Export Outlook Contacts to CSV Files: A Comprehensive Guide

Updated On - October 22, 2024 by Deepika Singh | Reading Time: 4 minutes

Managing contacts is an essential aspect of efficient communication in both personal and professional settings. Microsoft Outlook, a popular email client, offers a range of features to organize and store contacts effectively. However, there may be times when you need to export Outlook contacts to different formats for various purposes. In this blog post, we will explore the process of exporting Outlook contacts to CSV (Comma-Separated Values) files, along with other relevant export options and also introducing the professional tool like Regain PST Converter Tool.

Reasons to Export Outlook Contacts to CSV files

Exporting Outlook contacts can be advantageous for several reasons. Here are a few common scenarios:

• Data Backup: Exporting contacts to CSV files provides an additional layer of data backup, ensuring that your valuable contact information is preserved.
• Migration to Another Email Client: When switching to a different email client or system, exporting contacts to a universally compatible format like CSV makes it easier to import them into the new environment.
• Sharing Contacts: Exporting contacts to CSV allows you to share contact information with others who may not be using Outlook or prefer a different format.
• Bulk Contact Updates: Exporting contacts to CSV enables you to make bulk changes or updates to contact information using spreadsheet software before importing them back into Outlook.

Export Outlook Contacts to CSV file manually

Exporting Outlook contacts to CSV is a straightforward process. Follow these steps:

• Launch Microsoft Outlook and navigate to the “File” tab.
• In the “Export” section, click on “Export.”
• Choose “Export to a file” and click “Next.”
• Select “Comma Separated Values” as the file type and click “Next.”
• Choose the contacts folder you want to export and click “Next.”
• Specify the destination folder where you want to save the CSV file and provide a name for the file.
• Review the selected options and click “Finish” to export the Outlook contacts to a CSV file.

Export Outlook Contacts to PST file Manually

In addition to exporting contacts to CSV, Outlook provides the option to export them to a PST (Personal Storage Table) file format. This format is useful for creating a comprehensive backup of Outlook data, including contacts, emails, calendars, and more. To export contacts to a PST file, follow these steps:

• Open Outlook and go to the “File” tab.
• Click on “Open & Export” and select “Import/Export.”
• In the Import and Export Wizard, choose “Export to a file” and click “Next.”
• Select “Outlook Data File (.pst)” as the file type and click “Next.”
• Choose the contacts folder you wish to export and select the destination location for
• the PST file.
• Provide a name for the PST file and click “Finish” to initiate the export process.

Exporting Outlook Contacts for Multiple Users

Exporting Outlook contacts becomes more complex when dealing with multiple users or sharing contacts within an organization. In such cases, using third-party solutions like Regain Outlook PST recovery tool can simplify the process. This tool allows synchronization and export of Outlook contacts across multiple users, ensuring consistency and easy access to up-to-date contact information.

Export an Outlook Contact to a vCard

A vCard (.vcf) file is a standard format used for sharing contact information across various platforms and devices. To export an individual Outlook contact as a vCard, follow these steps:

• Open Outlook and locate the contact you want to export.
• Double-click on the contact to open its details.
• Go to the “File” tab and click on “Save As.”
• Choose a destination folder and select “vCard Files (*.vcf)” as the file type.
• Provide a name for the vCard file and click “Save” to export the contact as a vCard.

Export GAL Contacts

If you are using a work or school account, it is common for your contacts to be stored in the Global Address List (GAL) rather than the Contacts folder in Microsoft Outlook. If you wish to export these GAL contacts to CSV or PST formats, you will first need to import them into your Contacts folder.

Normally, when your email client is connected to an email server, GAL addresses are readily available. However, there are a few risks associated with copying GAL contacts to a local disk:

• Changes in Active Directory: If any contact information changes in Active Directory, your local copy won’t reflect those updates.
• Data Protection: GAL contacts often contain personal information. While adding them to Outlook doesn’t necessarily pose risks, exporting them could potentially lead to a data breach. It’s important to consider GDPR compliance and consult with data protection experts.

If you have considered these factors and still want to proceed, here is a step-by-step guide to adding GAL contacts to your Outlook contact list:

• Go to your Contacts folder in Outlook.
• Navigate to the “Home” tab and click on “Address Book.”
• Ensure that the Address Book field is set to your Global Address List. Then, select and highlight all the contacts you want to export.
• If you wish to export all contacts from the GAL, click on the first entry, hold the Shift key, and click on the last entry to select them all.
• With the contacts highlighted, go to “File” and choose “Add to Contacts.”
• All the selected GAL contacts will now be added to your Contacts folder.

Remember to exercise caution and evaluate the reasons for exporting GAL contacts, considering potential risks and compliance requirements before proceeding.

A Professional Automated tool for Outlook Backup and Migration

When performing PST migration or backup, it’s crucial to ensure the reliability and integrity of the exported data. To avoid data loss or corruption, it is recommended to use professional tool or services that specialize in PST migration and backup, such as Regain PST Converter tool. This tool provides advanced features, such as incremental migration, encryption, and filter, to guarantee a smooth and secure migration process.

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Conclusion

Exporting Outlook contacts to various formats, including CSV, PST, vCard, and GAL, offers flexibility, data backup, and seamless data sharing. Whether you need to switch email clients, share contact information, or create comprehensive backups, Outlook provides the necessary tools to export contacts efficiently. Remember to choose reliable third-party solutions for complex scenarios involving multiple users or large-scale data migration to ensure a smooth transition without risking data loss or corruption.