Email plays an integral role in our daily communication, whether it’s for personal use or professional correspondence.
However, there might be instances where you need to export these email addresses, either for backing up your data, migrating to a different email client, or consolidating your contacts for networking or marketing campaigns.
But how do you carry out this seemingly technical task with ease and efficiency?
Fear not, because we’re here to demystify the process for you. This blog post will guide you through the step-by-step process of exporting email addresses from Microsoft Outlook.
Whether you’re a tech-savvy professional or a novice user, we’ll ensure that by the end of this guide, you’ll be able to manage your Outlook data like a pro.
Stay tuned as we delve into the world of Microsoft Outlook and unveil the simple steps to securely and efficiently export your email addresses.
In this article, you will get step by step guide on how to export an email list from Outlook.
Why do users export contacts from Outlook?
Users export contacts from Outlook for various reasons, primarily for the purpose of data backup, migration, or synchronization.
By exporting contacts, they can create a secure backup, safeguarding valuable information against potential data loss or account issues.
It also facilitates a seamless transition when switching to a new email or personal information manager service, ensuring continuity by allowing users to import their contact data into the new system.
Additionally, exporting contacts can aid in synchronizing information across multiple platforms or devices, thereby maintaining uniformity and accessibility of data wherever the user operates.
Preparation Before Exporting Emails
Before you export emails in Microsoft Outlook, you should take the following steps to prepare:
- Identify what you want to export: Are you looking to export all your data including emails, contacts, and calendar events, or just a specific folder or set of emails? Knowing this will help you go through the export process more efficiently.
- Ensure you have enough storage space: Depending on the amount of data you’re planning to export; the process could require significant storage space on your computer. Make sure you have enough space to avoid any issues during the export process.
- Update Outlook: It is always a good idea to make sure that you are running the latest version of Outlook. This will help to avoid any compatibility issues that might prevent the export process from running smoothly.
- Consider your internet connection: If you’re using an online version of Outlook (like Outlook 365), ensure you have a stable and relatively fast internet connection. Exporting large amounts of data can be time-consuming and a poor connection could interrupt the process.
- Decide on the file format: Decide on the format in which you want your emails to be exported. Typically, Outlook exports to a .pst or .ost file but other formats may be available depending on your specific needs and the tools you’re using. These files can later be imported back into Outlook or other email clients.
- Backup: Before doing any major data management task, it’s always a good idea to back up your data. Even though exporting shouldn’t delete your original emails, it’s better to be safe and ensure that your data is stored in a secondary location.
- Plan for time: Depending on the volume of emails, the process could take a bit of time. It would be wise not to plan anything urgent on Outlook during the export process.
After these preparations, you should be ready to go ahead and export your emails from Outlook.
Remember that the specific steps for doing this may vary depending on which version of Outlook you’re using.
How to download contacts from Outlook?
Manually exporting a file of contacts from Outlook required a few steps to follow, you can easily save your contacts in a (.csv) file.
Let’s begin with (how to extract email addresses from emails to CSV).
- Step 1 – Open Outlook, then go to the File tab >> open & export >> select import/export tab.
- Step 2 – Import and Export Wizard dialog box appears, select Export to a file, and then click the next button.
- Step 3 – Select Comma Separated Values, and then click the Next button
- Step 4 – Next step asks you to select your specific mail id contacts to export contacts to CSV format.
- Step 5 – To designate a specific location on your desktop or laptop computer for your exported file, simply click the “Browse” button and navigate to the desired location.
While selecting by default the file type would be Comma Separated Values (.csv)
- Step 6 – Export to a File dialog box appears, please click the Map Custom Fields button.
- Step 7 – You have two options either click Finish and your file saved as per the default setting & If you don’t like the default setting, click on the Map custom fields.
Although both [From Microsoft office outlook contacts (this computer only) & To Comma Separated Values Export contact] are aligned with each other, if you like to make some changes, Click the clear map button to remove all the values on the right pane.
Let’s say you have to click the clear map.
How to map custom fields in Outlook?
We have already learned in the small video in the previous article ‘How to fetch data in map custom field‘
You should choose your own value from the left pane. Just like the instructions given in the dialog box: you need to drag the values from the source file on the left and drop them on the appropriate destination field on the right. When finished setting, click on the OK button.
- Step 8 – Click Finish
How to export contacts from Outlook to Gmail?
Most of the users search for “how to import contacts to Gmail from CSV” and the answer is the same.
Import Outlook contacts to Gmail consist of two parts.
- Exporting contacts from Outlook
- Importing contacts to Gmail
We have already learned step by step guide on exporting contacts from Outlook, under this section you will understand import contacts from Outlook to Gmail.
Here are step-by-step guide~
- Step 1 – Grab your (.csv) file which you have already saved on your hard drive (which was earlier saved while exporting contacts from Outlook).
- Step 2 – Open your Gmail account >> Click Contacts
- Step 3 – You are in the contacts section of Gmail >> Click Import.
- Step 4 – Click the “Select File” button on the Import contacts dialog box.
- Step 5 – Select your (.csv) file saved on the hard drive and click import.
- Step 6 – You will get all your contact in Gmail contacts with your email address.
You now have an address book full of contacts that you can immediately start emailing. You can also make changes according to your requirements.
How to extract email addresses and names from Outlook?
Many of the users required a specific list of email addresses along with the name of the recipient and sender in Excel for further R&D.
In the above explanation, it is clear “how to export contacts from Outlook”, but for that, your recipient and the sender must be added to your Outlook contact list.
There is an easy option available for, how to add email recipients to contacts as well as the sender.
You can understand by this simple step, click the right button from your mouse on the email address of the recipient or sender and click ‘ADD TO OUTLOOK CONTACTS’.
Further Outlook walks you through the address book there you will get some data already filled by default and you can add other multiple areas to complete the form, or you can simply save the information.
But is a hectic process, if you have tons of email data, and it required individual processes to save to contact and there is a limit in Outlook to create contacts.
What is the limit of contacts in Outlook?
Normally you can save up to 60-120 contacts depending upon the data of your contact.
Here is the solution you can easily export all your recipient names & email address in Excel.
How to Export all senders and recipient’s names & Email addresses as Contacts in Excel.
Frankly speaking, the title is a bit difficult to understand but the steps didn’t.
You are getting an email from multiple addresses, and you want to prepare a list of all emails along with the sender’s name in Excel, maybe you want to do some analyses to need to import that data to other servers.
Adding the recipient’s email address and name to your contacts and exporting your contact, you have already learned in the above content of the article.
Here you will learn step by step guide for exporting recipient email addresses and names directly into Excel.
In my article How to Import Contacts to Outlook from Excel? the process is just similar, but you have to do it in reverse form.
- Step 1 – Go to Outlook >> Click File on the right-hand top corner >> Open & Export >> Import and export.
- Step 2 – Click Export to a file from the Import and Wizard Dialog Box.
- Step 3 – Select File Type ‘Comma-separated values‘ and click Next.
- Step 4 – Now it’s a decision point [If you required exporting the name and email address of the recipient select Inbox & If you required exporting the name and email address of the sender, select Outbox]
Similarly, you can select the Junk email box, depending on your requirements.
In my case just to show you I have selected Inbox; I need the email addresses and names of all the recipients of the specific email id and click Next.
- Step 5 – Select your specific area in your computer to save the (.csv) file by clicking the browse button.
- Step 6 -Click to Map the custom field.
- Step 7 – This step adds all email senders or recipients as contacts when you click map custom,
Although you can download the (.csv) file without any modification or you can get default data (which includes Body, From, CC, BCC, Subject, Email address, etc) everything in your excels file.
But we required only name and email address, so ~
- Step 8 – Click Clear Map >> Select Name & address from the Left-hand section individually, drag & drop on the right-hand side section.
(Quick video helps you out).
- Step 9 – Click OK >> Click Finish to start the export process.
Finally, you can get to an Excel sheet that includes the email address and name of the folder you select, meanwhile, there must be lots of duplicity in the email address data, so you can use Excel functions to create a perfect sheet.