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For most contact migrations, export your contacts as a UTF-8 CSV file, then import it through Outlook’s People area or, in Classic Outlook for Windows, its Import/Export wizard. The steps vary by Outlook version, so first identify whether you’re using New Outlook, Classic Outlook, Outlook on the web, or Outlook.com. Back up the source file and select the intended account before importing.
First, identify your version of Outlook
| What you’re using | Where to import |
|---|---|
| New Outlook for Windows | People > Manage contacts > Import contacts |
| Classic Outlook for Windows (the desktop app with File in the upper-left) | File > Open & Export > Import/Export |
| Outlook in a browser, including Outlook.com | People > Manage contacts > Import contacts |
| Outlook for Mac | These Windows menu paths do not apply. Use Mac-specific instructions for your version. |
Microsoft documents separate workflows for New Outlook, Classic Outlook, and the web. See Microsoft’s Outlook CSV contact import instructions.
Prepare the contact file before importing
CSV (comma-separated values) is the usual format for moving contacts between services and apps. It’s widely supported, but it may not preserve every Outlook-specific detail or every service’s custom contact data.
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- Keep a backup of the original file, and remove obvious blank rows and accidental duplicates from a working copy.
- Check that the first row contains column headings and that the rows below contain the contacts.
- Inspect phone numbers and postal codes. Spreadsheet software can remove leading zeroes or reinterpret values as dates.
- Save or export the CSV as UTF-8, especially if names include accents or non-Latin characters. If a preview shows garbled text, cancel and correct the encoding before importing.
- Close the CSV before importing it. If the contacts are important or the file is large, test with a small copy first.
Choose the destination account deliberately. Importing contacts into one account does not automatically make them part of another account’s contact list.
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Import contacts into New Outlook for Windows
- Open New Outlook and select People from the navigation bar. If it isn’t visible, look under More apps; you can add or pin People there.
- Select the destination account in People, particularly if Outlook has more than one account.
- Select Manage contacts > Import contacts.
- Select Browse, choose the CSV file, and select Open.
- Select Import. After processing, search for a few contacts and check their details.
Contacts may take time to sync. If they don’t appear immediately, wait and check the selected account before trying again; a second import can create duplicates. The People-based CSV workflow is also used in Outlook on the web, though the browser and app are separate interfaces.
Import contacts into Outlook on the web or Outlook.com
- Sign in to Outlook on the web or Outlook.com and open People.
- Confirm you’re in the account where the contacts should be saved.
- Select Manage contacts > Import contacts.
- Select Browse, choose the CSV file, and select Open.
- Select Import, then search People to confirm the contacts are present.
This imports contacts into the online account you’re using. It is not the same as importing a PST or moving contacts into a different account.
Import a CSV into Classic Outlook for Windows
- In Classic Outlook, select File > Open & Export > Import/Export.
- Choose Import from another program or file, then select Next.
- Choose Comma Separated Values, then select Next.
- Browse to your CSV file. Choose how to handle duplicates: replace duplicates with imported items, create duplicates, or do not import duplicates.
- Select Next, then choose the destination Contacts folder.
- Confirm the import task is selected and choose Finish.
For a first import, do not import duplicates is usually the cautious choice. It is not a guarantee that every logically identical person will be recognized: differences in names or email addresses can defeat matching. Microsoft notes that when an existing contact is treated as a duplicate and duplicates are not imported, the existing Outlook information may be retained while the corresponding imported information is discarded. If the file has authoritative updates you need, review the options and back up contacts before importing.
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Import contacts from an Excel spreadsheet
For the documented Classic Outlook workflow, save the relevant worksheet as CSV first; don’t try to treat a multi-sheet .xlsx workbook as one contact database.
- Open the workbook in Excel and select the worksheet containing the contacts.
- Choose File > Save As, then select CSV (Comma delimited) (*.csv).
- Save the CSV copy and close it before importing it into Classic Outlook using the steps above.
Only the selected worksheet is saved to that CSV. Excel may warn that workbook features will be lost in the CSV copy; your original workbook remains separate. Some regional settings use semicolons as list separators. Microsoft notes that Classic Outlook’s CSV importer expects commas, so a semicolon-delimited export may need correction. Check the resulting file if the columns are not being read correctly. Microsoft’s Excel-to-Classic-Outlook guide covers saving and mapping contact fields.
Import Gmail contacts into Outlook
- Export your contacts from Google Contacts as a CSV.
- Review the columns and make a UTF-8 copy if needed. Pay particular attention to multiple email addresses, labels or groups, custom fields, photos, and notes.
- Import the CSV through the New Outlook or web People importer, or the Classic Outlook wizard, depending on where you want the contacts.
- Check several records after import; service-specific contact details may not map one-to-one into Outlook fields.
For Microsoft’s guidance on this route, see Import Gmail contacts into Outlook.
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Contacts stored in an online mailbox and contacts stored only on a computer are different. In particular, a Classic Outlook folder called Contacts (This computer only) is local; don’t assume those contacts have synchronized to your mailbox or will appear automatically in New Outlook.
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- In Classic Outlook, select File > Open & Export > Import/Export.
- Choose Export to a file, then choose Comma Separated Values.
- Select the relevant Contacts folder. Include Contacts (This computer only) if that is where the contacts are stored.
- Save the CSV export.
- In New Outlook, open People, select the destination account, and use Manage contacts > Import contacts to import the CSV.
Microsoft recommends exporting locally stored Classic Outlook contacts to CSV and importing them into New Outlook. The same general route works for locally saved contacts exported from the Windows People app: export a CSV, then import it into the selected account in New Outlook. See Microsoft’s Windows Mail and People migration guidance.
Import a vCard or choose the right file type
A vCard (.vcf) is convenient for adding one contact or a small number. Open the vCard file or the email attachment, review the details, then choose the option to add or save the contact to Outlook. For a large address book, use a CSV export where possible; Microsoft’s vCard instructions describe adding vCards, not a general bulk-import workflow. See Microsoft’s vCard instructions.
| Format | Use it for | What to know |
|---|---|---|
| CSV | Moving contacts between services or apps | Portable and editable, but fields may need mapping and some contact details may not transfer. |
| PST | Moving Outlook data between compatible Outlook desktop environments | Can contain contacts as well as other Outlook data, depending on the file. It is not a CSV and is not the normal People-area web import format. |
| VCF / vCard | Exchanging an individual contact or a small number | Convenient contact by contact; CSV is generally more practical for bulk moves. |
| Excel workbook | Organizing or cleaning source data | For Classic Outlook’s documented route, save the relevant worksheet as CSV first. |
Use CSV when the goal is a contact list that can move between services. Use PST only when you are handling Outlook data in a compatible desktop Outlook workflow. Microsoft explains the broader Outlook import and export options.
Fix common contact-import problems
“Import contacts” isn’t available
Check which Outlook version is open and make sure you are in People, not Mail. In New Outlook, People may be under More apps. In Classic Outlook for Windows, use File > Open & Export > Import/Export instead of looking for the People-area importer.
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Names or accented characters look wrong
The CSV may not be UTF-8 encoded. Cancel rather than importing corrupted names. Reopen the source in an app that lets you choose the encoding, save or export it as UTF-8 CSV, and try that copy.
Some fields are missing
First check whether the information was present in the source file. If it was, a column may not have mapped to the expected Outlook field. In Classic Outlook, use Map Custom Fields in the import wizard, then inspect the affected contacts again. Microsoft’s troubleshooting guide recommends checking the source CSV when data is missing.
No contacts appear after import
- Confirm the selected destination account and Contacts folder.
- Search People for a known name; the list may not make new records obvious.
- In New Outlook, allow time for synchronization before retrying.
- Check that the CSV has a heading row and actual contact rows.
A repeat import can create duplicates, so verify the account and wait before trying again.
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Stop importing until you know which copy is authoritative. Back up the current contacts, clean duplicates from the source file, and carefully remove or reconcile duplicates in Outlook. A second import can multiply copies, and duplicate detection may miss records whose names or addresses differ slightly.
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The CSV columns are jumbled or the file won’t parse
Check whether the file uses semicolons rather than commas, whether fields contain malformed quotation marks or line breaks, and whether a spreadsheet changed phone numbers or postal codes. Some regional Excel configurations use semicolons; the Classic Outlook CSV importer expects commas. Correct a copy of the source rather than overwriting your only file.
A PST file won’t upload in the People importer
The New Outlook and web People workflow described here imports CSV contacts. A PST is an Outlook data file, not a CSV. Use a compatible Outlook desktop PST workflow for Outlook data rather than uploading it as a contact CSV.
Verify the result before deleting the source
After importing, confirm that the contacts are in the intended account and folder. Search for several different records: one with an accented or non-Latin name, one with multiple phone fields, and one with company or job-title details. Compare the approximate number imported with the source and check any fields that matter to you. Keep the original CSV, workbook, or PST until you have verified the migration.
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