How to Import Contacts to Outlook

Importing Contacts to Outlook

Moving to a new email system or consolidating your contacts? Here is how to import contacts into Microsoft Outlook from various sources.

Before You Start

Make sure your contacts are in one of these formats:

• CSV file (comma-separated values) — most common
• vCard file (.vcf)
• Outlook data file (.pst)

Import from a CSV File

Step 1: Prepare Your CSV

Your CSV should have columns like:

• First Name
• Last Name
• Email Address
• Phone Number
• Company

Most email providers and CRM systems can export to CSV format.

Step 2: Open Import in Outlook Desktop

• Open Outlook
• Click File in the top menu
• Click Open & Export
• Click Import/Export

Step 3: Select Import Type

• Choose Import from another program or file
• Click Next
• Select Comma Separated Values
• Click Next

Step 4: Choose Your File

• Click Browse
• Find and select your CSV file
• Choose how to handle duplicates:

- Replace duplicates — overwrites existing contacts - Allow duplicates — imports everything - Do not import duplicates — skips contacts that already exist

• Click Next

Step 5: Select Destination

• Choose Contacts as the destination folder
• Click Next

Step 6: Map Fields

If your CSV column names do not match Outlook's field names:

• Click Map Custom Fields
• Drag fields from left (your CSV) to right (Outlook fields)
• Click OK
• Click Finish

Import from Gmail

Export from Gmail First

• Go to contacts.google.com
• Click the three-line menu
• Click Export
• Choose Outlook CSV
• Click Export

Then Import to Outlook

Follow the CSV import steps above using the exported file.

Import from Apple Contacts

Export from Mac Contacts

• Open Contacts on your Mac
• Select the contacts to export (or Command+A for all)
• Click File → Export → Export vCard
• Save the .vcf file

Import vCard to Outlook

• In Outlook, click File → Open & Export → Import/Export
• Choose Import a vCard file
• Click Next
• Browse to your .vcf file
• Click Open

Import to Outlook on the Web

• Go to outlook.office.com
• Click the People icon (bottom left)
• Click Manage contacts (top right)
• Click Import contacts
• Click Browse
• Select your CSV file
• Click Import

Common Issues

Contacts Not Appearing

• Check you imported to the correct Contacts folder
• Refresh Outlook by pressing F5
• Wait a few minutes for sync to complete

Fields in Wrong Places

• Re-import and use Map Custom Fields to correctly match columns
• Check your CSV file has proper column headers

Special Characters Not Displaying

• Save your CSV as UTF-8 encoding before importing
• Check the original file displays correctly before import

Tips for Clean Contact Data

Before importing:

• Remove duplicate contacts from your source file
• Ensure email addresses are valid
• Standardise phone number formats
• Fill in company names where possible

Need Help?

For assistance importing contacts or cleaning up your contact list, contact helpdesk@netlumait.com.au or call 1300 521 162.