How Can I Transfer Contacts From Outlook to a New Computer?
Transferring your contacts from Outlook to a new computer might seem like a daunting task, especially when you rely heavily on your address book for personal and professional communication. Whether you’ve upgraded to a faster machine or simply switched devices, ensuring that your valuable contact information moves seamlessly with you is essential. Fortunately, with the right approach, this process can be straightforward and stress-free.
Outlook stores your contacts in a way that can be exported and imported, allowing you to maintain continuity without losing any important details. Understanding the basic methods and tools available for this transfer can save you time and prevent potential data loss. By getting familiar with the general steps involved, you’ll be well-prepared to handle the transition smoothly.
In the following sections, we’ll explore the key considerations and common techniques for moving your Outlook contacts to a new computer. Whether you’re a casual user or managing a large database, this guide will equip you with the knowledge to keep your contacts organized and accessible on your new device.
Exporting Contacts from Outlook
To transfer contacts from Outlook to a new computer, the first step is to export the contacts from the existing Outlook profile. This process involves creating a file that contains all the contact information, which can then be imported into the Outlook application on the new computer.
Begin by opening Outlook on your old computer and navigating to the “File” tab. From there, choose the “Open & Export” option and select “Import/Export.” This launches the Import and Export Wizard, which guides you through the export process. Choose “Export to a file” and click Next.
The most common format for exporting contacts is a Comma Separated Values file (.csv), which is compatible with most versions of Outlook and other applications. Select “Comma Separated Values” and proceed to the next step.
Now, select the Contacts folder you wish to export. This is typically located under your email account’s data files. Once selected, choose a destination folder and filename for the exported CSV file. It is advisable to save this file in an easily accessible location such as the Desktop.
Before completing the export, verify the options for duplicate contacts to ensure you do not unintentionally create multiple entries when importing. After confirming, click Finish to create the CSV file.
Importing Contacts into Outlook on the New Computer
Once the contacts have been exported into a CSV file, the next step is to import them into Outlook on the new computer.
Open Outlook on the new device and navigate again to the “File” tab. Select “Open & Export” and then “Import/Export” to start the Import and Export Wizard. This time, choose “Import from another program or file” and click Next.
Select “Comma Separated Values” as the file type to import from and proceed. Browse to the location of the CSV file you exported earlier and select it. You will be prompted to choose how duplicates should be handled—options typically include replacing duplicates, allowing duplicates, or not importing duplicates.
Next, select the destination folder for the imported contacts, usually the Contacts folder associated with your Outlook profile. Confirm the selection and complete the import by clicking Finish.
After the import completes, verify that all contacts have been transferred correctly by browsing through the contacts list.
Using PST Files to Transfer Contacts
Alternatively, you can transfer contacts using Outlook Data Files (.pst). This method is useful if you want to move not only contacts but also emails, calendars, and other Outlook data.
To create a PST file with your contacts, open Outlook and go to “File” > “Open & Export” > “Import/Export.” Choose “Export to a file” and select “Outlook Data File (.pst).” Select the Contacts folder and any subfolders you wish to export.
Save the PST file to a portable drive or cloud storage. On the new computer, open Outlook and go to “File” > “Open & Export” > “Open Outlook Data File.” Browse to the PST file location and open it. You can then drag and drop contacts from the PST file into your active Contacts folder.
Comparison of Export Methods
| Method | File Type | Data Included | Compatibility | Best For |
|---|---|---|---|---|
| CSV Export/Import | .csv | Contacts only | Widely compatible with Outlook and other apps | Simple contact transfer |
| PST Export/Import | .pst | Contacts, emails, calendar, tasks | Outlook only | Full Outlook data migration |
Additional Tips for a Smooth Transfer
- Backup Before You Begin: Always create a backup of your Outlook data before exporting or importing to prevent accidental data loss.
- Check Outlook Versions: Ensure both computers are running compatible versions of Outlook to avoid import issues.
- Synchronize with Exchange or Office 365: If using an Exchange or Office 365 account, contacts may sync automatically once the account is set up on the new computer, potentially eliminating the need for manual export/import.
- Clean Up Contacts: Before exporting, consider cleaning up and organizing your contacts to avoid transferring duplicates or outdated information.
- Use Import/Export Wizard Carefully: Follow the prompts precisely and double-check folder selections to ensure you export/import the correct data.
Exporting Contacts from Outlook on the Old Computer
To transfer contacts from Outlook to a new computer, begin by exporting the contacts file from your existing Outlook installation. This process involves creating a PST (Personal Storage Table) file that contains your contacts.
Follow these steps to export contacts:
- Open Outlook on your old computer.
- Navigate to the File tab on the ribbon.
- Select Open & Export, then click Import/Export.
- In the Import and Export Wizard, choose Export to a file and click Next.
- Select Outlook Data File (.pst) and click Next.
- Choose the Contacts folder from your mailbox folders list.
- Ensure the option Include subfolders is unchecked, then click Next.
- Click Browse to specify a location and filename for the exported PST file, then click Finish.
- If prompted, enter a password for the PST file or leave it blank and click OK.
This exported PST file will contain all your contacts, ready to be imported into Outlook on your new computer.
Importing Contacts into Outlook on the New Computer
After transferring the PST file to your new computer via USB drive, network share, or cloud storage, proceed to import the contacts into Outlook.
Use the following procedure to import contacts:
- Launch Outlook on the new computer.
- Click on the File tab and choose Open & Export.
- Select Import/Export to open the Import and Export Wizard.
- Choose Import from another program or file and click Next.
- Select Outlook Data File (.pst) and click Next.
- Browse to the PST file you exported earlier and select it.
- Choose the appropriate option for duplicates:
- Replace duplicates with items imported—overwrites existing contacts.
- Allow duplicates to be created—imports all contacts including duplicates.
- Do not import duplicates—skips contacts already present.
- Click Next, then select the Contacts folder as the destination.
- Ensure Include subfolders is unchecked and Import items into the same folder is selected.
- Click Finish to complete the import process.
Once imported, verify that all contacts have successfully appeared in your Outlook Contacts folder.
Alternative Methods for Transferring Contacts
Besides exporting and importing PST files, there are other methods to transfer Outlook contacts effectively:
| Method | Description | Pros | Cons |
|---|---|---|---|
| Using CSV Export/Import | Export contacts as a CSV file and import into the new Outlook profile. |
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| Using Microsoft Exchange or Office 365 | Contacts sync automatically if using Exchange or Office 365 accounts. |
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| Using Outlook.com Account Sync | Sync contacts through Outlook.com linked to the Outlook client. |
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