The fastest way depends on where your contacts are now

If your contacts live in Gmail, Apple Mail, or another email program, you can move them to Outlook in minutes. The method changes based on your source: Gmail contacts export as a CSV file that Outlook imports directly, while Apple Mail contacts can be exported from your Mac and then imported. If you're switching from another email provider entirely, you'll export from that service first, then import into Outlook. The process is straightforward once you know which path applies to you.

Outlook works on Windows, Mac, and the web. The import steps are similar across all three, though the exact menu locations differ slightly. This guide covers the most common scenarios: moving from Gmail, Apple Mail, or a generic contact file you already have.

Key Takeaways

  • Gmail contacts export as a CSV file from Google Contacts, which Outlook can import directly without conversion.
  • Apple Mail contacts export from your Mac's Contacts app as a VCF file, which Outlook also imports natively.
  • The import process in Outlook takes under a minute once you have the contact file ready.
  • Outlook on the web, Windows, and Mac all use the same import format, so your file works across devices.

Exporting contacts from Gmail

Open Google Contacts in your web browser and sign in to your Google account. On the left side, you'll see a list of your contact groups. Click the "Contacts" option at the top to select all contacts, or choose a specific group if you want to move only some. Once selected, click the three-dot menu icon in the top left and choose "Export." Google will ask which contacts to export — select "All contacts" or your chosen group, then pick CSV as the file format. Click "Export" and the file downloads to your computer.

The CSV file contains all your contact information: names, email addresses, phone numbers, and any notes you've added. Keep this file somewhere you can find it — your Downloads folder is fine — because you'll need it in the next step.

Exporting contacts from Apple Mail on Mac

Open the Contacts app on your Mac (it's in your Applications folder under Utilities, or search for it with Spotlight). Select all your contacts by pressing Command+A, or click individual contacts while holding Command to pick specific ones. Once selected, go to the File menu and click "Export." Choose "Export vCard" from the dropdown. Your Mac will save a VCF file — this is the format Outlook needs. Save it somewhere accessible, like your Desktop or Downloads folder.

If you have contacts organized into groups in Apple Mail, you can export each group separately by selecting the group name first, then following the same export steps. This gives you the option to import groups one at a time if you prefer.

Importing contacts into Outlook on Windows

Open Outlook and go to the File menu. Click "Open & Export" and then select "Import/Export." A wizard window will open. Choose "Import from a file" and click Next. Select "Comma Separated Values (.CSV)" or "vCard Files (.VCF)" depending on which file type you have, then click Next. Browse to find your contact file and click Open. Outlook will show you a preview of the contacts it found. Click Finish and your contacts will appear in your Outlook address book.

The import usually completes within seconds. Your contacts are now in Outlook and will sync across your devices if you're using an Outlook.com account or a Microsoft 365 subscription. If you imported from multiple sources, repeat these steps for each file.

Importing contacts into Outlook on Mac

Open Outlook and click the File menu. Select "Import" and choose "Contacts." A dialog box will appear asking you to locate your contact file. Navigate to your CSV or VCF file and click "Import." Outlook will process the file and add all contacts to your address book. The process takes a few seconds, and you'll see a confirmation message when it's done.

On Mac, the import is simpler than on Windows because there's no multi-step wizard. Your contacts appear immediately in Outlook and sync to your other devices if you're signed into an Outlook.com or Microsoft 365 account.

Importing contacts into Outlook on the web

Sign into Outlook.com in your web browser. Click the grid icon in the top left corner and select "People" from the menu. Once in your contacts, look for the "Import contacts" option — it's usually near the top of the page or in a menu. Click it and select your CSV or VCF file from your computer. Outlook will upload and process the file. Your contacts appear in your address book within seconds.

The web version of Outlook is the slowest route if you're importing a very large contact list (hundreds of contacts), but it works reliably for most people. Your imported contacts sync automatically to Outlook on your phone, tablet, and desktop if you're signed into the same account.

What to do if the import doesn't work

If Outlook rejects your file, the most common reason is a formatting issue. CSV files from Gmail usually import without trouble, but if yours doesn't, try opening the CSV file in Excel, checking that the columns are labeled correctly (Name, Email, Phone, etc.), and saving it again. VCF files from Apple Mail almost always work, but if you get an error, make sure the file extension is actually .VCF and not .txt.

If you're importing a very old contact file or one from an uncommon email service, the column headers might not match what Outlook expects. Open the file in a text editor or Excel to see the structure. Outlook's import wizard usually lets you map columns — telling Outlook which column contains emails, which contains phone numbers, and so on — so even misaligned files can work.

Frequently Asked Questions

Can I import contacts from my phone into Outlook?

Not directly from the phone itself. You need to export your contacts from your phone's contacts app to a file first (usually CSV or VCF), transfer that file to your computer, and then import it into Outlook. Most phones have an export option in their contacts app settings.

Will my contacts sync across devices after I import them?

Yes, if you're using an Outlook.com account or Microsoft 365 subscription. Contacts imported into Outlook sync automatically to your phone, tablet, and other computers where you're signed in. If you're using Outlook with an Exchange account through work, syncing depends on your organization's settings.

What happens to my contacts in the original email program after I import them?

They stay where they are. Importing copies your contacts into Outlook — it doesn't remove them from Gmail, Apple Mail, or wherever they came from. You can delete them from the original program once you've confirmed they're all in Outlook.

Can I import contacts into a specific folder or group in Outlook?

Outlook imports all contacts into your main address book by default. After importing, you can create groups (called "contact groups" in Outlook) and manually add contacts to them, or use Outlook's search and filter tools to organize them.

How many contacts can I import at once?

Outlook can handle thousands of contacts in a single import. If you have a very large file (10,000+ contacts), the web version may be slower, but the Windows and Mac desktop versions process large imports quickly.