How to import contacts to Outlook (from CSV and PST file)

This tutorial demonstrates two methods for importing contacts into Outlook: using CSV and PST files, and also covers transferring contacts to Outlook Online. Whether you're consolidating data from an external source, migrating from another email provider, or simply setting up a new account, Outlook offers a streamlined import process.

- Preparing Your Contacts for Import

• Importing Contacts from a CSV File
• Importing Contacts from a PST File
• Importing Contacts to Outlook Online

Tip: For importing contacts from Excel, see our guide on importing contacts from Excel to Outlook.

Preparing Your Contacts

Outlook accepts contacts from PST and CSV files.

• PST (Personal Storage Table): This Outlook-specific format requires no modification. For details on exporting to PST, see our guide on exporting Outlook contacts to a PST file.

• CSV (Comma Separated Values): Typically used by spreadsheets and other email providers (Gmail, Yahoo, etc.), CSV files may require adjustments:

  • Character Encoding: Non-English characters (Arabic, Cyrillic, etc.) might cause import issues. Use CSV UTF-8 encoding if possible, or convert your CSV to UTF-8 using Excel.
  • Field Separators: Ensure fields are separated by commas. Change semicolons or other delimiters to commas before importing.

  See these guides for exporting contacts to CSV:

  • Exporting contacts from Outlook desktop
  • Exporting contacts from Outlook Online
  • Exporting contacts from Excel
  • Exporting contacts from Gmail

A simple CSV file might look like this:

Importing from a CSV File (Outlook 2013, 2016, 2019)

1. In Outlook, go to File > Open & Export > Import/Export.
2. Select Import from another program or file and click Next.
3. Choose Comma Separated Values and click Next.
4. Browse to your CSV file. Select how to handle duplicates:
   • Replace duplicates: Use if CSV data is more current.
   • Allow duplicates: Preserve all data; review and merge duplicates later.
   • Do not import duplicates: Import only new contacts. Click Next.
5. Select the Contacts folder and click Next.
6. If needed (for non-Outlook CSV files), click Map Custom Fields to match CSV columns to Outlook fields. Drag and drop columns to map them. Click OK then Finish.
7. Outlook will import your contacts. View them in the People section.

Importing from a PST File

Useful for transferring contacts between Outlook accounts, computers, or for moving all Outlook data (emails, appointments, etc.).

1. In Outlook, go to File > Open & Export > Import/Export.
2. Select Import from another program or file and click Next.
3. Choose Outlook Data File (.pst) and click Next.
4. Browse to your PST file. Select how to handle duplicates. Click Next.
5. Enter the PST password (if any).
6. Select the folder to import (the entire PST file or just the Contacts folder). Choose the import destination. Click Finish.
7. Outlook will import the contacts.

Importing to Outlook Online

1. Sign into Outlook on the web or Outlook.com.
2. Click the People icon (bottom-left).
3. Click Manage > Import contacts (top-right).
4. Browse to your CSV file, select it, and click Import. Existing contacts will not be replaced; duplicates will be created.

This concludes our guide on importing contacts into Outlook. We hope you found it helpful!

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