Transferring Outlook contacts to a new computer doesn’t have to be a hassle. Whether you’re upgrading your device, switching systems, or simply creating a backup. I have tried out several methods to export Outlook contacts and have listed the best ones here. I have found Microsoft Outlook’s built-in Import/Export Wizard to work well.
This guide walks you through exporting your contacts, where I will also explain alternative options. We’ll also cover best practices, backups, and quick fixes for common issues.
Part 1. Export Outlook Contacts In Outlook
Follow the steps below to export the address book to Outlook-
1. Open Outlook And Access the Import/Export Option-
Open Microsoft Outlook and go to File. Select Open & Export, then choose Import/Export.
2. Select The Export To A File Option-
Choose the Export to a file option.
3. Select A File Type To Export Your Outlook Contacts To –
Most users select from 2 main options-
- Comma Separated- If you plan to export outlook contacts to excel.
- Outlook Data file (.pst) – If you plan to Export Your Outlook data to Outlook.
Based on your scenario, you would need to choose between exporting Outlook contacts as an Excel or a PST file. While both can get the job done. There are different advantages and disadvantages
PST is ideal for comprehensive backups and transfers within the Outlook ecosystem, while CSV is best for portability and use with other email clients or spreadsheet programs.
| Feature | PST (Personal Storage Table) | CSV (Comma Separated Values) |
| Primary Purpose | Full data backup and transfer between Outlook installations. You can also use it to transfer Outlook data between 2 systems. | Data exchange between different applications/platforms. |
| Data Included | You can use a PST file to transfer Outlook emails, Contacts, calendar items, tasks, and other mailbox data, including attachments and contact pictures. | Only contact fields as plain text data in a tabular format. |
| Compatibility | Specific to Microsoft Outlook and some other Microsoft software. | Universally supported by most email clients (Gmail, Yahoo, etc.) and spreadsheet programs (Excel, Google Sheets). |
| Accessibility | Requires MS Outlook to open, read, and edit. | Can be opened and edited easily in any text editor or spreadsheet program. |
| Data Integrity | Preserves all contact fields and associated data without loss. | Potential for data loss or corruption of special characters/field mapping if not handled carefully (e.g., non-UTF-8 characters). |
| File Size | Generally larger file size due to storing complete mailbox items and attachments. | Smaller, lightweight files. |
4. Select the Contacts Folder to export from-
Choose your email account, select Contacts, and click Next.
5. Export and save the File
Click on Browse… to choose a location and filename for saving Outlook contacts, then click on Finish.
Note: I would recommend you to avoid saving changes to the file after exporting, as this could corrupt it and prevent importing. If needed, you can export again to create a new file.
Part 2: Transfer Outlook Contacts To A New Computer Manually
After exporting your Outlook contacts to a file. We need to shift them over to the destination location.
How to transfer contacts from Outlook to Outlook? Especially if the application is installed in a different device. It’s easy. The most convenient ones are suggested below-
USB Drive – Use a portable storage drive, such as a USB stick to transport the PST file to your new computer.
Online Cloud- Utilizing a cloud service such as OneDrive or Dropbox, you will be able to access/ download the exported PST file on your new system.
Email To Self- A safe way of shifting your PST file to a new computer is to simply attach to an email and send it to yourself. You can then download it by accessing your email client on your browser.
I prefer to use a USB drive to transfer Outlook contacts to a new computer. However, IF you would like to transfer it to a phone or another device, you may simply send it over using email or a cloud service.
If you have 2 systems, you can a trusted contact transfer software like Remo Outlook Backup & Migrate to simplify your entire process.
Part 3: Import Contacts To Outlook
To transfer all your contacts, simply import the PST file into Outlook. You can do so by following the steps below-
1. Open Outlook And Access the Import/Export Option-
- Open Microsoft Outlook and go to File.
- Select Open & Export, then choose Import/Export.
2. Select an Action to Perform-
When you import contacts to Outlook, you have a variety of options to import from. I have listed them here-
- Import from another program or file – I usually use this option to import contacts to Outlook PST file or CSV file into Outlook.
- Import a VC00000ARD file – VCARD Files (.vcf) can store contact details. You can use this option to import .vcs files into outlook.
3. Select A File Type To Import from-
Most users select from 2 main options-
- Comma Separated- If you plan to export your entire Outlook contact list to Excel.
- Outlook Data file (.pst) – If you plan to Import Your Outlook contacts from a PST/OST file.
5. Save Exported File
Click on Browse… and select the file to import from, then click on Next. Select Contacts. This will make sure all your imported contacts end up in your Outlook contacts folder.
And that is how I manually transfer Outlook contacts using the import and export wizard in Outlook. Additionally, I would recommend that you back up your Outlook contacts.
How to Back Up Contacts in Outlook?
To back up contacts in Outlook can help protect your address book in the event of any data loss. You can back up Outlook contacts by following the instructions below-
1. Open Outlook And Access the Import/Export Option-
Open Microsoft Outlook, go to File and select Open & Export. Then, choose Import/Export.
2. Select The Export To A File Option-
Choose the Export to a file option.
3. Select A File Type To export To-
Click Outlook Data File (.pst), and click Next.
4. Select A Folder to export from-
Choose your email account, select Contacts, and click Next.
5. Save exported File
Click on Browse… to choose a location and filename, then click on Finish.
Save this file in a backup folder. When required you can always import your Outlook contacts from this file.
How to Import/Export Outlook Contacts With Remo Outlook Backup & Migrate?
Part 1: Export Outlook Contacts From Current System
1. Download and install Remo Outlook Backup and Migrate software on your computer.
2. From the main screen, select Backup.
3. Choose Advanced Backup and select your contacts folder.
4. Review the backup contacts and click Finish.
NOTE: To move Outlook contacts between computers, install Remo Outlook software on both systems.
Part 2: Migrate Outlook Contacts To New Computer
1. Copy the backup file from the old computer to the new one using an external drive.
2. On the new computer, open Remo Outlook Backup and Migrate and select Migrate.
3. Use the Browse button to select the backup file.
4. Choose all or specific contacts and click Next.
5. Open Microsoft Outlook to verify contacts after the confirmation message.
NOTE: Remo Outlook Backup & Migrate can also be used to back up contacts in Outlook.
To Conclude
With Outlook’s Import/Export feature, It is efficient, secure, and to move outlook contacts. Always backup Outlook contacts to a dedicated file/folder as a precaution. For added convenience, consider third-party migration tools, but the manual method remains reliable and cost-free. Your contacts are the backbone of your communication. Keep them safe and organized.
Frequently Asked Questions
Absolutely, export from Gmail as CSV (Settings > See all settings > Accounts and Import > Export), then follow the desktop import steps. Map “Email 1” to Outlook’s primary field. It handles labels as categories, too.
Split it in Excel: Filter by alphabet (A-M, N-Z), save separate CSVs, import sequentially. Or use tools like CSV Splitter for automation.
No, just contact details, no attached emails or notes unless you export the full PST. For histories, use the archive feature instead.
In Outlook, go to People > Current View > List > Home > Clean Up > Find Duplicates. It merges smartly, preserving the best data.
In Outlook: Go to File > Open & Export > Import/Export > Export to a file > Comma Separated Values > Select Contacts folder > Save as .csv.
In Outlook: Go to File > Open & Export > Import/Export > Import from another program or file > Comma Separated Values > Select your .csv file > Choose Contacts folder > Finish.
Yes, using the export steps above to a .csv file.
