The fastest way depends on where your contacts are now

If your contacts live in a CSV file, another email program, or a cloud service like Gmail, you can move them into Outlook without typing them in again. The steps change depending on your source — a CSV file takes a different path than importing from Gmail or Apple Mail — but all of them funnel through Outlook's import tool.

The method also depends on whether you use Outlook on Windows, Mac, or the web version. Web Outlook (Outlook.com or Outlook on the Microsoft 365 website) has fewer import options than the desktop versions, so if you need to import from a less common source, the desktop app is usually your better choice.

Key Takeaways

  • CSV files and vCard files (.vcf) can be imported directly into Outlook on Windows or Mac using the File menu's Import & Export option.
  • Gmail and other email providers can export contacts as a CSV file, which you then import into Outlook using the same Import & Export tool.
  • Outlook.com (web version) has limited import options; for most sources you will need to use the desktop app or convert your file to CSV first.
  • Before importing, check that your contacts file is in a supported format — CSV, vCard (.vcf), or an Outlook-specific backup file (.pst).

Importing from a CSV file on Windows

A CSV file (comma-separated values) is a plain text file that holds contact information in rows and columns. Most email providers and contact managers can export to CSV format, making it the most common import source.

Open Outlook on Windows and go to File > Open & Export > Import/Export. The Import and Export Wizard will open. Select Import from a file, then choose Comma Separated Values (.CSV) from the list. Click Next, then browse to find your CSV file on your computer. Select it and click Open.

Outlook will ask you which folder to import the contacts into — usually Contacts is already selected. You can also choose to replace duplicates or allow duplicates to be created. Click Next, then Finish. The import usually completes in seconds, and your contacts will appear in your Contacts folder.

Importing from a CSV file on Mac

The Mac version of Outlook uses a slightly different menu path. Open Outlook and go to File > Import. A dialog box will open asking what you want to import. Select Contacts from a file, then click the Continue button.

Browse to your CSV file and select it, then click Import. Outlook will show you a preview of the contacts it found and ask you to confirm the import. Review the list to make sure the data looks correct, then click Import again. Your contacts will be added to your Contacts folder.

Importing contacts from Gmail

Gmail does not have a direct export-to-Outlook button, but you can export your Gmail contacts as a CSV file and then import that file into Outlook. Start in Gmail and click the Google apps menu (the grid icon in the top right), then select Contacts.

In Google Contacts, click the Settings gear icon and choose Export. Google will let you choose which contact groups to export — you can export all contacts or just specific groups. Select Google CSV as the format and click Export. A CSV file will download to your computer. Then follow the CSV import steps above in either the Windows or Mac section, depending on which version of Outlook you use.

Importing contacts from Apple Mail or iCloud

If your contacts are stored in Apple Mail or iCloud, you can export them as a vCard file (.vcf), which Outlook can import directly. On a Mac, open the Contacts app (not Mail), select the contacts you want to export, then go to File > Export > Export vCard. Save the file to your computer.

In Outlook on Windows or Mac, use the same Import & Export path as the CSV method above, but select vCard File (.vcf) instead of CSV. Browse to your vCard file and complete the import. If you are on a Windows computer and your contacts are in iCloud, you can also sign into iCloud.com, export your contacts from there as a vCard, and then import them into Outlook using the same steps.

Importing from another Outlook installation or backup

If you have an Outlook backup file (a .pst or .ost file) from an older computer or installation, you can import it into your current Outlook. Go to File > Open & Export > Import/Export (Windows) or File > Import (Mac), then select Import from another program or file. Choose Outlook Data File (.pst) and browse to your backup file.

Outlook will ask you which folder to import the contacts into and whether to replace duplicates. Complete the wizard and your contacts will be imported. This method is useful if you are switching computers or recovering from a backup.

What to do if your contacts file is in an unsupported format

If your contacts are in a format Outlook does not recognize — such as an Excel spreadsheet, a JSON file, or a proprietary format from another program — you will need to convert it to CSV or vCard first. Many online conversion tools can do this, but be cautious about uploading sensitive contact information to a web service.

A safer option is to open your file in the original program and export it as CSV or vCard from there. Most contact managers and email clients have an export function. If the original program is no longer available, check whether you can open the file in a spreadsheet program like Excel, then save it as CSV. Once your file is in CSV or vCard format, follow the import steps above.

Importing contacts into Outlook.com (web version)

Outlook.com has limited import options compared to the desktop app. You cannot import directly from a CSV file through the web interface. Instead, you have two choices: use the desktop version of Outlook to import your contacts, then they will sync to Outlook.com, or manually add contacts one by one through the web interface.

If you must use the web version, the most practical workaround is to install Outlook on your computer, import your contacts there, and let them sync to your Outlook.com account automatically. Once synced, you can access them from any device. If you do not want to install the desktop app, you can also try importing your CSV file into Gmail first, then syncing Gmail contacts to Outlook.com through the account settings.

Frequently Asked Questions

Will importing contacts create duplicates if I already have some of them in Outlook?

The import wizard will ask you whether to replace duplicates or allow them. If you choose to allow duplicates, Outlook will add the imported contacts even if they already exist. If you choose to replace, Outlook will overwrite existing contacts with the same name. Review this setting carefully before completing the import.

Can I import contacts into a specific folder instead of the main Contacts folder?

Yes. During the import process, the wizard asks you which folder to import into. You can select any folder in your Contacts list, including custom folders you have created. This is useful if you want to organize imported contacts separately from your existing ones.

What if my CSV file has the wrong column headers or data is in the wrong order?

Outlook will try to match columns automatically, but if your CSV has non-standard headers, the data may import incorrectly. Before importing, open your CSV file in a spreadsheet program and check that columns are labeled correctly — typically Name, Email, Phone, Address, and so on. You can edit the headers directly in the spreadsheet and save the file before importing.

How do I know if my import worked?

After the import completes, open your Contacts folder in Outlook and search for a contact you know was in the imported file. If you find it with the correct information, the import succeeded. If some contacts are missing or have incomplete data, check your original file to see whether the problem was there before import.

Can I import contacts from a phone or mobile device?

Not directly from the phone itself. You will need to export your phone contacts to a file first — most phones can export contacts as a vCard or CSV file through their settings or contacts app. Once the file is on your computer, you can import it into Outlook using the steps above.