Import and export contacts from Outlook. How to export contacts from Outlook
Contacts, as you know, can be transferred from one mailbox to another, as well as between Windows accounts. They can also be imported and exported from mail client. This will allow you to later transfer them to another computer or even to another application (such as Excel or Notepad). Today we will talk about how to transfer contacts from Outlook or import them into this program.
Import and export contacts from Outlook 2016, 2013
id="a1">In the two most relevant at the moment releases of the mail client, the procedure for transferring contacts is very similar. First, about how importing contacts works in these two builds of Outlook.
Import contacts to Outlook 2016, 2013
id="a2">Export contacts from Outlook 2016, 2013
id="a3">Now about how the procedure for exporting contacts works.
Import and export contacts from Outlook 2010, 2007, 2003
id="a4">Now let's see how the import of contacts works in the 2010 and 2010 versions of the mail client.
Import contacts to Outlook 2010, 2007, 2003
id="a5">
Export contacts from Outlook 2010, 2007, 2003
id="a6">
That's all for the routine of transferring data to and from Outlook. All this works very conveniently thanks to such tools as data filtering and support for several formats of exported and imported objects.
When exporting contacts from Outlook a copy of your contacts saved in a CSV file or another type of file. You can then import contacts from this file to another email account.
- Comma Separated Values.
In Outlook on PC, select Teams File > Setting up accounts > Setting up accounts.
Select the account you want to delete and click the button Delete.
Click the button close.
Open Outlook on your computer and go to the tab File.
If there is no element on the ribbon File in the top left corner, you don't have Outlook on your computer. In this case, you can find export instructions for your version of Outlook in the What version of Outlook do I have article.
Select Teams Open and export > Import and export.
Select an item Export to file.
THIS ACTION IS THE MOST IMPORTANT, especially if you're using a friend's computer. Scroll if necessary Select an export folder up and select in your account folder Contacts. Click the button Further.
Click the button Review, give the file a name and click the button OK.
Check in which folder the files will be saved and click the button Further.
Ready Import and export disappears.
Locate the new CSV file on your computer and open it in Excel to verify that your contacts have been exported. Most likely, it will have a lot of empty cells. This is fine.
If you're using Outlook on a friend's computer, you can now remove your account from their version of Outlook. Here's how to do it.
You can now import contacts copied to a CSV file to another computer running Outlook for Windows or another email service.
- Options.
-
Click the button OK.
In the dialog box Export to file press the button Further.
To start exporting contacts, click the button Ready. Upon completion Outlook export does not display messages, but the field Import and export disappears.
When the export is complete, click the button OK to close the Outlook Options window.
Open the folder where you saved your contact list (for example, the Documents folder).
If you exported contacts to a CSV file, view it in Excel to see what was exported from Outlook. Most likely, it will have a lot of empty cells. This is fine.
It is generally recommended to close the file without saving changes. Otherwise, the formatting of the file may be broken and you will not be able to use it for import. If this happens, you can always export again and create a new file.
You can use Excel to update the data in the CSV file. For tips on working with your contact list in Excel, see Create and edit CSV files.
At the top of the Outlook 2010 ribbon, click the tab File.
If there is no element on the ribbon File, you do not have Outlook 2010 . In this case, you can find import instructions for your version of Outlook in What version of Outlook do I have?
In the Outlook Options window, select Additionally.
In chapter Export select Export.
In the window Import and Export Wizard select Export to file and press Further.
Select the desired export type in the field Create a file of the following type. The most commonly used format Comma Separated Values (Windows), also known as a CSV file. Then press the button Further.
If you are going to use the exported contacts in another copy of Outlook, select Outlook Data File (.pst).
In chapter Select an export folderscroll up, if required, and then select the folder containing the contacts you want to export. When finished, click the button Further.
Note: If you didn't choose to export to an Outlook Data File (.pst file), you can only export one folder at a time.
For information about importing contacts into Outlook 2016, see the article
The Outlook application, included in the Microsoft Office suite, is one of the most commonly used email clients. The program stores all letters in files of its own format. However, you can export outlook mail as data suitable for further processing.
You will need
- - Outlook program from the Microsoft Office package.
Instruction
You will need
- Mail client.
Instruction
When reinstalling operating system or a change of computer, you certainly don't want to lose messages from your email client. In principle, they should not disappear anywhere anyway, but cases are different. Even if you do not plan any actions with your computer, it is better to play it safe and create a backup copy of all your emails.
How to save emails in Outlook
When using any method, its attachments are saved along with the letter, but it is impossible to save only attachments without writing an individual script.
Saving specific emails
Selective saving of mail is exactly the way that is usually understood as saving a letter. It is designed to save certain letters, but nothing forbids saving all your mail in this way.
- Select the letter you need (left-click, as when opening) and go to the "File" tab.
Select the letter you need and go to the "File" tab
- Click Save As.
- The standard window for saving the document will open. Save the letter to the location you need.
Select a folder and save the letter to the desired location
How to highlight multiple emails
If you select several letters and go to save, all the selected ones will be saved. There are two options to do this:
- to select several specific letters, click on each of them while holding down the Ctrl key;
- You can select all messages in a group using the keyboard shortcut Ctrl+A (previously click on one of the letters so that the general selection command is applied specifically to the panel with letters).
Export (save) all emails to pst file
This method involves creating a pst file that will include all letters and their attachments.
- Go to the "File" tab, click on "Open and Export" and open "Import and Export". In Outlook 2010, the path to this window will be different: "File" - "Options" - "Advanced" - "Export".
Go to the "File" tab, click on "Open and Export" and open "Import and Export"
- Select Export to File.
Select "Export to file" in the window that opens and click "Next"
Select "Outlook Data File" and click "Next"
- Select your mailbox and check "Include subfolders". Exporting from multiple boxes at one time is not possible.
Select your mailbox and check "Include subfolders"
- Select the path for the file to be created and click Finish.
Select the path for the file to be created and click "Finish"
- In the next window, you will be prompted to set a password for the file being created. Just click OK.
Click OK if you don't want to enter your password each time to access your saved mail
Where Outlook stores emails
Outlook has its own pst file where all your mail is stored. This file is similar to the one described above. It can be located in different places.
Possible pst file paths for Outlook 2016 and 2013:
- drive:\Users\<имя пользователя>
- drive:\Users\<имя пользователя>\Roaming\Local\Microsoft\Outlook;
- drive:\Users\<имя пользователя>\Documents\Outlook files;
- drive:\Users\<имя пользователя>\My Documents\Outlook Files\;
- drive:\Documents and Settings\<имя пользователя>
Possible pst file paths for Outlook 2010 and 2007:
- drive:\Users\<имя пользователя>\AppData\Local\Microsoft\Outlook;
- drive:\Users\<имя пользователя>\Local Settings\Application Data\Microsoft\Outlook.
Video: Export and Import Outlook Data
How to recover letters
By recovery, many understand two completely different actions: import from pst file and restore deleted message. We will describe both of these actions.
Importing (restoring) emails from a pst file
This method assumes that you have a pst file. How to create it is described above.
- Open the "Import and Export" window, as when exporting, and select "Import from another program or file."
Select "Import from another program or file" in the window that opens
- Select "Outlook Data File".
Select "Outlook Data File" from the list and click "Next"
- Specify the path to the file. If it is possible that the messages in Oulook match the messages from the pst file, pay attention to the settings and select the one you need.
Specify the path to the file using the "Browse ..." button and click "Next"
- Select the entire "Outlook Data File", select the account you want to export emails to, and click Finish.
Select the entire "Outlook Data File", select the account you want to export emails to, and click "Finish"
Video: Importing data into Microsoft Outlook 2010 from a pst file
Recovering deleted emails
If you have emptied the internal trash in Outlook, you will not be able to recover the email.
- In the folders panel, open "Deleted Items". To see this panel in Outlook 2016 and 2013, click "All Folders" or the spread arrow on the left side of the window.
Open "Deleted Items" in the folders panel
- Right-click on the desired letter, select "Move", and then the first option offered (this will be the folder from which the letter was deleted).
Right-click on the desired letter, select "Move", and then the first suggested option
- If you have Outlook 2010 or 2007, this option will not be available. Select "Other folder" and specify the path yourself.
Select "Other folder" and specify the path yourself
How to archive emails
Earlier it was mentioned about the main Outlook pst-file. Over time, more and more letters and attachments accumulate in it, in accordance with which its size grows. To free up some space on your hard drive, you can enable archiving.
Archiving emails in Outlook is not divided into automatic and manual.
Archiving involves turning one or more folders with letters (inside a pst file) into an archive. The folders themselves will not change in any way for you, but everything that is there now and will fall in the future will be compressed.
Possible problems with letters
As with all Microsoft Office products, Otlook has occasional problems, but they are all very easy to fix. The reasons most often lie in the wrong settings of the mail client itself.
Outlook marks email as read
- If the email is marked as read, whether you've read it or not, go to the File tab and open Options.
Go to the "File" tab and open "Options"
- Go to the "Mail" section and open the "Reading Pane ...".
Uncheck the first item and click OK
Outlook doesn't mark emails as read
If the read messages are not marked - as in the case of the previous problem - you need to go to the settings of the reading area. Check the "Mark as read when another message is selected" checkbox and press OK.
Drag the slider all the way to the right and click Next
Creating backups - or saving information to additional media - is a useful thing. Mail gets lost quite rarely, but it's still better to have insurance, especially if the messages contain important data. Try to periodically save the file with letters, even if you do not plan any changes.
Outlook is a program that is part of Microsoft Office, designed to work with email and letters. In order not to lose or transfer letters from the program to another computer or third-party media, they can be saved to a separate file, exported or archived.
Saving an email in Outlook 2010 and 2013
Where Outlook stores emails
By default, the program saves all emails every certain period of time to a separate outlook.pst file automatically. This file is located in PrimaryDrive:\Documents and Settings\account_name\Local Settings\Application Data\Microsoft\Outlook. You can copy and use this archive for your own purposes, but please note that the last letters received by mail might not have time to get into it. Therefore, it is better to use manual export or archiving to be sure that all letters will be in the file.
The Outlook.pst file that contains all emails How to archive emails
Archiving in Outlook is a feature that moves certain emails to a separate compressible archive to reduce the amount of space they take up on your hard drive. Unlike a traditional backup, which creates a copy of Outlook items, archived items are moved to a separate Outlook Data File (.pst) file. Archived items can be accessed at any time by opening this file.
Automatic archiving
By default, the function is activated and performs its duties after 2, 3 or 6 months, depending on the type of letters. See the table below for more details.
Table: Retention period of various data in Outlook
After the first session of automatic archiving, the program creates a file and a separate folder for it. In the future, you will be able to add letters to the archive or remove them from it yourself. The archive created by Outlook tools is located by default in PrimaryDrive:\User\AccountName\Documents\Outlook Files\archive.pst.
To configure automatic archiving settings for yourself, follow these steps:
Manual archiving
During manual archiving, the Archive folder will be created automatically if it was not previously created during automatic archiving.
Video: Archive in Outlook
Downloading and restoring emails from archive and pst file
If you have an archive or other file with letters in pst format, then you can quickly upload all the data from it to the program. That is, using a PST file, you can recover lost data or add new ones taken from another computer:
Video: Migrate a Microsoft Outlook 2010 Database
Export of letters
Export allows you to save both letters and other items in Outlook into a separate uncompressed file in pst format. The resulting file can be used in the same way as an archive, but it will not need to be unzipped.
- On the "File" tab, go to the "Open" subsection.
Open the "Open" section - Select the "Import" or "Import and Export" function, depending on the version of the program.
Press the "Import" button - Check the "Export Files" option.
Select the action "Export files" - Specify that you want to create a pst file.
Specify pst format - Select the individual folders to be exported, or check the topmost section and check the box next to the words "Include Subfolders".
Specify which folders to export - Specify the path where the location for storing the file with exported letters will be determined.
Specify where to save the file with exported files - If you want, then set a password for the file, but this is optional.
Set a password for a file - As a result, you will receive a file with which you can transfer letters to any computer that has Outlook.
Exported file received
How to highlight letters
In order to mark several letters at once for further deletion or transfer them to the "Read" section, hold down the Ctrl key on the keyboard and start marking letters with the mouse without releasing the key.
If you need to select a large number of letters at once, then select the first letter, and then hold down the Shift key on the keyboard and select the last letter without releasing the key. All letters between the first and last letter will be selected.
Selecting multiple emails at once To select all messages at once, mark one letter and hold down the key combination Ctrl + A, then all letters located in the same folder as the selected letter will be selected.
Save attachments from multiple emails
Some received emails may contain attachments: files, pictures, videos, etc. You can save the attachments of each email in turn, but there is another option:
Some issues with Outlook emails and how to fix them
In the process of working with letters, certain errors or problems may occur. To eliminate them, you need to perform certain actions.
Unread emails are read automatically
If the letters that come to your mail are automatically marked as "Read", although you did not open them, then the fact is that you have enabled the function that shows that you have read the letter if you have a tab with it open for a few seconds. To disable this feature, follow these steps:
Old emails not showing
Letters read some time ago may no longer be displayed in the program. To fix this, follow these steps:
Emails from Outlook can be exported or archived to make a file that can be transferred to another computer or given to someone. From the created file, it will be possible to obtain data using any version of Outlook, using import or create an item.
