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How to Export Outlook Contacts to Excel Spreadsheet Quickly?

Published By Mohit Jha
Tej Pratap Shukla
Approved By Tej Pratap Shukla
Published On March 21st, 2024
Reading Time 6 Minutes Reading

To backup and analyze the wide range of contact groups, there are various reasons to export Outlook contacts to Excel. Moreover, Excel is mainly used for acquiring versatility and seamless data management. And, if you’ve any of these needs then, exporting the contact list to Spreadsheet allows users to browse the data on a single platform.

The contact groups are also considered as a distribution list. And, it plays an inevitable role in managing contact information such as the recipient’s email address, number, more. Unfortunately, Outlook doesn’t offer intuitive features for data analysis.

Therefore, export Outlook contact group to Excel spreadsheet. In this article, we will suggest the best go-to methods to download the contact list of Outlook to Excel. Now, let’s dive into it.

Common Reasons to Export Outlook Contacts to Excel

There are several benefits of exporting the data of Outlook contacts to a spreadsheet. Therefore, before delving into the solution, let’s first understand the need to add the Excel contacts.

  • Analysis of Contact Groups:- Excel is considered the standalone platform for analyzing a diverse range of data. Using the different features of Excel such as filters, data sorting, etc, users can easily extract the exact contact information.
  • Merge Contacts:- Another reason to export Outlook contact group to Excel is the need to merge similar contacts, email addresses, and more in one column or row. Moreover, it enables users to meticulously organize a curated list of contacts.
  • More Flexibility:- Compared to the integrated features of Outlook, Excel spreadsheet offers more flexible features for formatting and layout. Hence, users can opt for any of the functionalities for their specific requirements.

Overall, these are the prime reasons for seeking methods to export Outlook contacts to Excel. Now, let’s move forward to closely understand the different approaches to adding the contact groups to a spreadsheet.

Manual Way to Export Outlook Contact Group to Excel

For the implementation of the steps of manual guidance, users need an Outlook environment for exporting the contact information to Excel. Now, let’s dive in to understand the steps of this solution.

  1. Launch MS Outlook on your system.
  2. Move the cursor to File and then, Open & Export > Import/Export option.
  3. In the pop-up window of Import and Export Wizard, go to Export to a File and hit Next.
  4. Move to Comma Separated Values and move to the Next button.
  5. In the next interface, choose the contact folder > Next.
  6. Lastly, select the Browse option and Next.

In a nutshell, users can exercise these steps to export Outlook contacts to Excel. After downloading the contact list in CSV file format, users can easily import the file into Excel for quick data audit, filtering, and more. Unfortunately, these are unprecedented issues incorporated with manual solutions. Let’s move down to address them.

Why is a Manual Solution Not Considered?

  • The step-by-step guidance of free solutions involves the chances of human error. For both professional and untrained eyes, exercising these steps can cause favorable challenges and even skipping any contact.
  • Another factor behind not choosing a manual solution to export Outlook contact group to Excel due to time-consuming and repetitive process. Moreover, users need to implement the same method till the complete copy of the contact list is achieved in Excel format.
  • The manual solution holds the potential risk of data loss. Moreover, the results of free methods often lead to errors and loss of the formatting of the structure. Due to these common disadvantages, this solution is not recommended for any professional.

Batch Export Outlook Contacts to Excel Without Outlook

Earlier, we have unfolded the challenges that come with the manual solution. Here, we will provide the best go-to approach to export Outlook contact group to Excel. Use the PCVITA Outlook to vCard Export Tool, one of the supreme yet robust solutions to easily export the contact list of Outlook to a spreadsheet. The prime functionalities of this tool include auto-detection of Outlook profile while preserving the integrity of data.

Using this proficient utility, users can export Outlook contact group to CSV, PDF, and more. Besides this, it allows users to preserve their contact information during the process of exporting data. Further, users can export contact lists from corrupted, password-protected, and even orphaned files. Now, let’s move to the next section for discovering the tool guidance of automated solutions.

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Quickly Read the Steps of Automated Solution

  1. Download and run the automated tool on your machine.
    go to Add file for browsing the data
  2. Click on “File” and then, move to three dots for auto-detection of the file and press Add.
    choose folders
  3. In the next window, choose the necessary contact folders.
    click on CSV
  4. Choose the Export option i.e. CSV.
    move to Browse
  5. Lastly, head to the Browse button to browse the path of the resultant file.
    click on Export
  6. Hit on Export.

Put Queries, Get Answers!

Q. How do I export Outlook distribution list/ contact groups to Excel?
Follow the curated step guidance to export Outlook contacts to Excel:

  1. Launch the above-suggested automated utility on your system.
  2. Select “File” > three dots to add the file.
  3. In the next interface, choose the contact data for export.
  4. From the Export options, click on the CSV file.
  5. Now, Browse > Export.

Q. Can I copy the entire contact list to Excel?
Yes, using the aforementioned expert methods, users can errorlessly export Outlook contact group to Excel.

Q. How many times can I export contact groups while using this software?
Professionals can opt for the upgraded version of the tool to export contact information to Excel without any limitation.

Also, check out the reasons why Outlook not downloading attachments.

Concluding Words

In summary, we have addressed two methods to export Outlook contacts to Excel. Since the manual guidance offers major limitations. Therefore, choosing the expert-suggested solution is considered the errorless and seamless way to export the distribution list to a spreadsheet. Most importantly, using the advanced software, users can preserve the structure and data integrity.


By Mohit Jha

Mohit is a Microsoft-certified expert who has assisted thousands of clients with Outlook & Microsoft Office 365 issues. He enjoys writing on email clients as well as data migration. He is always excited about giving troubled readers the most up-to-date knowledge, explanation, and refinements.