How to easily import contacts to Outlook from Excel and CSV

Managing our email contacts can be a complicated task., especially when we migrate from a system or simply go from using an Excel spreadsheet to managing everything with Microsoft OutlookFortunately, Outlook offers built-in tools to import your lists so you don't lose any important data, although you need to be familiar with the process to avoid errors or unnecessary duplicates.

If you've created a contact sheet in Excel with names, email addresses, phone numbers, and more, or have a database exported from another application, knowing how to import this file into Outlook can save you a lot of work and headaches. In this guide, we'll show you how. the entire process in detail, advanced options and common problems so you can do it like a true professional, whether on the desktop or web version, or even from different file types.

Prepare your contacts file in Excel for import

Before importing anything into Outlook, the file format is keyOutlook does not directly recognize Excel .xlsx files if they have multiple sheets or advanced layouts. Therefore, the first step is save the spreadsheet as a CSV (comma-separated values) file, which is the universal format that Outlook accepts for importing contacts.

• Open the Excel file and go to the sheet that contains all the contacts.
• Click on Archive > Save as.
• Select the location where you want to save and choose CSV (comma delimited) as file type.
• Ignore the warnings that appear about the loss of features, as they only affect advanced elements not used in contact lists. Press Accept and confirm by saving.
• Close the CSV file once saved.

This process ensures that your data is ready for import. Avoid modifying the CSV file from Excel after creating it, as this could alter the format and cause errors when importing.

You can also work on the file encoding if you have special characters or names in other languages. It's recommended that the CSV be UTF-8 encoded to maintain accents, tildes, and other characters. Symbols, especially if they come from foreign names. You can easily convert them from Excel when saving, choosing "CSV UTF-8" if your version allows it.

Step-by-step process to import contacts from Excel to Outlook on desktop

Once we have our CSV file ready, we can proceed to import it into Microsoft Outlook installed in WindowsThe process is quite intuitive thanks to the import and export wizard from the program itself, but there are some important points to keep in mind:

1. Open Outlook and access the menu Archive > Open and export > Importar or exportar.
2. In the wizard, select Import from another program or file and press Next.
3. Choose Comma Separated Values as the file format to import.
4. Balance Browse to browse and select your previously created CSV file.
5. Choose one of the options if you find duplicates: you can replace, allow duplicates, or not import existing ones.
6. Select the destination folder, normally it will be ContactsIf you have multiple accounts in Outlook, make sure you choose the correct account.
7. Check the box corresponding to your CSV file and, before finishing, click on Assign custom fieldsHere you can adjust how your file's columns relate to standard Outlook fields (first name, last name, email, phone number, etc.). If any fields don't match automatically, drag them manually so the information isn't lost.
8. Click on Finalize and wait for the process to finish.

The method may vary slightly depending on the version of Outlook (2013, 2016, 2019, Office 365, etc.), but the procedure is very similar in all versions. Once the import is complete, review your address book to verify that all data has been transferred correctly.

Import contacts from Excel to Outlook Online (Outlook.com and Microsoft 365)

For those using the web version of Outlook via Microsoft 365 or Outlook.com, importing contacts is also very simple. Here, the process is even more streamlined:

• Sign in to your Outlook Online account from your browser.
• Click on the icon People or search the section Contacts in the sidebar.
• Find the button Manage contacts and choose Import contacts.
• In the new window, select Browse to browse for the CSV file on your computer and upload it.
• Balance Import and wait for confirmation of success.

It's a good idea to review the website's suggestions for CSV formatting. If your file comes from a different source, you may need to adapt it or use the field mapping feature to properly match the information; for example, ensuring that the "Name" in the CSV file matches the "First Name" field in Outlook. You can also check out our article on How to recover deleted emails in Outlook to improve your tray management.

What do I do if I have contacts on older versions or other platforms?

Using an older version of Outlook (such as Classic before the new Outlook) usually involves similar steps for exporting and importing, but it's critical to know where your contacts are. The Classic version offers a menu Archive the option Open and Export > Import or Export, from where you can:

• Export the entire address book to a CSV.
• Reimport it into a new account, version, or the new Outlook.

This method is also valid for migrate contacts between different platforms; first export to CSV from your original program and then follow the steps described to import them into Outlook.

You can also check out our tutorial on managing or restoring your email and contacts to older versions or different platforms.

Export Outlook contacts to Excel: the reverse operation

Outlook not only allows you to import contacts from spreadsheets, but also makes it easy export your address book to an Excel file to back up or migrate data to another email client. The process is:

1. Open Outlook and navigate to Archive > Add and export > Export/Import.
2. Choose Export to a file.
3. Choose Comma Separated Values as export format.
4. Select the folder Contacts.
5. Define the location and confirm to generate the .csv file.

The result will be a file ready to open in Excel and edit or back up your contacts. You can also manually copy and paste contacts from Outlook's People view into a spreadsheet if you prefer quick edits.

How to troubleshoot common problems when importing contacts into Outlook

Although the process is usually straightforward, some issues can arise. Here are some tips:

• Misassigned fieldsIf the data appears mixed, repeat the process and under “Assign Custom Fields” manually adjust each column to match the program’s standard fields.
• Duplicate ContactsOutlook allows you to choose what to do with duplicates: replace them, allow duplicates, or don't import them. It's a good idea to review them afterward to clean up duplicate entries.
• Coding errorsIf strange characters appear, the CSV file probably isn't in UTF-8. Open the file in Excel or a text editor and resave it, selecting the appropriate encoding. You can also check out our tutorial on .
• Large sizes: For long lists, divide the CSV file into several parts and import them separately, avoiding errors.
• Compatibility between versionsNote that advanced features may vary depending on your version of Outlook. Consult the official help if you have specific questions.

Other ways to move or import contact lists to Outlook

In addition to the CSV method, Outlook supports other formats for importing contacts, such as:

• vCard (VCF) files: Used to transfer contacts from mobile phones iPhone o AndroidYou can import one by one or convert multiple vCards to CSV before importing them.

Regardless of the method, it's essential to understand the supported fields and formats to ensure a successful import.

Recommendations and best practices for managing your contacts in Outlook

Efficient contact management in Outlook makes a difference in your personal or professional organization. Some helpful tips include:

• Make regular backups exporting in CSV or PST to prevent losses.
• Review and remove duplicates regularly to keep the base clean and tidy.
• Use the field mapping wizard when importing to ensure that all information is correctly assigned.
• For advanced needs, consider automating processes with PowerShell or other professional tools, especially in business environments.

Taking advantage of Microsoft 365's integration and synchronization features makes your daily work easier and helps you keep your contacts up-to-date and organized. Also, if you'd like to learn how to better manage your contacts, check out our guide on how to manage them.

Mastering import and export procedures in Outlook, from Excel, CSV, vCard, or PST files, saves time and prevents hassles in migrations or daily management, ensuring that all information is always at hand and well-organized, regardless of its source.