Export contacts from Outlook – Lively Listing FAQ

Many customers create contacts in Outlook on their PC or Mac, however these are solely obtainable on this one PC or the linked mailbox. So how can these contacts be used exterior of Outlook, for instance in Microsoft Groups?

On this article, we are going to present you learn how to export contacts from Outlook. You don’t even want an Outlook set up in your laptop, and you too can export contacts on-line to Microsoft 365.

Causes for exporting contact knowledge

Regardless of the growing use of Microsoft Groups, Outlook stays a most popular software for formal e mail change in firms. Many customers have saved inner and exterior contacts in Outlook.

There are numerous the explanation why an organization might wish to use the contacts from Outlook exterior the appliance:

• Backing up contact knowledge in Outlook
• Utilizing Outlook contacts in different purposes, resembling Microsoft Groups
• Importing the information into one other e mail consumer
• Enhancing the information in Excel after which importing it again into Outlook

There are some things to think about when exporting contact knowledge from Outlook, from the file format to the brand new vacation spot and the additional use of the information. However first, let’s take a look at the contact lists obtainable in Outlook.

What kinds of contact lists can be found in Outlook

The contacts, for instance saved in Azure AD, can be found in Outlook. Each account there may be present in the worldwide deal with e-book. All distribution lists, teams, rooms and sources may also be discovered within the international deal with record.

International deal with record exhibits all inner contacts in Outlook

Then there are private contacts that belong solely to the respective person. These are discovered below “Contacts” and are saved within the person’s account. Exterior contacts may be saved and edited right here.

Export privat contacts from Outlook

Moreover, in Alternate, additional deal with lists may be generated. This may be executed by means of attributes. For instance, an deal with record that filters out all workers whose “division” attribute is about to “Advertising and marketing.”

To make use of all these inner and exterior contacts in different purposes, you will have to export them.

What to think about when exporting Outlook contacts

The file sort is de facto essential. There’s two choices:

Values separated by separators – CSV format

The primary choice is to export the information as a CSV file. CSV recordsdata are suitable with many purposes, for instance: the contact knowledge can be utilized as an deal with e-book in MS Groups.

CSV recordsdata may also be opened as Excel recordsdata and edited manually. Nonetheless, it typically occurs that the information just isn’t displayed accurately in Excel. This could have a number of causes, resembling semicolons, commas and different particular characters. Additionally, the knowledge should be saved in .csv format and not unintentionally in .xlsx.

Now you can both add the contact knowledge to a different e mail consumer or import it into exterior purposes.

Outlook knowledge file – PST

When exporting to a PST file, you will need to be sure that this knowledge can solely be imported by packages that assist PST recordsdata. If you’re undecided, it’s higher to export with “Delimited values”. This knowledge is usually simpler to import once more, as Outlook creates a CSV file on this case, as described within the part above.

If doubtful, you too can carry out two exports. On this case, you may nonetheless choose the opposite file for the import.

Exporting a world deal with record – GAL

Many customers don’t save their contacts in a separate folder in Outlook. They merely enter the e-mail deal with to get the appropriate particular person urged or search in Outlook. That is notably the case in firms and enterprise environments. The worldwide deal with record gives all essential contacts. On this case, it is smart to export the worldwide deal with record, as this incorporates crucial contacts.

Basically, it ought to be questioned why the GAL ought to be exported regionally. Centrally saved private knowledge ought to be take into account within the knowledge safety planning (GDPR). Exporting a world deal with lisz to a brand new file, creates an extra knowledge retailer.

Because of this, a GAL export just isn’t beneficial. Nonetheless here’s a simplified process to do it:

To export the International Deal with Record, the GAL should first be added to the contacts. First, create a brief folder below Contacts. Then choose all contacts within the GAL and add them to the non permanent folder by right-clicking. The remainder of the export process is much like the opposite contact lists and is described within the following part. In distinction, solely the non permanent folder must be chosen because the supply and might then be exported.

Exporting Outlook contacts – the way it works

Exporting contacts from Outlook with on-board instruments

If in case you have a number of mailboxes linked to Outlook, you may preserve a number of contact lists. Nonetheless, that is convey confusion and carries the chance of unintentionally deleting contacts or fragmenting contact knowledge throughout a number of contacts in several accounts. It’s higher to decide on one account during which all contacts are saved. For those who join this account on different units, resembling smartphones or tablets, all contacts are instantly obtainable. Contacts may also be saved in Outlook PST recordsdata and exported from there.

To export contacts from Outlook, it’s higher to make use of the on-board features. These may be discovered on the “File” tab below “Open and export”.

Export contacts from Outlook utilizing an built-in wizard

Use the “Import/Export” button to begin a wizard from which you’ll be able to export varied areas from Outlook, together with your contacts. You possibly can choose “Export to file” within the wizard to export knowledge.

Exporting knowledge from Outlook to recordsdata

On the “Export to a file” web page, choose “Outlook knowledge file (.pst)” or “Delimited values”.

Then choose what you wish to export. For contacts, use the menu merchandise “Contacts” or the respective subfolder if you do not need to export all contacts, however solely contacts from totally different folders.

If you wish to export contacts from an Outlook mailbox with a purpose to import them into Microsoft 365 later to make use of it in an different app, for instance in Microsoft Groups, you will need to be sure that you export the information from the right mailbox.

Deciding on contacts for exporting knowledge from Outlook

Then, save your knowledge. You additionally specify the file title for the export right here. You’ll obtain a abstract. Nonetheless, earlier than you export the contacts, you should utilize “Assign user-defined fields” to specify how the export ought to happen and which fields ought to be crammed with the person knowledge. This performs an essential function later when importing the contacts.

Deciding on contacts for exporting knowledge from Outlook

You possibly can take away an task with the “Delete task” button. If you wish to reset all handbook adjustments, use the “Default mapping” button. Outlook carries out the export course of with “End”. The system is not going to ship you any suggestions.

When the export window disappears, you may open the export file and make additional corrections if vital. Nonetheless, you shouldn’t make any adjustments when checking the file. Additionally go away the empty cells unchanged.

After all t can be doable to appropriate the CSV file with Excel. Microsoft exhibits you ways to do that on the web page “Creating or modifying CSV recordsdata for importing into Outlook“.

Ahead particular person contacts as a VCF file

In Outlook, you too can ahead particular person contacts as a VCF file with an e-mail. To do that, right-click on the related contact and choose both “As enterprise card” or “As Outlook contact”. With “As enterprise card”, you create an e-mail during which the contact is hooked up as a VCF file. With “As Outlook contact”, a contact is created that’s solely utilized in Outlook and suitable packages.

Contacts may also be forwarded individually in Outlook.

Export Microsoft 365 contacts to Outlook Net App

For those who use Microsoft 365, you too can export your exports from the Outlook net software by way of the deal with https://outlook.workplace.com. To do that, name up the contacts on the left-hand aspect of the online interface or open the deal with https://outlook.workplace.com/folks immediately. On the prime left you’ll find the menu merchandise “Handle contacts”. Right here you may export and import contacts. A neighborhood set up of Outlook just isn’t vital on this case. The contacts that you simply import listed here are the contacts which can be additionally obtainable in Microsoft Groups.

Exporting contacts by way of Outlook Net App

You possibly can choose which contacts you wish to export within the window and begin the method with “Export”. The export takes place mechanically as a CSV file. You should use this for the import in Outlook Net App, but in addition in regionally put in Outlook variations.

How Microsoft Groups will get Outlook contacts

You’ll find your contact in Groups below Calls and Folks. The Groups consumer makes use of the identical contact, however with a distinct vary of features. For instance, Groups solely shows the cellphone numbers for calls and the opposite communication choices of a contact for chats. Total, there are only a few choices obtainable to show and edit the contact info.

Contacts can be found at varied factors in groups

You possibly can managed your contact in Microsoft Telephone Contacts, for instance, by way of the “Calls” menu merchandise on the “Contacts” tab. You possibly can create new contacts with “Add contact”. Chat contacts can be found by way of the “Chats” space by deciding on “Contacts”. The identical contacts can be found right here as in Skype, for instance. That is essential when exporting from Outlook. If in case you have a Microsoft 365 account, you too can handle your contacts right here, for instance by way of Outlook. The contacts that customers preserve within the Microsoft 365 mailbox in Outlook are additionally obtainable on smartphones. 

Making exterior contacts usable in Microsoft Groups

Anybody who needs to make exterior contacts obtainable in Microsoft Groups, Alternate On-line or different Microsoft 365 options in future ought to subsequently make it possible for they save the contacts on this mailbox when creating or importing them into Outlook. It’s subsequently doable to export contacts in an Outlook set up and import them once more utilizing the identical wizard, for instance on one other laptop. On this case, it’s once more essential to make sure that the contacts are imported into the mailbox that’s linked to Microsoft 365. After a short while, these contacts may even be obtainable in Microsoft Groups. As quickly as you’ve got exported the contacts in Outlook on one other PC and imported them right into a Microsoft 365 mailbox in your PC, they are going to seem in Groups.

Checking your individual contacts

You may also use the hyperlinks https://groups.microsoft.com/_#/calls/contact-list-calls and https://groups.microsoft.com/_#/conversations/contact-list-chats on to test this. You possibly can view all contacts in your Microsoft 365 mailbox by way of outlook.workplace.com/folks. Right here you too can create contacts whose knowledge is then additionally obtainable for Microsoft Groups calls or chats. By way of “Handle contacts -> Import contacts”, it’s doable to import exterior contacts into the mailbox and thus additionally make them usable in Microsoft Groups.

Central contact administration in Groups – various resolution

You may also use the exported contacts in Outlook in different companies. The export is generally doable  a CSV file.

With the my-IAM PeopleConnect cloud service from FirstAttribute AG, you may centralize all inner and exterior contacts in Microsoft Groups. By importing knowledge, varied different sources resembling Outlook contacts or SQL databases are additionally built-in, mapped and made obtainable in a central deal with e-book. Because of totally different object sorts, inner and exterior contacts, rooms or different contacts may be visually distinguished from one another. A versatile dashboard constructions all contacts in a transparent view. Sensible search features allow the appropriate contact to be discovered instantly, making Groups the contact level for international communication.

my-IAM PeopleConnect centralises inner and exterior contacts in MS Groups

Abstract

Exporting Outlook contacts is fast and straightforward. The query is of what to do with the exported knowledge. When exporting whole deal with lists, there’s additionally the query of knowledge safety. Additional use of exterior Outlook contacts in different purposes makes good sense in follow. Please additionally learn our article “Including Outlook contacts to Groups”.

Expensive readers of the ADFAQ weblog. Thanks on your curiosity in our articles. Our specialists write these articles to the very best of their information, however the world of IT adjustments shortly. As a rule, we don’t replace the written blogs or relatively not often. Subsequently, we can’t assure that the content material is at all times updated. Right here you’ll find a hyperlink to the my-IAM PeopleConnect resolution described within the article.

Article created: 04.03.2024