Export Outlook Contacts to Excel: A Clear Step-by-Step Guide

Yes. Export Outlook contacts to a comma-separated values (CSV) file, open that file in Excel, then save it as an Excel workbook (.xlsx) if you want. In classic Outlook for Windows, use File > Open & Export > Import/Export; in new Outlook or Outlook on the web, look under People and choose Manage contacts > Export contacts.

What an Outlook contacts export contains

Outlook’s contact export is generally a CSV file, not a finished Excel workbook. A CSV holds rows and columns of plain data, so Excel can display and edit it, but the file itself does not retain spreadsheet features such as formulas, formatting, multiple worksheets, or filters. Save a copy as .xlsx after opening it if you need those features.

Each contact normally becomes a row, while details such as name, email address, phone number, company, and address appear in separate columns. The precise columns depend on which fields are populated and on the export method. A CSV is useful for reviewing, sorting, printing, or transferring contact details, but it is not a complete backup of every Outlook feature: contact photos, categories, linked records, and other richer information may not be represented as they are in Outlook.

Choose the right Outlook export route

The steps depend on which Outlook you use. Microsoft 365 for Windows may include classic Outlook and new Outlook, and their export controls are different. Outlook on the web also has a People contacts page. Start by checking the app: classic Outlook has the traditional File tab and desktop ribbon; new Outlook has a more web-like interface and usually a People icon or app launcher.

Classic Outlook for Windows: Use the Import/Export wizard to export a Contacts folder to CSV. This is also the route that offers a field-mapping option.
New Outlook for Windows or Outlook on the web: In People, look for Manage contacts and Export contacts. The wording and location can vary slightly as Microsoft updates the interface.
Outlook for Mac: The Windows Import/Export wizard is not available in the same form. If your contacts are synced to the same account, open Outlook on the web in a browser and export them from People instead.

For a work or school account, available actions can depend on the organization’s settings. Also distinguish personal contacts from a company directory: the address book or global address list is not necessarily a folder of contacts that you own and can export in bulk.

Export contacts from classic Outlook for Windows

In classic Outlook for Microsoft 365 on Windows, export the folder that contains the contacts you need. These steps create a CSV file that Excel can read:

Open Outlook and select File > Open & Export > Import/Export.
In the Import and Export Wizard, select Export to a file, then select Next.
Select Comma Separated Values, then select Next. If Outlook asks which account or folder to use, confirm that you are exporting the intended mailbox.
Select the Contacts folder or the specific contacts folder you want, then select Next. If there are several contact folders, check the folder name before continuing.
Choose a location and filename for the CSV file. Select Next, review the destination, and finish the wizard.

The wizard may offer Map Custom Fields. Use it when the exported columns do not include a field you need or when you want to control which Outlook fields go into the CSV. Expand the field lists and drag the Outlook fields to the corresponding destination fields. If the standard export is sufficient, you can skip mapping. Keep the original CSV unchanged until you have checked the result in Excel.

Export from new Outlook or Outlook on the web

In new Outlook for Windows or Outlook on the web, open People. Depending on the layout, you may reach it from the app launcher or the navigation bar. Choose Manage contacts, then Export contacts. If prompted, select the contacts folder to export and confirm the export. Outlook downloads a CSV file, commonly to your browser’s Downloads folder.

If you do not see Export contacts, verify that you are in People rather than Mail and that the correct account is open. An organization may limit export, or the contact list may be a directory rather than your own saved contacts. You can also try Outlook on the web with the same account, where personal contacts may be available even if the desktop app’s layout is different. Do not assume that a missing command means there are no contacts.

Open the CSV in Excel and save an .xlsx copy

For the most control in Excel for Microsoft 365 on Windows, import the CSV rather than relying on a double-click. In Excel, choose Data > Get Data > From File > From Text/CSV, select the exported file, and inspect the preview. Confirm that the delimiter is a comma and that names and addresses appear in the correct columns. If accented characters look wrong, choose UTF-8 as the file origin or encoding when that option is shown. Select Load to bring the data into a worksheet.

Importing is especially helpful for phone numbers and postal codes. Excel may interpret a value such as 00123 as a number and remove the leading zeros. In the import or transformation preview, set columns that must remain exact identifiers—such as postal codes, phone numbers, or account-like values—to Text before loading. A phone number is usually better treated as text because it is not a quantity to calculate with.

Once the data looks right, select File > Save As, choose Excel Workbook (*.xlsx), and save a new copy. Keep the CSV as a simple interchange file if you may need to reimport the data elsewhere. In Excel for Mac, use the CSV import or opening options available in your installed Microsoft 365 version, check the delimiter and text handling, and use Save As to create an .xlsx workbook. Menu availability can differ from Windows.

Check and organize the spreadsheet

Before sorting or sharing the file, scan the rows and headings. Outlook may export many columns, including fields that are blank for most contacts. You can hide or delete unneeded columns in the workbook, but preserve an untouched copy of the original export in case you later need a field you removed.

Check a few records against Outlook, especially contacts with multiple email addresses, phone numbers, or a company name.
Look for blank rows, unexpected line breaks, duplicate records, and columns that appear shifted because a value contains a comma.
Use Excel’s filter controls to review a column, or sort only after selecting the full data range so that one column does not become detached from the rest of its contact row.
If you plan to import the edited file into another service, retain the original column headings where possible and consult that service’s required format.

CSV files do not preserve Excel formatting or workbook settings. If you add colors, filters, or extra worksheets, save the working copy as .xlsx. If another system specifically requests CSV, export or save a separate CSV copy at the end; that copy will not retain workbook styling.

Common export problems and fixes

Some contacts are missing. Check which folder was selected in the wizard or export prompt. Contacts can be split among folders or accounts, and a company directory is not the same as a personal Contacts folder. Repeat the export for the correct folder rather than assuming Outlook collected every address you have ever emailed.

The file opens in one column or looks garbled. Use Excel’s text/CSV import and confirm the comma delimiter. If characters with accents or non-Latin scripts are damaged, try the UTF-8 encoding option during import. Do not edit the raw CSV in a plain-text editor unless you understand how commas, quotes, and line breaks are escaped.

Leading zeros disappear or dates change. Excel can infer data types when it opens CSV files. Import the file and set sensitive columns to Text before loading. If Excel has already changed a value, changing the cell format afterward may not restore the original characters; export again and import with the intended type.

The export option is unavailable. Confirm the Outlook version and account, and check whether your organization restricts exporting. In classic Outlook, use the desktop Import/Export wizard; in new Outlook or the web, look in People. For work accounts, contact the administrator if policy appears to block the action rather than trying to bypass it.

Privacy and safe handling

A contacts spreadsheet can contain personal information belonging to other people, including private email addresses, phone numbers, and home or business addresses. Save it only in a location approved for that information, limit access, and avoid attaching it to broad email lists. If you no longer need the export, delete it from the computer and any synced or shared locations where copies were saved.

Before sending the workbook to someone else, remove columns they do not need and check for hidden sheets or extra data. If you are exporting from a work account, follow your organization’s data-handling rules. Exporting to Excel does not change the source contacts in Outlook; edits made only in the spreadsheet do not automatically update Outlook.

Frequently Asked Questions

Can Outlook export contacts directly to an .xlsx file?
Outlook’s standard contacts export is generally CSV, not .xlsx. Open the CSV in Excel, check the imported data, and save it as an Excel Workbook (.xlsx) to create a native Excel file.

Can I export only one Outlook contacts folder?
Yes. In classic Outlook, select the specific Contacts folder in the Import/Export wizard. In new Outlook or Outlook on the web, choose a folder if the export prompt offers that option. Verify the selection before starting the export.

Will exporting contacts delete them from Outlook?
No. Exporting creates a separate file; it does not remove the contacts from Outlook. Changes you make to the CSV or Excel workbook also do not flow back into Outlook automatically.

Can I export Outlook contacts on a Mac?
The classic Windows Import/Export steps do not apply to Outlook for Mac. If the contacts are available in the same account online, open Outlook on the web, go to People, and use Manage contacts > Export contacts when that command is available.

Why are phone numbers or ZIP codes different in Excel?
Excel may automatically interpret CSV values as numbers or dates. Import the CSV through Excel’s text/CSV import and set phone-number and postal-code columns to Text so leading zeros and formatting are less likely to be changed.

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

More in How-to basics

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

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