Outlook stores contact information separately from emails, calendars, and tasks. When transferring contacts between accounts, Microsoft typically uses a Comma-Separated Values (CSV) file format.
A CSV file acts as a container for your contact information. It can store names, email addresses, phone numbers, company names, job titles, and other contact details. Once the file is exported from the old account, it can be imported into the new Outlook account.
Let’s learn the complete process to export your important contacts to a newly created Outlook account!
How to Import Outlook Contacts to a New Outlook Account?
To import Outlook contacts to a new Outlook account, first export your contacts from the old Outlook account as a CSV file. Next, sign in to your new Outlook account, open the People section, select Manage Contacts, and choose Import Contacts. Upload the exported CSV file and follow the on-screen instructions to complete the import process.
Step 1: Export Contacts from Your Existing Outlook Account
The first step is creating a backup file containing all the contacts you want to transfer.
Open Outlook and sign in to your current account. Navigate to the People section. Depending on your Outlook version, you may find this option in the left navigation pane or by selecting the People icon from the menu.
Once you are in the People section, locate the Manage Contacts option. Click it and select Export Contacts.
You will be asked which contacts you want to export. If you want to move all contacts, choose the option to export every contact available in your account. Outlook will then generate a CSV file containing your contact information.
Choose a location on your computer where you can easily find the file, such as your Desktop or Downloads folder. Save the file and verify that it has been successfully downloaded.
This exported file serves as your contact backup and will be used in the next steps.
Step 2: Verify and Prepare the CSV File
Before importing contacts into your new Outlook account, it is a good idea to verify that the exported file contains the correct information.
Locate the CSV file you exported in the previous step. Open it using Microsoft Excel or another spreadsheet application. You will see rows and columns containing contact information such as names, email addresses, phone numbers, and addresses.
Take a few moments to review the data. Make sure the information appears correctly and that no important contacts are missing.
If you notice duplicate entries or outdated contacts, this is a great opportunity to clean up the list. You can remove unnecessary contacts or update incorrect information before importing the file into your new account.
Once you finish reviewing the data, save the CSV file again. Be sure to keep it in CSV format rather than converting it into another file type.
Preparing the file beforehand helps reduce import issues and ensures a smoother migration experience.
Step 3: Sign In to Your New Outlook Account
Now it is time to access the Outlook account where you want your contacts imported.
Open Outlook on your computer or visit the Outlook website through your web browser. Sign in using the credentials for your new account.
After signing in, verify that you are using the correct account. This is especially important if you manage multiple Outlook accounts at the same time.
Once logged in, navigate to the People section. This area is where Outlook stores and manages all contact information associated with your account.
You are now ready to begin the import process.
Step 4: Access the Import Contacts Feature
Inside the People section of your new Outlook account, look for the Manage Contacts option.
Select it to reveal additional contact management tools. Among the available options, choose Import Contacts.
Outlook will open an import window where you can upload your previously exported CSV file.
This feature is specifically designed to transfer contact information from external files into your Outlook account. Microsoft has streamlined this process to make it accessible even for users with limited technical experience.
Once the import window appears, you can proceed to upload your file.
Step 5: Upload the Exported CSV File
Click the Browse or Choose File button inside the import window.
Navigate to the location where you saved the exported CSV file. Select the file and confirm your choice.
Outlook will begin reading the file and validating its contents. Depending on the size of your contact list, this process may take anywhere from a few seconds to a few minutes.
During this stage, Outlook checks the formatting and structure of the CSV file to ensure that the data can be imported correctly.
If the file format is valid, Outlook will proceed to the next stage automatically.
For larger contact databases containing hundreds or thousands of contacts, patience may be required while Outlook processes the information.
Step 6: Complete the Contact Import Process
After Outlook finishes reading the CSV file, you will typically receive a confirmation message.
Review any prompts that appear on the screen. Some Outlook versions may ask you to confirm how certain fields should be matched, such as names, phone numbers, or email addresses.
Verify that the information appears accurate and continue with the import.
Outlook will then add all contacts from the CSV file into your new account. Once completed, you should receive a notification confirming that the import was successful.
At this point, your contacts are officially transferred to your new Outlook account.
The entire contact list should now be available in the People section.
Step 7: Verify Imported Contacts
The final step is confirming that all contacts were imported successfully.
Open the People section and browse through your contact list. Check several entries to ensure names, email addresses, phone numbers, and other information appear correctly.
If you transferred a large number of contacts, compare the contact count in your old account with the count in the new account.
You should also test a few contacts by composing a new email and searching for their names in the recipient field. If Outlook can find the contacts correctly, the import process worked as expected.
Taking a few minutes to verify the results can help you identify and correct any issues before relying on the new account for daily communication.
Additional Tips & Precautions
Always create a backup copy of your exported CSV file before making any changes. This backup can save significant time if something goes wrong during the import process.
Make sure you sign in to the correct Outlook account before importing contacts. Accidentally importing contacts into the wrong account can create confusion and duplicate records.
Review your contact list before exporting. Removing outdated contacts beforehand can help keep your new Outlook account organized.
Avoid editing column headers in the CSV file unless you fully understand Outlook’s contact mapping system. Modifying headers incorrectly may cause data fields to import improperly.
If duplicate contacts already exist in your new account, consider cleaning them up before importing the file. This can help prevent unnecessary duplicates after the transfer.
Keep your Outlook application updated. Newer versions often include improvements and bug fixes related to contact synchronization and importing.
If you use Microsoft 365 and your contacts are already synced through the same Microsoft account, manually importing contacts may not always be necessary because Outlook can automatically synchronize them across devices.
FAQs
Can I import contacts directly without using a CSV file?
In most cases, Outlook uses a CSV file for manual contact imports. However, if both accounts are connected through Microsoft cloud synchronization, contacts may sync automatically without exporting and importing files.
What is a CSV file in Outlook?
A CSV file is a text-based file that stores contact information in rows and columns. Outlook uses this format to export and import contact data efficiently.
Will importing contacts overwrite existing contacts?
Generally, Outlook adds imported contacts to the existing contact list. Depending on the version, you may receive options for handling duplicates.
Can I import contacts into the New Outlook for Windows?
Yes. The New Outlook for Windows supports contact imports through the People section using the Import Contacts feature.
Why are some contacts missing after the import?
Missing contacts may occur if they were not included during export, if the CSV file was modified incorrectly, or if Outlook encountered formatting issues during import.
Can I transfer contacts from another email service to Outlook?
Yes. Many email services allow contacts to be exported as CSV files, which can then be imported into Outlook using the same process described in this guide.
How long does the import process take?
Most contact imports take only a few minutes. The exact duration depends on the size of the contact list and the performance of your internet connection and device.