuming the command can export it.

Will a CSV keep contact photos and all Outlook details?
No. CSV is a table of fields, not a full-fidelity Outlook archive. Check the exported columns and use PST only when an Outlook-compatible archive is appropriate and permitted.

Why can I open the contacts but not select them in the export wizard?
Folder access and export-wizard visibility are separate issues. Some delegated folders or Outlook configurations do not appear as export sources. Have the owner export the folder or ask an administrator for a supported method.

Can I export the company address list as another user’s contacts?
Usually not through that user’s Contacts folder. The company directory is a separate source administered by the organization, so ask your Microsoft 365 or Exchange administrator what directory data can be exported.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

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