How to Export Shared Contacts in Outlook to a File

To export shared contacts in Outlook, open the shared Contacts folder in classic Outlook for Windows, then use File > Open & Export > Import/Export and export that folder as a CSV file. You need permission to view the contacts and a version of Outlook that can see the shared folder. If the folder is not available in the export wizard, ask its owner to export it or use a supported Outlook setup rather than exporting your own contacts by mistake.

What You’ll Need

Access to the shared Contacts folder. You generally need at least read access to view its contacts. Ask the owner or your Microsoft 365 administrator to grant access if the folder is missing or gives an error.
Classic Outlook for Windows. The steps below use the desktop Import/Export Wizard in Microsoft 365. New Outlook and Outlook on the web have different export controls, and those controls may not offer a shared folder.
A destination for the file. Choose a local folder or an approved work location, and make sure you have permission to save files there. A CSV is useful for spreadsheets and many contact apps; it is not a full Outlook mailbox backup.
Permission to handle the contact data. Shared contacts may contain personal or company information. Follow your organization’s data-handling rules before saving or sending an export.

Step-by-Step

Confirm which shared folder you need. Open Outlook and go to the People view, sometimes shown as the People icon. Find the shared Contacts folder in the folder list. Check its owner or folder name, and open a few entries to confirm it contains the contacts you intend to export. A shared address book shown only in the Global Address List is not the same as a shared Contacts folder; the export steps here are for contact items in a folder.
Make sure the folder is accessible in classic Outlook. These instructions apply to classic Outlook for Windows, not the newer Outlook interface. If you see a New Outlook switch and the Import/Export command is absent, switch back to classic Outlook if it is installed and permitted by your organization. The shared folder must appear in the Outlook folder list, usually beneath the owner’s mailbox or a shared mailbox. If it does not, ask the owner to share the Contacts folder with you or ask your administrator to check access. Do not assume that seeing a person in the address book means you have access to their contact folder.
Open the export wizard. In classic Outlook, select File > Open & Export > Import/Export. In the wizard, choose Export to a file, then select Next. If you do not see Import/Export, confirm that you are in classic Outlook and not Outlook on the web or new Outlook. The export wizard creates a copy of the selected data; it does not remove or change the contacts in the shared folder.
Choose CSV as the export format. Select Comma Separated Values and choose Next. CSV is a practical choice when you want to inspect the results in Excel or import the contacts into another service. If you need an Outlook-specific archive rather than a portable list, note that CSV is not equivalent to a PST backup: it does not preserve the complete mailbox structure or every Outlook feature associated with contacts.
Select the shared Contacts folder, not your own. In the folder tree, expand the mailbox that contains the shared folder and click its Contacts folder. Check the folder name and mailbox carefully before continuing. If the owner has named the folder something else, select that specific shared contact folder. Select Include subfolders only if you intentionally want folders beneath it included and Outlook offers that option. If the shared folder does not appear in the tree, stop here; selecting your personal Contacts folder would produce a valid file, but it would not contain the shared list you want.
Choose a file name and destination. Select Next, then use Browse to choose where to save the export. Give the file a descriptive name, such as Shared-Team-Contacts.csv, and confirm the .csv file type. Avoid saving sensitive contacts to a public or synced location unless that storage is approved. Select Next, review the folder and destination shown in the wizard, then select Finish. If Outlook asks about a date range or other export options, check that the selection will include the contacts you need.
Map fields if necessary. The wizard may offer Map Custom Fields. For a straightforward export, you can usually proceed with the standard fields. If the shared folder uses custom fields, select the mapping option and check which Outlook fields will be written to CSV columns. Drag or map only the fields you need, then confirm the mapping and finish the export. A custom field that is not mapped may not appear in the resulting file, so do not skip this check when the folder relies on organization-specific information.
Open and check the exported file. Find the CSV at the location you chose and open it in Excel or another spreadsheet application. Check that the first row contains sensible column headings and that several expected names, email addresses, and phone numbers are present. Also check the bottom of the list or compare the record count with the shared folder. Close the file without saving if Excel warns that changes may be lost or formatting may be discarded; saving from Excel can alter CSV formatting. Keep the original export unchanged if you plan to import the file elsewhere.

Using new Outlook or Outlook on the web: Open People, then look for Manage contacts > Export contacts. If the export screen offers the shared folder, select it and follow the prompts to download the file. The available choices vary, and the export command may list only your own contact folders. If the shared folder is not offered, do not export another folder as a substitute. Use classic Outlook for Windows if the shared folder is selectable there, or ask the folder owner to export it. Outlook for Mac does not use the same Windows Import/Export Wizard; use its available People export options only if they explicitly include the shared folder, otherwise ask the owner or use classic Outlook on Windows.

Common Mistakes

Exporting the wrong Contacts folder. Outlook can display your contacts and shared contacts in the same folder tree. The export wizard does not necessarily make it obvious which one is selected. Verify the mailbox name and folder before clicking Next.
Confusing the Global Address List with shared contacts. The Global Address List is an organization directory, not a normal Contacts folder. You may be able to look up directory entries without having a folder you can export. Ask your administrator about approved directory-export options if that is the source you need.
Expecting a CSV to preserve everything. A CSV stores rows and columns of contact data. It is not a complete Outlook backup and may not preserve photos, folder structure, every custom field, categories, or other Outlook-specific details. Inspect the export and map custom fields when appropriate.
Using new Outlook instructions in classic Outlook, or vice versa. The controls and export support differ. The Windows wizard path in this guide is specifically for classic Outlook. If the command names do not match, check which Outlook version is open before continuing.
Opening and resaving the only copy in a spreadsheet. Spreadsheet software can reinterpret phone numbers, leading zeros, dates, and character encoding. Keep an untouched copy of the original CSV and make edits to a duplicate.

Tips

Ask for read-only access when that is all you need. You generally do not need permission to edit contacts just to view and export them. Request the least access needed, and ask the owner or IT team to verify the folder appears in classic Outlook.
Agree on a useful field set first. If another person will import the file, ask which columns they need, such as name, email address, company, and phone number. This reduces unnecessary exposure of private details and makes the export easier to use.
Use a dated filename for repeat exports. For example, Shared-Contacts-2026-11-03.csv makes it easier to distinguish a new copy from an older one. Treat each export as a snapshot: changes made in Outlook after the export will not automatically update the downloaded file.
Check how your recipient handles CSV files. If contacts will be imported into another service, consult that service’s field and encoding requirements before exporting. Keep the original CSV as a backup, and import a small sample first if the destination supports a test or preview.
Protect the downloaded copy. A file saved to Downloads may be accessible to other people who use the same device or account. Move it to an approved secure location, share it only with authorized people, and delete temporary copies according to your organization’s retention rules.

Troubleshooting

The shared folder is missing in Outlook. First confirm that you are signed in to the account that was granted access, then restart Outlook and check the People folder list again. Ask the folder owner to confirm that they shared the Contacts folder itself and used the correct email address. If the folder belongs to a shared mailbox, ask your administrator whether that mailbox and its contacts are available to your account. Permission changes can take time to appear. If you can see the folder in another Outlook view but not in the wizard, try classic Outlook for Windows; if it still is not listed, have the owner perform the export.

The wizard does not show Import/Export or CSV. Check that you are using classic Outlook for Windows. New Outlook, Outlook on the web, and Outlook for Mac do not have the same Windows wizard. In a managed organization, an administrator may also restrict export. Do not install an unapproved add-in or copy contacts by an insecure method to work around a restriction; ask IT which export method is allowed.

The CSV is empty or contains your own contacts. Reopen the wizard and inspect the selected mailbox and folder before exporting again. Make sure you selected the shared Contacts folder rather than your default Contacts folder or a directory list. If the correct folder is selected but the file is empty, confirm that it contains contact items and that you have permission to view them. Ask the owner to export a small sample to determine whether the issue is folder access or the export process.

Some fields or names are missing. Check Map Custom Fields during export, especially if the contacts use custom information. Open the CSV in a plain-text editor or import it through Excel’s data import options if characters appear incorrectly; opening a CSV by double-clicking may cause Excel to interpret some values. If a field is absent from the source folder or not exposed by Outlook’s export, ask the owner whether another approved format or method is available.

The owner can export but you cannot. Folder access and export support are separate practical issues: a folder may be visible for browsing but unavailable in your export wizard. Ask the owner to create the CSV and share it through an approved location. If the organization blocks exports, follow that policy rather than trying to bypass it.

Frequently Asked Questions

Can I export contacts shared with me in Outlook?
Sometimes. Classic Outlook for Windows can export the shared folder when it is visible and selectable in the wizard. If it is not listed, use an Outlook export screen only if it explicitly offers that folder, or ask the owner to export it.

Can I export shared contacts to Excel?
Export them as a CSV file, then open the CSV in Excel. CSV is a plain table format, not an Excel workbook. If you need an .xlsx workbook, open the CSV in Excel and use Save As to create a separate workbook, keeping the original CSV unchanged.

Will the export include contact photos and every custom field?
Do not assume it will. CSV exports are designed for contact fields in rows and columns, and some Outlook-specific information may not carry over. Check Map Custom Fields and inspect the resulting file; ask the owner about another format if you need information the CSV omits.

Can I export a shared contacts folder from Outlook on the web?
Outlook on the web may offer People > Manage contacts > Export contacts, but the folder list may not include shared folders. Export only if the shared folder is actually available as a selection. Otherwise use classic Outlook for Windows or ask the owner to provide the export.

Does exporting remove or change the shared contacts?
No. The wizard creates a separate file and does not delete or edit the contacts in Outlook. Changes made to the shared folder later will not appear in the CSV, so you must export again to get an updated snapshot.

What if I only need a few contacts?
You can ask the owner to provide only the approved entries or export the folder and remove unneeded rows from a copy. Be careful not to alter the shared source, and do not include or distribute information you are not authorized to handle.

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