Export contacts from Outlook to Excel

Applies to
Microsoft Office Outlook® 2003
Microsoft Outlook® 2002
Microsoft Office Excel 2003
Microsoft Excel 2002

The Import and Export Wizard in Outlook makes it easy to export contact information from Outlook into an Excel worksheet (worksheet: The primary document that you use in Excel to store and work with data. Also called a spreadsheet. A worksheet consists of cells that are organized into columns and rows; a worksheet is always stored in a workbook.).

 Note   Before you use the wizard, it helps to understand the difference between the Outlook Address Book (Address Book: The collection of address books that you can use to store names, e-mail addresses, fax numbers, and distribution lists. The Address Book may contain a Global Address List, an Outlook Address Book, and a Personal Address Book.) and Outlook Contacts. Both are part of Outlook. However, the Address Book is a compilation of the different address lists you might have stored in Outlook, such as a Personal Address Book (.pab), LDAP (Lightweight Directory Access Protocol (LDAP): A protocol that provides access to Internet Directories.) Internet directories, the Global Address List (GAL) (Global Address List: The address book that contains all user, group, and distribution list e-mail addresses in your organization. The administrator creates and maintains this address book. It may also contain public folder e-mail addresses.), or other third-party address books. Contacts is just one of the address lists that make up the Address Book. Only contacts can be exported directly from Outlook to Excel.

  1. In Outlook, on the File menu, click Import and Export.
  2. Click Export to a file, and then click Next.
  3. Click Microsoft Excel, and then click Next.
  4. In the folder list, click the Contacts folder, and then click Next.
  5. Browse to the folder where you want to save the contacts as an Excel file (.xls).
  6. Type a name for the exported file, and then click OK.
  7. Click Next.
  8. To add or remove fields to determine the way the contact information is saved in the new Excel worksheet, click Map Custom Fields.

ShowHow?

  1. In the From box, drag the field you want to convert onto the Outlook field that is listed in the To box.

 Note   The Name field doesn't appear in the From box, because Outlook reserves the first row of a named (name: A word or string of characters in Excel that represents a cell, range of cells, formula, or constant value.) range (range: Two or more cells on a sheet. The cells in a range can be adjacent or nonadjacent.) for field names. If the range that you import does not contain field names, the first row of data will be interpreted as field names and will not be imported as data. To ensure that all of the data in the named range is imported, use the first row for field names.

  • To see additional records in the From box, click Previous or Next.
  • To remove all mapping, click Clear Map.
  • To reset the original mapping, click Default Map.
  1. To display additional fields in the From 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.
  1. Click Finish.
 
 
Applies to:
Excel 2003, Outlook 2003