How to import contacts into Outlook

Organizing your professional and personal communication starts with having all your contacts in one place. Whether you're a student preparing for internships, a job seeker building your professional network, or an employee managing client relationships, knowing how to import contacts into Microsoft Outlook can save you time and boost productivity.

Pre-Requisite:

1. MS Office Outlook should be installed in the system.

2. Export contacts from Gmail in ‘.CSV’ format.

Configuration Procedure:

1. Open MS Office Outlook and click on ‘Contacts’.

2. Go to File → Open → Import

3. Select ‘Import from another program or file’ and click on ‘Next’.

4. Select ‘Comma Separated Values (Windows)’ and click on ‘Next’.

5. Browse the file to be imported, select the option ‘Allow duplicates to be created’ and click on ‘Next’ to continue.

6. Select the Destination Folder ‘Contacts’ and click on ‘Next’ to continue.

7. Click on ‘Finish’ to complete the process.

Click here to watch youtube video tutorial, step by step procedure

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Outlook makes it simple to import contacts from various sources like CSV files, Google Contacts, or even other Outlook profiles. In this guide, you’ll learn how to do it efficiently and avoid common mistakes.

Why Importing Contacts into Outlook Matters

Importing contacts into Outlook helps you:

Centralize all your communication
Make email outreach faster and more organized
Save time during job searches and professional networking
Ensure all client or team information is stored safely and accessibly

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Step-by-Step Guide: How to Import Contacts into Outlook

Step 1: Prepare Your Contacts File

Use a CSV (Comma Separated Values) format
Each column should be labeled (e.g., First Name, Last Name, Email Address)
Save the file with a .csv extension from Excel or Google Sheets

Tip: Clean your data beforehand to remove duplicates or empty rows.

Step 2: Open Outlook and Access Import Option

Launch Outlook on your PC
Click on File in the top menu
Select Open & Export, then click on Import/Export

Step 3: Choose Import Settings

In the Import and Export Wizard, select Import from another program or file
Click Next

Step 4: Select File Type

Choose Comma Separated Values (Windows), then click Next

Step 5: Choose Your Contacts File

Browse and select your .csv file
Choose how to handle duplicates:

Replace duplicates with items imported
Allow duplicates to be created
Do not import duplicates

Click Next

Step 6: Select Destination Folder

Choose the Contacts folder where you want to save the imported contacts and click Next

Step 7: Map Custom Fields (Optional)

If your column names don’t match Outlook’s fields:

Click Map Custom Fields
Drag values from your file on the left to Outlook fields on the right
Click OK, then Finish

Outlook will start importing. You’ll get a confirmation once it's done.

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Benefits of Importing Contacts into Outlook

Benefit	Explanation
Centralized Communication	Access all your contacts in one platform
Time Efficiency	Avoid retyping email addresses or searching for contact info
Better Organization	Categorize contacts into folders or lists
Seamless Email Campaigns	Useful for sending newsletters or job updates
Integration with Calendar	Link contacts to meetings, reminders, and follow-ups

Common Sources to Import Contacts From

Google Contacts (Gmail)
Excel or Google Sheets
Old Outlook profiles or PST files
Third-party CRMs or HR tools

Who Should Learn This?

Students

Helps in managing internship or scholarship contacts
Organize academic communication efficiently

Job Seekers

Manage recruiter and company contacts
Keep track of follow-ups and job application conversations

Employees

Simplify client communication
Integrate contacts with Outlook Calendar for meetings and updates

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What is SAP Landscape?

Top 5 FAQs on Importing Contacts into Outlook

Question	Answer
What format should my contact list be in?	Use a .csv file with clearly labeled column headers
Can I import contacts from Gmail to Outlook?	Yes, export from Gmail as CSV and follow the import steps in Outlook
What happens if I import duplicate contacts?	You can choose to allow, replace, or skip duplicates during the import process
Is there a limit to how many contacts I can import?	Outlook can handle thousands, but very large files may take longer or need optimization
Do I need internet access to import contacts?	No, the import happens locally, but syncing with a server (if needed) requires internet

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This tutorial will guide you through importing your contacts from a CSV file into UGAMail. Please view the documentation page for instructions on how to export from Thunderbird.