Creating an Outlook contact list from an Excel database

You may have set up a list of names, addresses, phone numbers and e-mail addresses within Microsoft Excel and want to add these to a Microsoft Outlook contact list.

To do so, open the Microsoft Excel workbook containing the relevant names and addresses. Ensure that there are appropriate column headings on the first row of the data list. If you don’t want all the names using you may want to filter at this stage and create a list on a different worksheet of those you do want to use.

Click File – Save As. Open the Save As dialog box. From the Save as type dropdown, select CSV (comma delimited). Give an appropriate filename, then click Save.

In Outlook 2003 or Outlook 2007:

  1. If necessary create a new Contacts folder for your list; to do so, go into Contacts,
    right-click the Contacts folder, type in a name for the folder and click OK.
  2. Click File – Import and Export. Check that it says Import from another program or file.

  1. Click Next.

  1. Select Comma Separated Values (Windows).
  2. Click Next.

  3. Click the Browse button and find the file to be imported. Double-click on the file to select it. If you are importing into an existing folder decide what you want to do about duplicate items. Click Next.
  4. A list of possible folders is displayed. Click on the Contacts folder to which the list should be imported, then click Next. If necessary, map the Outlook fields from the column headings in Excel. Click OK. Click Finish.

If you are using Microsoft Outlook 2013, Microsoft Outlook 2016 or Microsoft Outlook 365, first save your Excel workbook as a comma separated values (csv) file from the Save as type dropdown in the Save As dialog box.

Then, if you are using Microsoft Outlook 2010, Microsoft Outlook 2013, Microsoft Outlook 2016 or Microsoft Outlook 365:

  1. If necessary create a new Contacts folder for your list; to do so, go into Contacts,
    right-click the Contacts folder, type in a name for the folder and click OK.
  2. Click File – Open. Click the Import tab. The Import and Export Wizard will be displayed.
  3. Click the Browse button and find the file to be imported. Double-click on the file to select it. If you are importing into an existing folder decide what you want to do about duplicate items. Click Next.
  4. A list of possible folders is displayed. Click on the Contacts folder to which the list should be imported, then click Next. If necessary, click Map custom fields to map the Outlook fields from the column headings in Excel. Click OK.

Find out more about our Microsoft Outlook training Sydney, Australia.

Find out more about our Microsoft Outlook training London, UK or our Microsoft Outlook training Dorset, Wiltshire, Hampshire.

About jdonbavand

I am a trainer of Microsoft Office, Microsoft Project and Crystal Reports. I have called my blog "If Only I'd Known That...." because I hear it so many times in training sessions. In fact, if only I had a £100 (or 150 Aussie dollars)for every time someone says "If only I'd known that." ....
This entry was posted in Microsoft Excel, Microsoft Outlook, Microsoft Outlook 2007, Microsoft Outlook 2010, Microsoft Outlook 2013, Microsoft Outlook 2016 and tagged , , , . Bookmark the permalink.

One Response to Creating an Outlook contact list from an Excel database

  1. Shannonside Training Solutions Ltd says:

    Reblogged this on Shannonside Training Tips.

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