Outlook - Import contacts into Outlook Tutorial

In this video, you will learn how to import contacts into Outlook.
The video covers the steps to import contacts from a CSV file into Outlook Online.
It demonstrates how to navigate to the Contacts section, click on Manage Contacts, and select Import Contacts.
This will help you easily import your contacts from a CSV file and have your address book filled with essential connections in no time.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to import contacts into Outlook from a CSV file using the Import/Export Assistant. It outlines the steps involved, options for handling duplicates, and the overall process to ensure a smooth import experience.

Chapitres :

Introduction to Importing Contacts in Outlook
Outlook offers a convenient Import/Export Assistant that allows users to import contacts from a CSV (Comma Separated Values) file. This feature is particularly useful for those looking to consolidate their contact information from various sources into one accessible location.
Steps to Import Contacts
To begin the import process, follow these steps: 1. Open Outlook and navigate to the **File** tab. 2. Select **Open & Export**. 3. Click on **Import/Export** to open the Import/Export Wizard. 4. In the wizard, select **Import from another program or file** and then choose **Comma Separated Values**. 5. Locate and select your contacts CSV file.
Handling Duplicate Contacts
During the import process, Outlook provides several options for managing duplicate contacts. Choose one of the following options based on your needs: - **Replace duplicates with items imported**: This option will replace existing contact information in Outlook with the information from the imported file. Use this if the new file contains more complete or recent information. - **Allow duplicates to be created**: This option will create a duplicate entry for any contact that exists in both Outlook and the imported file. You can later combine information to eliminate duplicates. This is the default setting. - **Do not import duplicate items**: This option will skip any contacts that already exist in Outlook, keeping the original information intact. Choose this if the existing information is more complete or recent.
Completing the Import Process
After selecting how to handle duplicates, click **Next** to choose the destination folder for your contacts. Click **Next** again and then **Finish** to start the import process. Outlook will begin importing your contacts immediately, and the operation will conclude when the import progress dialog box closes.
Viewing Imported Contacts
Once the import is complete, you can view your newly imported contacts in the designated folder within Outlook. This allows you to easily access and manage your contact information.
Conclusion
Importing contacts into Outlook from a CSV file is a straightforward process that can significantly enhance your contact management. By understanding the options available for handling duplicates, users can ensure that their contact lists remain organized and up-to-date.

FAQ :

How do I import contacts into Outlook?

To import contacts into Outlook, go to the File tab, select Open & Export, then click on Import/Export. Choose 'Import from another program or file', select 'Comma Separated Values', and follow the prompts to import your contacts.

What is a CSV file?

A CSV file is a text file that uses commas to separate values. It is commonly used for storing tabular data, such as contacts, and can be easily imported into applications like Outlook.

What should I do if I have duplicate contacts in Outlook?

When importing contacts, you can choose how Outlook handles duplicates: replace them, allow duplicates, or not import them at all. Select the option that best fits your needs based on the completeness of your contact information.

Can I combine duplicate contacts later?

Yes, if you choose to allow duplicates during the import process, you can later combine the information from the duplicate contacts to eliminate redundancy.

What happens after I finish importing contacts?

Once the import process is complete, you can view your newly imported contacts in the designated folder in Outlook. The operation ends when the import progress dialog box closes.

Quelques cas d'usages :

Importing Contacts for a Marketing Campaign

A marketing professional can use the import feature in Outlook to upload a list of contacts from a CSV file for a new campaign. By selecting the appropriate duplicate handling option, they can ensure that their contact list is up-to-date and accurate.

Merging Contact Lists from Different Sources

A sales team member can import contacts from various sources, such as trade shows or networking events, into Outlook. By allowing duplicates, they can later review and merge contact information to maintain a comprehensive database.

Maintaining a Clean Contact Database

An office administrator can regularly import updated contact lists while choosing the 'Do not import duplicate items' option to ensure that the existing database remains clean and free of redundant entries.

Updating Contact Information

A project manager can import a CSV file containing updated contact information for team members. By selecting 'Replace duplicates', they can ensure that the most recent information is reflected in Outlook.

Organizing Contacts by Project

A project coordinator can import contacts related to a specific project into a designated folder in Outlook. This helps in organizing contacts efficiently and allows for easy access during project execution.

Glossaire :

Import Export Assistant

A tool in Outlook that facilitates the import and export of data, such as contacts, from various file formats.

CSV file

Comma-Separated Values file, a plain text file that contains data separated by commas, commonly used for importing and exporting data between applications.

Duplicates

Instances of the same contact information appearing multiple times in Outlook, which can occur during the import process.

Replace duplicates

An option in the import process that allows Outlook to overwrite existing contact information with new data from the imported file.

Allow duplicates

An option that permits the creation of duplicate contacts in Outlook, resulting in two entries for the same contact, one with original information and one with imported information.

Do not import duplicate items

An option that prevents Outlook from importing contacts that already exist, keeping the original information intact.

Destination folder

The specific folder in Outlook where the imported contacts will be stored.

Import progress dialog box

A visual indicator in Outlook that shows the status of the import operation until it is completed.

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that allows you to import contacts from a CSV file.

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To do this in the File tab,

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choose, Open & Export, then click on Import/Export.

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The window opens.

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Select Import from another program or file,

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then, Comma Separated Values.

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Import your contacts file, and then choose

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how you want Outlook to treat duplicates.

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By selecting, Replace duplicates with items imported,

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if a contact is both in Outlook and in your file,

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Outlook will replace information already stored

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by those contained in the new imported file.

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Choose this option if the contact information

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of the file are more complete or more recent

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than those already included in Outlook.

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By selecting, Allow duplicates to be created,

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if a contact is present in Outlook

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and your file, Outlook will create it in double.

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One with the original information

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and one with the information imported from your file.

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You can combine information at a later date

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in order to eliminate duplicates.

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This is the default option.

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Finally, Do not import duplicate items,

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if a contact appears in Outlook and in your imported file.

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Outlook maintains information that it already has

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for this contact, and rejects those of your file.

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Choose this option if the information

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in Outlook is more complete or more recent

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than those of your file.

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Click, Next, and select the destination folder.

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Click again on, Next, and then finish.

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Outlook begins to import your contacts immediately.

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The operation ends

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when the import progress dialog box closes.

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You can now view your contacts.

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