Outlook: How to Export Contacts to a CSV File

To export Outlook contacts, open People and choose Manage contacts > Export contacts in new Outlook or Outlook on the web, then select the contacts to export. In classic Outlook for Windows, use File > Open & Export > Import/Export and export the Contacts folder as a CSV file.

Choose the Outlook version you use

The steps depend on which Outlook app you have, because Microsoft has more than one interface. New Outlook for Windows and Outlook on the web have a People area with a direct export command. Classic Outlook for Windows uses the Import and Export wizard. Outlook for Mac has a separate archive-export workflow, and its options depend on whether you are using new Outlook or Legacy Outlook.

If you are unsure which Windows app is open, look for the File tab. Classic Outlook has one; new Outlook generally has a Settings gear and a more web-like layout. The label and location of controls can change as Microsoft updates the interface, but the main distinction is whether you have the classic File menu.

For a portable spreadsheet or for moving contacts to another service, CSV is usually the practical choice. It stores contact details in rows and columns and can be opened by spreadsheet programs and imported by many address books. An Outlook archive file is meant for a different purpose: it preserves Outlook data for use in Outlook rather than providing a simple, broadly compatible contacts table.

Export from new Outlook or Outlook on the web

In new Outlook for Windows or Outlook on the web, contacts are managed in People. The export command creates a CSV file, which is normally saved in your browser’s Downloads folder or the download location configured in Windows.

Open Outlook and select People from the app navigation. If People is not shown, open the app launcher or navigation menu and choose it there.
Select Manage contacts, then choose Export contacts.
Choose the contacts folder to export. Depending on the account and interface, you may be able to choose all contacts or a particular folder.
Select Export. When the download completes, find the CSV file in your Downloads folder or use the browser’s download list to open its location.

Before exporting, check that you are signed in to the account that contains the contacts. A work account, a personal Outlook.com account, and contacts stored locally in another Outlook profile may not show the same address book. If the export is missing people, verify which account and folder you selected rather than assuming Outlook has removed them.

The exact People and Manage contacts labels may vary slightly as Microsoft rolls out interface changes. If you cannot find Export contacts in the new Outlook app, try Outlook on the web with the same account. The web version provides a useful way to confirm whether the contacts are present in that mailbox and whether its contact-export option is available.

Export contacts from classic Outlook for Windows

Classic Outlook uses a step-by-step wizard. These instructions apply to the desktop version of Outlook for Microsoft 365 on Windows that has the traditional File tab.

Select File > Open & Export > Import/Export.
In the wizard, choose Export to a file, then select Next.
Choose Comma Separated Values and select Next.
Select the Contacts folder under the mailbox or data file you want to export. If you have several accounts or contact folders, check the folder name and account carefully. Select Next.
Choose Browse, enter a file name, and select where to save the CSV. Select Next, then Finish.

If the wizard offers a date range or field-mapping option, review it before finishing. You can use Map Custom Fields to control which Outlook fields correspond to columns in the exported file. This is helpful when the receiving application expects particular column names, or when you want to omit fields you do not need. Field mapping is optional for a straightforward export.

Do not select a Calendar, Inbox, or other folder by mistake: the wizard exports the folder you choose. If you want contacts from more than one folder, export each folder separately and combine the resulting files only after checking that the columns match.

What Outlook puts in the CSV file

A CSV is a plain-text table: each contact is typically a row, and details such as name, email address, company, and phone number appear in separate columns. Outlook may include many fields, including fields that are blank. The receiving app may use different names for similar fields, so a successful export does not guarantee that every detail will map perfectly when imported elsewhere.

Open the file in Excel if you want to inspect it, but take care with values that Excel may reinterpret. Phone numbers, postal codes, and other identifiers can contain leading zeros or symbols that are meaningful. For example, a postal code such as 01234 may display as 1234 if treated as a number. For safer inspection in Excel, import the file through Data > From Text/CSV and check the column data types before loading it, rather than double-clicking the file and accepting automatic conversions.

Keep an untouched copy of the original export before editing. If you change headers, delete columns, or combine several lists, save the working version under a different name. Some services require particular column names or a specific CSV encoding; check the destination service’s import instructions if it rejects the file or leaves fields empty.

Outlook for Mac and other export options

Outlook for Mac does not use the Windows Import/Export wizard. In Legacy Outlook for Mac, Microsoft’s archive export is available from Tools > Export. It creates an Outlook data archive, commonly an OLM file, rather than the same CSV workflow used in classic Outlook for Windows. New Outlook for Mac may not offer the same legacy export controls, and available features can vary by build.

If you need a CSV for another service, first check whether the contacts are available in Outlook on the web under the same Microsoft account and use its People export option if it is available. If contacts exist only in a Mac-specific local folder, the web account may not contain them. In that case, check Microsoft’s current Outlook for Mac guidance for your installed version before choosing an archive or migration route. An OLM archive should not be renamed to CSV; the formats are not interchangeable.

For a single contact, sharing or saving an individual contact as a vCard may be more convenient than exporting an entire address book, when that option is available in your Outlook version. A vCard is intended to transfer one or a small number of contact records; CSV is generally more useful for bulk lists and spreadsheet review.

Common export problems and fixes

The export command is missing: Confirm whether you are in new Outlook, classic Outlook, or Outlook for Mac. In new Outlook or the web app, look in People under Manage contacts. In classic Windows Outlook, use the File and Import/Export path above.
The CSV is empty or incomplete: Check the selected account and Contacts folder. Contacts can be divided among multiple mailboxes, folders, or local data files. Export the correct folder and verify that the contacts appear in Outlook before trying again.
Some details did not transfer: Review the exported columns and, in classic Outlook, use Map Custom Fields if the destination needs a particular mapping. The receiving service may not support every Outlook field, such as custom fields or certain notes.
Excel changes phone numbers or postal codes: Import the CSV through Data > From Text/CSV and set sensitive columns to text where appropriate. Avoid saving over your original export until you have checked the result.
Contacts seem duplicated: Look for overlapping folders or repeated entries before combining exports. Outlook may export what is in the selected folder; it does not necessarily remove duplicates across separate folders.

If an export fails repeatedly, try a small test by exporting one folder or a limited set of contacts, where the interface allows it. This helps distinguish a problem with the account or folder from a problem with the destination application’s import rules.

Protect contact data during export

A contacts file can contain personal information, workplace details, and private phone numbers. Save it somewhere access-controlled, avoid sending it through an unapproved channel, and delete extra copies when they are no longer needed. If you use a shared or public computer, do not leave the CSV in Downloads or a shared folder after transferring it.

For work or school accounts, an organization may restrict exporting or handling address-book data. Follow your organization’s policy and ask its Microsoft 365 administrator if the export option is unavailable or you are unsure whether you may move the file outside the organization. A missing button can reflect an account or policy limitation, not necessarily a fault with Outlook.

Frequently Asked Questions

Can I export Outlook contacts to Excel?
Export the contacts as a CSV file, then open or import that file in Excel. CSV is a text-based table format, not an Excel workbook, so save a separate copy as an Excel workbook if you need to retain spreadsheet features.

Where does Outlook save the exported contacts?
In new Outlook or Outlook on the web, the CSV usually goes to your browser’s Downloads folder, unless you selected another location or changed the browser’s download settings. In classic Outlook, you choose the file name and save location in the export wizard.

Does exporting contacts delete them from Outlook?
No. Exporting creates a separate file and normally leaves the contacts in the selected Outlook folder. Deleting or editing the downloaded CSV does not, by itself, change the contacts in your mailbox.

Can I export only one contact folder?
Yes. In new Outlook or the web app, choose the relevant folder when prompted. In classic Outlook for Windows, select that Contacts folder in the Import and Export wizard. Confirm the folder belongs to the account you intend to export.

Can I export Outlook contacts as a PST file?
A PST is an Outlook data file, not a CSV contacts table. Classic Outlook’s Import/Export wizard can export Outlook data to a PST, while the contact-export steps described here create a CSV. Choose the format based on whether you need an Outlook archive or a portable contact list.

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

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Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

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