Where your Outlook contacts live and how to move them
Your Outlook contacts are stored in one of two places: on Microsoft's servers (if you use Outlook.com or a Microsoft 365 account) or on your computer (if you use Outlook desktop software with a local account). Moving them means exporting them from one location and importing them into another. The method depends on which version of Outlook you use and where you want the contacts to go.
The simplest path is usually to sign into your Microsoft account on a new device — your contacts sync automatically. If you need to move contacts between different email systems entirely, or if you use Outlook desktop software, you will export them as a file and then import that file elsewhere. This takes about ten minutes and requires no special software.
Key Takeaways
- Outlook.com and Microsoft 365 contacts sync automatically across devices when you sign in with the same Microsoft account, so you may not need to move them manually.
- Outlook desktop software stores contacts locally on your computer, and you must export them as a CSV or VCF file to move them to another device or email system.
- Exporting contacts from Outlook takes two steps: open the People app or Contacts folder, select all, and save as a file.
- When importing into a new location, you upload or open that file and confirm you want to add the contacts to your account.
- Contacts exported from Outlook work with Gmail, Yahoo Mail, Apple Mail, and most other email systems.
Moving contacts between devices on the same Microsoft account
If you use Outlook.com or Microsoft 365 and you are signing into a new device with the same Microsoft account, your contacts move automatically. Open Outlook on the new device, sign in with your Microsoft account email and password, and wait a few minutes. Your contacts appear in the People app or the Contacts folder without any additional steps.
This automatic sync works on phones, tablets, and computers. It also works if you switch from Outlook desktop software to Outlook on the web (the browser version). The only requirement is that you use the same Microsoft account email address on both devices. If you are moving to a different email system entirely — from Outlook to Gmail, for example — you will need to export and import instead.
Exporting contacts from Outlook desktop software
Open Outlook on your computer. Click the People icon at the bottom of the window (or go to File > Open & Export > Import/Export if you do not see the People icon). This opens your contacts list.
Select all your contacts by pressing Ctrl+A on Windows or Command+A on Mac. Right-click the selected contacts and choose Export. Outlook will ask you what format to save in. Choose CSV (Comma Separated Values) if you plan to import into Gmail, Yahoo, or most other email systems. Choose VCF (Virtual Contact File) if you plan to import into Apple Mail or another system that uses that format. Both formats work with most email providers, so CSV is usually the safer choice.
Choose where to save the file on your computer — your Desktop is easiest to find later. Name the file something you will recognize, like "Outlook Contacts Backup". Click Save. The file now sits on your computer and contains all your contact names, email addresses, phone numbers, and other details you stored in Outlook.
Exporting contacts from Outlook on the web
Go to outlook.com and sign in. Click the grid icon in the top left corner and select People. This opens your contacts list. Click Manage at the top and choose Export Contacts. Outlook downloads a CSV file to your computer with all your contacts.
This method is faster than desktop software because Outlook on the web does the export in one step. The file works the same way — you can import it into any email system that accepts CSV files.
Importing contacts into Gmail
Go to contacts.google.com and sign in with your Gmail account. Click Import on the left side. Choose the CSV file you exported from Outlook. Gmail reads the file and shows you a preview of the contacts it found. Click Import and Gmail adds all those contacts to your account.
The import usually finishes within a few seconds. Your contacts now appear in Gmail's contact list and sync to any device where you use Gmail. If you see duplicate contacts after importing (because some were already in Gmail), you can merge them by selecting both and clicking Merge.
Importing contacts into Yahoo Mail
Go to mail.yahoo.com and sign in. Click the Contacts icon (it looks like a person) on the left side. Click Import at the top. Choose the CSV file you exported from Outlook. Yahoo reads the file and shows you how many contacts it found. Click Import and Yahoo adds them to your account.
Yahoo's import process is similar to Gmail's and usually takes a few seconds. Your contacts sync to the Yahoo Mail app on your phone and any other device where you sign in with the same Yahoo account.
Importing contacts into Apple Mail and iCloud
If you exported your contacts as a VCF file, you can import them into Apple Mail or iCloud. Go to iCloud.com and sign in with your Apple ID. Click Contacts. Click the settings icon (gear) and choose Import vCard. Select the VCF file you exported from Outlook. Apple reads the file and adds all the contacts to your iCloud account.
If you exported as CSV instead, you will need to convert the file first. Open the CSV file in Excel or Google Sheets, then save it as an Excel file. Apple Mail can import Excel files directly. Alternatively, you can import the CSV into Gmail first, then export from Gmail as a VCF file, and import that into Apple Mail — it takes an extra step but works reliably.
What to do if contacts did not import
If you import the file but some contacts do not appear, the most common reason is that those contacts were missing email addresses or phone numbers in Outlook. Email systems often skip contacts with no contact information. Open your exported CSV file in Excel or Google Sheets to check — look for rows where the email column is blank. Add the missing information and save the file, then import again.
If the import fails entirely and you get an error message, the file may be corrupted. Go back to Outlook and export again, making sure to save it with a different filename. If the second export also fails, try exporting a smaller batch of contacts — select 50 at a time instead of all at once. This helps you identify which contact is causing the problem.
Frequently Asked Questions
Will my contacts sync if I change my password?
Yes. Changing your Microsoft, Gmail, or Yahoo password does not affect contacts that are already synced. You will need to sign in again on your devices with the new password, but your contacts remain in place. After you sign in with the new password, syncing resumes automatically.
Can I move contacts from Gmail back to Outlook?
Yes. Go to contacts.google.com, select all your contacts, and click Export. Choose CSV format. Then go to outlook.com, click People, click Manage, and choose Import Contacts. Select the CSV file from Gmail. Outlook imports all the contacts the same way.
What happens to contacts if I delete my Outlook account?
Contacts stored on Microsoft's servers (Outlook.com or Microsoft 365) are deleted when you delete the account. Contacts in Outlook desktop software remain on your computer. If you think you might need them later, export them to a file before you delete the account.
Do I need to delete the old contacts after importing to a new email system?
No. Keeping contacts in both places does not cause problems. If you want to clean up, you can delete them from Outlook after you confirm the import worked in the new system. But there is no technical reason you must delete them.
Can I move contacts to my phone without exporting a file?
If you use the same email account on your phone as you do on your computer, contacts sync automatically. Sign into your Outlook, Gmail, or Yahoo account on your phone and wait a few minutes. Your contacts appear without any export or import step. If you use a different email account on your phone, you will need to export from one account and import into the other.