Share contact data between Excel and Outlook

You can share contact information (such as a person's name, company name, address, city, or phone) between Microsoft Excel and Microsoft Outlook by importing that information from an Excel file into Outlook. Alternatively, you can export Outlook contacts into an Excel workbook. You can do either operation by using the Outlook Import and Export Wizard.

What do you want to do?


Export contact information from Excel and import it into the Outlook Contacts folder

The easiest way to get information from your Excel workbook into Outlook is by saving your workbook as a CSV text-based file (comma separated value, .csv extension). Note that when you save a workbook to the CSV format, you can save only the active worksheet to the CSV file. Any other worksheets are not saved. Your original Excel file (.xlsx or .xls) is not affected.

Export names and addresses from Excel

  1. Save your workbook as a comma separated value (CSV) file by using the Save As command.
  • In Excel 2010, click the File tab and then click Save As.
  • In Excel 2007, click the Microsoft Office Button and then click Save As.
  • In Excel 2003, on the File menu, click Save As.

The Save As dialog box appears.

  1. In the Save As Type box, select CSV (MS-DOS) and then click Save.
  2. If a dialog box appears that warns about Excel not supporting multiple sheets, click OK.
  3. If a dialog box appears that warns about certain features not being compatible with CSV (MS-DOS) files appears, click Yes.
  4. Close the file, and click Yes to save changes.
  5. Click Yes or OK as needed to acknowledge any additional warnings that appear.

Import names and addresses into Outlook

  1. Start Outlook and then, depending on the version you are using, do one of the following:
  • In Outlook 2010, click the File tab, click Open, and then click Import.
  • In Outlook 2007 and Outlook 2003, on the File menu, click Import and Export.
  1. In the wizard that starts, click Import from another program or file, and then click Next.
  2. In the Select file type to import from box, click Comma Separated Values (DOS), and then click Next.
  3. Choose an option for dealing with duplicate names (default is Allow duplicates).
  4. Click Browse, select the file you want to import, click OK, and then click Next.
  5. Select the Contacts folder and click Next.
  6. If you have more than just a column of contact names in your Excel file (for example, Address, Phone, City, etc.), you should map those columns from the file you are importing to Outlook fields. Otherwise, click Finish.

To map custom fields

   
  1. Click Map Custom Fields.
  2. In the From box, drag the field you want to convert onto the Microsoft Outlook field listed in the To box.
  • If you want to see additional records in the From box, click Previous or Next.
  • If you want to remove all mapping, click Clear Map.
  • If you want to reset the original mapping, click Default Map.
  1. To display additional fields in the To box, click the plus sign (+) next to the field. For example, to display the Business Street and Business City fields, click the + next to Business Address.
  2. If no field exists in the To box that would accommodate a field you are importing, you can create a new custom field. Click Add a Custom Field, and specify the field name in the New Field dialog box. You can create as many custom fields as you need.
  3. Click OK, and then click Finish.

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Export Outlook contacts into an Excel workbook

  1. Start Outlook.
  2. Depending on the version of Outlook you are using, do one of the following:
  • In Outlook 2010, on the File tab, click Open and then click Import.
  • In Outlook 2007 and 2003, on the File menu, click Import and Export.
  1. Click Export to a file, and then click Next.
  2. In the Create a file of type box, click either Microsoft Excel or Microsoft Excel 97-2003 (whichever choice is available) and then click Next.
  3. In the Select folder to export from box, click Contacts, and then click Next.

 Note   To import only the contacts you want, you can copy them to a new folder in Outlook, and then click that folder. For more information, see Outlook Help.

  1. In the Save exported file as box, specify a path and a name for the file, and then click Next.
  2. If necessary, map fields from the file you are exporting to Excel.

To map custom fields

   
  1. Click Map Custom Fields.
  2. In the From box, drag the field you want to convert onto the Microsoft Excel field listed in the To box.
    • If you want to see additional records in the From box, click Previous or Next.
    • If you want to remove all mapping, click Clear Map.
    • If you want to reset the original mapping, click Default Map.
  3. To display additional fields in the To box, click the plus sign (+) next to the field. For example, to display the Business Street and Business City fields, click the + next to Business Address.
  4. Click OK.
  1. Click Finish.
  2. In Excel, open the file you created.

 Note   If you want to create a Microsoft Word mail merge from your Outlook contacts, you can do so without importing the contacts into Excel. Word can access your contacts directly from Outlook. For more information, see Word Help.

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Applies to:
Excel 2010, Outlook 2010, Excel 2007, Outlook 2007, Excel 2003, Outlook 2003