How to Export Contacts in Outlook 2016 as a CSV File

To export contacts from Outlook 2016 on Windows, open File > Open & Export > Import/Export, choose Export to a file, select Comma Separated Values, then choose the Contacts folder and save the file. Before starting, check which account and contact folder hold the people you want to export; Outlook exports the folder you select, not necessarily every contact visible across your accounts.

The resulting CSV file is a portable table that many email services and spreadsheet programs can read. It is useful for making a contact backup or moving contact details to another service. The steps below are for the classic Outlook 2016 desktop app on Windows. If you use Outlook for Mac, the export format and menus differ.

What You’ll Need

Outlook 2016 for Windows installed and open. These instructions do not apply to Outlook in a web browser.
Access to the correct contact folder. For a work or school account, you may need permission to open its mailbox or shared contacts.
A place to save the export where you can find it later, such as Documents or a secure folder. Check that you have permission to save there.
A little free space for the file. Excel is optional; Outlook can create the CSV without it.

Step-by-Step

Open the Import and Export Wizard. In Outlook, select File on the ribbon, choose Open & Export, then select Import/Export. If Outlook asks you to choose an action, make sure you are in the wizard rather than the separate import process.

If you do not see these commands, check that you are using the installed Outlook 2016 program, not Outlook on the web or a newer Outlook app with a different interface.
Choose the export action. In the wizard, select Export to a file, then click Next. This creates a separate file and does not remove contacts from Outlook.
Select the file format. Choose Comma Separated Values and click Next. CSV is usually the practical choice when the destination is another email service, a spreadsheet, or a contact-management system. If you are moving data between Outlook installations and want an Outlook-specific file, you can instead consider Outlook Data File (.pst); the receiving program must support PST files.
Select the contact folder, not the whole mailbox. Find the account that contains the contacts, expand it if necessary, and select its Contacts folder. The folder may be named differently if it was renamed or created by an organization. If you have several accounts or contact folders, select the one that contains the intended people.

Do not select an account’s top-level mailbox just because it is easy to see. The wizard exports the folder you highlight, and choosing the wrong folder can produce an empty file or unrelated data. If a checkbox to include subfolders is available, select it only when you also want contacts kept in subfolders.
Choose a filename and save location. Click Browse, navigate to a folder you can access, enter a recognizable filename such as Outlook-contacts-November-2026.csv, and click OK. Check the path and filename shown in the wizard before continuing. A descriptive name and date make it easier to distinguish this export from later backups.
Review field mapping if needed. Click Next. The wizard may offer Map Custom Fields. For a standard export, the default mappings are often sufficient. If the destination requires particular column names or fields, open the mapping window and check which Outlook fields will appear in the file. Map only the fields you need, then close the mapping window to return to the wizard.

Changing mappings can leave useful columns out of the CSV, so do not clear or alter them just to simplify the screen. If you are unsure, keep the default mapping and inspect the resulting file before importing it elsewhere.
Finish the export. Select Finish and let Outlook complete the operation. If Outlook says the file already exists, either choose a different filename or confirm replacement only if you are sure the older export is no longer needed. Keep Outlook open while the wizard is working, especially for a large folder.
Check the CSV before relying on it. Open the saved file from its location. You can open a copy in Excel to check that there is a header row and that contact records appear below it. Look for a few familiar names, email addresses, and phone numbers. Close the file without saving changes if you only wanted to inspect it; editing and saving in a spreadsheet can change formatting or remove information from some fields.
Store or transfer the file carefully. A CSV may contain names, email addresses, phone numbers, and other personal information. Put it in an access-controlled location, and share it only with people or services that should receive those details. If you are importing it into another service, follow that service’s instructions for matching CSV column headings to its contact fields.

Common Mistakes

Exporting the wrong Contacts folder: Outlook can show contacts from multiple accounts, shared mailboxes, or extra folders. The wizard exports the folder selected in the tree. Confirm the account name and folder before moving on, particularly if the file is unexpectedly empty or much smaller than expected.

Assuming CSV is a complete Outlook backup: CSV is designed to carry contact fields in a simple table. It does not preserve every Outlook-specific feature or presentation detail, and categories, photos, formatting, and distribution-list behavior may not transfer as expected. If preserving Outlook data for use in Outlook is the priority, consider a PST export and verify that the receiving Outlook version can use it.

Overwriting an older export: The wizard can save to a file you have used before. Use a distinct filename or date when you want to retain earlier backups. If you replace the old file, you may lose the only copy of its contents.

Editing the only copy in Excel: Opening a CSV in Excel is useful for inspection, but spreadsheet software may interpret phone numbers, postal codes, dates, or characters in its own way. Keep an untouched original and make a separate working copy if you need to clean or rearrange the data.

Expecting a contact group to behave like individual contacts: A distribution list is a group of recipients, not simply another person’s contact record. Its membership and use may not be preserved as a working group in a CSV-based transfer. Check important groups separately in the destination system.

Tips

Do a small test when the destination has strict requirements. If practical, export a small contact folder first and confirm that the receiving service recognizes the columns before exporting a large address book.
Keep the original Outlook contacts until you verify the transfer. After importing the CSV elsewhere, compare a few records and check for missing fields before deleting or changing anything in Outlook.
Use a secure destination. Contact exports are personal data. Avoid saving the file in a public or shared folder unless access is appropriate, and remove temporary copies when they are no longer needed.
Use the destination’s template when available. Some services require specific headings or a particular CSV layout. Their import instructions can tell you whether to rename columns or rearrange them after export.
On Outlook 2016 for Mac, use the Mac export command instead. In the classic Mac app, choose File > Export and, if offered, select Contacts to a list (tab-delimited text). That is a tab-separated export, not the Windows CSV wizard described above. Menu availability can depend on the Mac Outlook build.

Troubleshooting

The Import/Export option is missing: Confirm that you opened the Outlook 2016 desktop app and selected File. Outlook on the web has different export controls, and some organization-managed installations may restrict features. If the desktop command is unavailable, ask your Microsoft 365 or IT administrator whether exporting is permitted.

The Contacts folder is absent or shows no contacts: Check the People view in Outlook and note which account or folder contains the entries. Return to the wizard and expand that account in the folder list. Contacts in a shared mailbox, a separate data file, or another account may not be in the default Contacts folder. If the folder is shared, verify that you have permission to access it.

The export is empty or contains the wrong people: Run the wizard again and carefully select the intended Contacts folder. A common cause is choosing the default account when the contacts belong to another mailbox. Also check whether the entries are saved in a subfolder; include subfolders only if you want those records included.

The CSV exists but looks garbled or all the information appears in one column: The file may still be valid. Spreadsheet programs can interpret separators and character encoding differently according to regional settings. Try opening it through Excel’s text or data import options and choose the delimiter that matches the file; do not overwrite your original while experimenting. If another service will receive the file, use its import tool rather than judging the export only by how it looks in a spreadsheet.

Some fields are missing: Reopen the wizard and inspect Map Custom Fields, then compare the expected fields with the destination service’s supported columns. Some Outlook details do not have a direct CSV equivalent. For a transfer between Outlook accounts, test whether a PST is a better fit, and confirm the receiving Outlook can open it before relying on that option.

The wizard cannot write the file: Use Browse to select a local folder such as Documents, choose a new filename, and check that the folder is writable and has free space. Avoid a read-only network location or a removable drive that may have disconnected. If a file with that name is open in another program, close it and try again.

Frequently Asked Questions

Does exporting contacts delete them from Outlook?
No. Exporting creates a separate file and leaves the original contacts in their Outlook folder. You can remove the CSV later without deleting the Outlook records.

Can I export only some contacts?
The wizard exports a folder rather than letting you choose individual people in its final export screen. If you need a subset, create or use a separate contact folder containing those records, then export that folder. Check the folder contents first so you do not include contacts unintentionally.

Can I export contacts directly to Excel?
The Outlook 2016 wizard offers CSV, which Excel can open as a table. It does not need to create an Excel workbook to export contacts. Keep the original CSV if you save a separate Excel copy for editing.

Will a CSV keep contact photos, categories, and distribution lists?
Do not assume it will. CSV is a plain tabular format, and Outlook-specific details or group behavior may not carry over as usable features. Check the receiving application’s supported fields, or use a compatible Outlook data format when moving between Outlook installations.

Where does Outlook save the exported file?
It saves the file to the location shown in the wizard. Use Browse to set a known folder and confirm the full path before clicking Finish. If you cannot find it afterward, search Windows for the filename you entered.

Can I use these steps on a Mac?
No. The steps above describe Outlook 2016 for Windows. Outlook 2016 for Mac has a separate File > Export workflow and may offer a tab-delimited contacts list instead of the Windows CSV option.

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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