How to Export Email addresses from Outlook?

Last Updated on January 27, 2024 by Amit Bansal

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.

Why do users export contacts from Outlook?

Users export contacts from Outlook for various reasons, primarily for:

  • Data backup
  • Migration
  • Or synchronization

By exporting contacts, they can create a secure backup, safeguarding valuable information against potential data loss or account issues.

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:

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. 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?

Exporting your contacts from Outlook into a (.csv) file is a straightforward process that involves a few simple steps, allowing you to easily save your contacts in a CSV format.

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 2Import and Export Wizard dialog box appears, select Export to a file, and then click the next button.
export contacts to csv
  • Step 3 – Select comma-separated values, and then click the Next button
  • Step 4 – The next step asks you to select your specific mail address contacts to export contacts to CSV format.
export outlook contacts to csv
  • 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)

outlook csv file
  • Step 6 – Export to a File dialog box appears, please click the Map Custom Fields button.
How Do I Export an Email List from Outlook
  • 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.
save outlook contacts as csv

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 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 consists of two parts.

  1. Exporting contacts from Outlook
  2. Importing contacts to Gmail

We have already learned a step-by-step guide on exporting contacts from Outlook, under this section you will understand import contacts from Outlook to Gmail.

Here is 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
Importing contacts to Gmail
  • Step 3 – You are in the contacts section of Gmail >> Click Import.
consolidate contacts
  • Step 4 – Click the “Select File” button on the Import contacts dialog box.
how to save emails from outlook
  • Step 5 – Select your (.csv) file saved on the hard drive and click import.
  • Step 6 – You will get all your contacts in Gmail contacts with your email address.
export windows contacts to csv

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.

The explanation above outlines the process of exporting contacts from Outlook. However, it’s important to note that this method applies only to recipients and senders already 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’.

how to add contacts on outlook

Outlook directs you to the address book, where you will find some data pre-filled by default. You have the option to add information in multiple fields to complete the form, or you can simply save the information as is.

Add Recipients to the Address Book

But is a hectic process, if you have tons of email data, and it requires 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.

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 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 a 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 Import and Export Iconexport.
  • Step 2 – Click Export to a file from the Import and Wizard Dialog Box.
export contacts to csv
  • Step 3 – Select File Type ‘Comma-separated values‘ and click Next.
  • Step 4 – Now it’s a decision point [If you require exporting the name and email address of the recipient select Inbox & If you require 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 address 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.
Map 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 Excel 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.

How to Export Email Addresses from Outlook Not in Contacts?

Exporting email addresses from Outlook that are not in contacts, using VBA (Visual Basic for Applications), requires writing a script that scans through your emails, extracts the email addresses, and saves them to a file.

This task is a bit complex as it involves interacting with the Outlook Object Model. Below is a basic outline of how you might approach this with VBA:

  1. Set up the Outlook Application and Namespace: You need to create a reference to the Outlook application and its namespace to access your emails.
  2. Access the Folder: Choose the folder (like Inbox or Sent Items) from which you want to extract email addresses.
  3. Loop Through the Items in the Folder: Iterate through each email in the folder.
  4. Extract Email Addresses: For each email, extract the sender’s email address, or if you need email addresses from the email body, parse the body text to find them.
  5. Check Against Contacts: Optionally, you can check each extracted email address against your Outlook contacts to filter out those already in your contacts.
  6. Write to a File: Save the extracted email addresses to a text or CSV file.

Here is a basic example code snippet to get you started:

Sub ExportEmailAddresses()
    Dim olApp As Outlook.Application
    Dim olNs As Outlook.NameSpace
    Dim olFolder As Outlook.MAPIFolder
    Dim olItem As Object
    Dim emailAddress As String
    Dim i As Integer
    Dim fileOutput As Object

    Set olApp = New Outlook.Application
    Set olNs = olApp.GetNamespace("MAPI")
    Set olFolder = olNs.GetDefaultFolder(olFolderInbox) ' or olFolderSentMail
    Set fileOutput = CreateObject("Scripting.FileSystemObject").CreateTextFile("C:\emails.txt", True)

    For Each olItem In olFolder.Items
        If TypeName(olItem) = "MailItem" Then
            emailAddress = olItem.SenderEmailAddress
            ' Optional: Check if emailAddress is in contacts

            fileOutput.WriteLine emailAddress
        End If
    Next olItem

    fileOutput.Close
    Set fileOutput = Nothing
    Set olFolder = Nothing
    Set olNs = Nothing
    Set olApp = Nothing
End Sub

Note:

  • This script only extracts the sender’s email addresses from each email in your Inbox.
  • Modify olFolderInbox to the folder you want to scan.
  • The file path "C:\emails.txt" should be changed to your desired location.
  • Ensure Outlook allows programmatic access to avoid security prompts.
  • This is a basic script. Depending on your specific needs, you might need to expand it.

If you have understood and are clear about the above VBA code, it’s now time to incorporate the VBA code into Microsoft Outlook’s Visual Basic editor.

For a detailed, step-by-step guide on how to add and run this VBA code in Microsoft Outlook’s Visual Basic environment to execute your desired action, you can check out this article.

Conclusion

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.

Also Read:

Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

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