Adding All Email Senders or Recipients in Contacts

MS Outlook doesn’t give any direct facility to save recipients or senders as contacts. Thankfully, you can do this by following a few simple tricks. It doesn’t need extra toolbox and software. Use the option ‘Import & Export Wizard’ to successfully accomplish the task in CSV or MS Excel.

We all know that all the emails are saved with the recipient in the Inbox. Follow the below steps that we are following with Inbox. You can follow the same process with any folder of your Outlook.

Choose the folder of your choice or inbox

Go to Import and Export Wizard to follow a few simple procedures. For different versions, the Outlook location is also different.

For Outlook 2007 : File >> Import and Export

For Outlook 2010 : File >> Open >> Import

For Outlook 2013 : File >> Open & Export >> Import/Export

Here select the option Export to File.

Then Comma Separated Values.

Choose the ideal location and then decide the name of your CSV file.

Don’t skip to confirm the box with “Export “E-Mail messages” from folder: Inbox” option.

Press Map Custom Fields and then “Clear Map”.

Drag and Drop the required field to the “To” box. Our target will be From (Name) and From (Address).

Once you complete mapping, Press OK and then Finish tab.

Now, contact export process will start.


Step 2- Removing Duplicate Contacts

Your inbox or any folder in Outlook can have many emails from the same sender. So, it can be an unnecessary collection of the same emails on your CVS file. On the other hand, it is not possible to remember whether the contact has been added. So, following the steps to remove duplicate contacts is necessary.

Here are the Steps-

Access the particular CSV file that you created in MS Excel

Note: If the exported data is saved in a single column, you can use Data >> Text to Columns feature to save the data in two separate fields.

Choose the whole A and B columns and press “remove duplicate” tab on Data tab.  Finally, press OK.


Step 3- Removing Internal Exchange Address

Sometimes Exchange account is also configured. It indicates a few addresses from the Exchange application which are in x500 format. If you wish to filter them, steps are easy to follow.

At first, choose the cell A1.

Visit the Data tab and press Filter.

Click on the drop-down icon of cell B1.

Choose: Text Filters-> Contains…

Give suitable options you wish


Now press OK, and the filter will be activated

Press (CTRL+A) and copy them (CTRL+C).

Open Excel and create a new sheet of Excel.

Now paste the copied data by clicking (CTRL+V).

Step 4- Filteration and Arrangement Manually

If you have time, you can check the CSV data manually for names and addresses.  It will allow you to delete the address which you don’t want or adding the new contact. At last, go to the file and click save as tab to save the data with a new name and the location of your choice.


Step 5- Importing CSV to Outlook

Now your CSV file is ready to import to your MS Outlook application. Follow these steps.

Visit  Import and Export Wizard which is located in a different location as per the version you are using.

For Outlook 2007 : File >> Import and Export

For Outlook 2010: File >> Open >> Import

For Outlook 2013 : File >> Open & Export >> Import/Export

Choose the otpion “Import from another Program or File”.

Now select CSV as an option

After that locate the particular CSV file that you have created in previous steps.

Do the settings with the duplicate items.

Now choose the contact folder to save CSV contacts.

You don’t have to miss to check “Import “export-addresses-inbox-filtered.csv” into folder: Contacts”.

Press Map Custom Fields and then press Clear Map which is in the same wizard.

Using drag and drop method to move fields left to right in the “To” box. These fields are; From (Name) -> Name and From (Address) -> E-mail.

Finally hit the OK tab to finish the process


Conclusion- Follow these simple steps to add all email contacts to CSV in bulk. There is no direct method from MS Outlook to export contacts. Follow these steps for the Sent Items folder also.

Leave a Reply

Your email address will not be published. Required fields are marked *