Moving Your Contacts Between Outlook Accounts or Computers

The fastest way to move contacts between Outlook accounts

The method depends on whether you're moving contacts within the same computer, to a different computer, or between different Outlook accounts entirely. If both accounts are on the same machine, you can export from one and import into the other in about five minutes. If you're moving to a new computer or account, you'll export your contacts as a file, then import that file into the destination account.

Outlook stores contacts in a folder you can access directly. You don't need special software or workarounds — the export and import functions are built into Outlook itself. The process works the same way whether you're using Outlook on Windows or Mac, though the menu locations differ slightly.

Key Takeaways

Export contacts from your source Outlook account by opening the People folder, selecting all contacts, and using File > Export to save them as a CSV or VCF file.
Import those contacts into your destination account by opening File > Open & Export > Import/Export and selecting the file you just saved.
CSV files work with almost any email or contact program, while VCF files preserve more detailed information like phone numbers and addresses.
If you're moving between Microsoft 365 accounts, you can also sync contacts through OneDrive or use Outlook's built-in migration tools instead of manual export.

Exporting contacts from your current Outlook account

Open Outlook and go to the People folder — this is where all your contacts live. On Windows, click the People icon in the left sidebar. On Mac, click People in the navigation pane. Once you're in the People folder, select all your contacts by pressing Ctrl+A (Windows) or Command+A (Mac).

With all contacts selected, go to File in the menu bar. On Windows, choose Export. On Mac, look for Export Contacts. Outlook will ask you what format to save in. Choose CSV (Comma Separated Values) if you plan to import into Gmail, another email service, or a contact management tool. Choose VCF (Virtual Contact File) if you're staying within Outlook or moving to another Outlook account — VCF preserves more information like phone numbers, addresses, and notes.

Pick a location you'll remember — your Desktop or Documents folder works well — and give the file a clear name like "Outlook_Contacts_Backup" or "Contacts_2024". Click Save. The export usually takes a few seconds, even with hundreds of contacts.

Importing contacts into your destination Outlook account

Open Outlook on the computer or account where you want your contacts to go. Go to File in the menu bar. On Windows, select Open & Export, then Import/Export. On Mac, select Import. Outlook will open an import wizard.

The wizard will ask where you're importing from. Select "Import from a file" or the equivalent option. Then choose the file type that matches what you exported — if you saved as CSV, select CSV. If you saved as VCF, select VCF. Click Next or Continue.

Browse to the file you saved earlier and select it. Outlook will show you a preview of the contacts it found. Click Next, then choose which folder to import into — usually "Contacts" is already selected. Click Finish. Outlook will import all the contacts into that folder. Depending on how many contacts you have, this might take a minute or two.

Moving contacts between Microsoft 365 accounts

If you're moving between two Microsoft 365 accounts (like switching from a work account to a personal account, or vice versa), you have an additional option beyond export and import. You can use Outlook's built-in sync feature through OneDrive or use the Microsoft 365 admin center's migration tools if you're moving between organizational accounts.

For personal Microsoft 365 accounts, the export-and-import method described above is usually faster and more straightforward. For work accounts managed by your organization, contact your IT department — they may have a formal migration process that preserves more metadata and ensures nothing is lost.

What to do if contacts don't import correctly

If some contacts import but others don't, or if information like phone numbers or addresses is missing, the issue is usually the file format. CSV files sometimes lose formatting when Outlook exports them, especially if contact names or addresses contain commas or special characters. If this happens, try exporting again and choosing VCF format instead.

If you're importing into a non-Outlook program and VCF doesn't work, try CSV again but open the CSV file in a text editor first to check that the data looks correct. Sometimes contact fields are in an order the destination program doesn't expect. You can also try importing into Outlook first, then exporting again in a different format — Outlook often cleans up the data in the process.

If a contact is completely missing after import, check whether it was in a custom folder rather than your main Contacts folder. Outlook's export function sometimes misses contacts stored in subfolders. Go back to your source account, look for any custom contact folders, and export those separately if needed.

Backing up contacts before you move them

Before you export, make a backup of your contacts in your current account. This takes one extra minute and protects you if something goes wrong during the move. Export your contacts to a file, save it in two places (like your Desktop and a cloud storage folder), and don't delete it until you've confirmed all contacts arrived in the new account.

Once you've imported into the destination account, open the People folder there and spot-check a few contacts to make sure their information came through correctly. Look for a contact with a phone number, one with an address, and one with notes to verify that all the fields imported properly. If everything looks good, you can delete the export file.

Frequently Asked Questions

Can I move contacts without exporting them as a file?

Not directly between different Outlook accounts or computers. Export and import is the standard method. However, if both accounts are on the same computer and you're using Outlook desktop, you can sometimes drag and drop contacts between folders — but export-import is more reliable and works in all situations.

Will my contact photos and custom fields move with the export?

VCF format preserves most custom fields and photos. CSV format may lose photos and some custom fields depending on how Outlook exports them. If you have heavily customized contacts with photos or special fields, use VCF format and test with one contact first to make sure everything transfers.

What if I'm moving from Outlook to Gmail or another email service?

Export from Outlook as CSV format. Then in Gmail, go to Contacts, click Import, and select your CSV file. Other email services have similar import functions — look for Import or Add Contacts in their settings. CSV is the most widely supported format across different services.

Do I need to delete contacts from my old account after moving them?

No, but you can if you want to clean up. Keeping a copy in your old account doesn't hurt anything. If you're switching to a new account permanently, deleting them from the old one helps you avoid confusion later about which account is current.

How long does it take to import a large number of contacts?

Importing is usually fast — even 1,000 contacts typically import in under a minute. If the import seems stuck, wait a few minutes before closing Outlook. Very large imports sometimes take longer than expected, but they usually complete without intervention.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.