Sometimes the user needs to change, supplement, transfer the contact list to the right person, transfer it to an additional device. To make it convenient, Outlook has all the necessary tools.
How to transfer addresses from Outlook
How to export contacts
Data migration methods differ depending on the version of the Outlook email client.
Export contacts from Outlook 2013
- To export data from Outlook 2013, open the program and in the "File" - "Open and Export" tab, select "Import and Export".
- The mail client will offer possible options. Click on "Export to file".
Select the folder you want to record information.
Specify a name for the object to be saved and click the "Finish" button.
You can test the new CSV file on your computer by opening it in Excel.
Export contacts from Outlook 2010
- Open Outlook 2010 and go to the File tab.
Click "File" in the control bar at the top of the Outlook window
- Select the folder where the contact information will be stored.
- Wait until the information transfer process is completed.
The Outlook Options window opens. In the left horizontal menu, click on "Advanced".
The "Export Wizard" will open, here select the item "Comma Separated Values (Windows)", this is another name for the CSV file. Click next.
When using the contents of the transferred contacts in other products of the mail client, the item "Outlook data file (PST)" will be required.
Export contacts from Outlook 2007
- To transfer contacts from Outlook 2007, open the program and expand the File tab. In the list of functions, click "Import and Export".
- The "Import Wizard" will open, which will be needed to generate the document. Check "Export to file".
- In the window that opens, select "Comma Separated Values (Windows)". Continue by clicking on the "Next" button.
- Designate the folder that will be the save location. Click on "Next".
- Wait for the transfer process to finish.
How to transfer contacts from Outlook to Excel
Regardless of which version of Outlook, once you transfer the CSV file to your computer, you can open it in Excel.
Don't be alarmed if you see empty cells in your document. These are the positions that were not filled when the contact was still in Outlook. Not every person prescribes all the information: about the home phone, the name of the organization or the position of the contact.
After viewing the transferred file in Excel, do not save changes when closing. This can destroy the structure of the document and make it unreadable.
How to import contacts in all versions of Outlook
- The process for adding a CSV file to mail will be the same for all versions of Outlook. This is done in the same way as export: "File" - "Open and export" - "Import and export". In the "Wizard" select "Import from another program or file".
- After choosing an action, click Next. Wait for the end of the transfer process.
Import Internet addresses and mail to Outlook of all versions
- To import contacts from Outlook, go to the "Import and Export Wizard" again. Select Import from another program or file.
- In the window that opens, click "Import Internet Addresses and Mail".
- Choose from the two suggested import options "Outlook Express 4.x, 5.x, 6.x or Windows Mail".
- Click "Next" and wait while the contacts are imported.
Import from another program or file in any version of Outlook
- After choosing "Import from another program or file", you can add contacts from the Lotus Organizer utility, as well as information from Access, Excel, or a plain text file. Select the program from which you plan to add contacts.
- A window will appear with a choice of options. If you want to create duplicates, click on the "Allow the creation of duplicates" item.
- Select the folder where you want to get the information.
- Decide where the data will be stored.
Video: instructions for transferring contacts
Where is the address book located in Outlook
All information about the address book, messages, calendars and notes is stored on the computer in an archived form. If there is a need to find, copy or transfer it, it will be useful to know in which folders the required PST file is located:
- 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>
If you are using IMAP, Microsoft Exchange, or outlook.com, the location where your email information is stored is server space. Data is recorded in PAB format. If so, you can find them here:
- drive:/Users/<имя пользователя>/AppData/Local/Microsoft/Outlook;
- drive:/Documents and Settings.
If you used a Microsoft Exchange Server account, then the Offline Address Book is located at the following addresses:
- drive:/Users/<имя пользователя>/AppData/Local/Microsoft/Outlook;
- drive:/Documents and Settings/<имя пользователя>/Local Settings/Application Data/Microsoft/Outlook.
Create an address book in Outlook
After the address book has been created, contacts can be added to it.
How to add contacts to Outlook
Contacts store information about people. You can enter only an email address or fill in more information, such as phone numbers, a person's photo, postal address, work address.
After creating a systematized contact folder, the program will find the one you need by the first few letters and automatically fill in the email address.
Adding a contact from an email message
First you need to open the received message, right-click on the person's name and select "Add to Outlook Contacts". Fill in the required information according to the field names, then save.
Adding a contact from scratch
Video: instructions for adding contacts
How to create a mailing list in different versions of Outlook
For simultaneous sending to several subscribers at once, we recommend using the Contact Group tool.
Create a distribution list in Outlook 2013
Create a distribution list in Outlook 2010
In the main menu of the working program, select the "Create contact group" item. Fill in important information and save.
Select the address book through "File" - "Create" or use the command Ctrl + Shift + L
How many people can be sent a message at one time depends on the size of the name files. Approximately, the average number is 100 contacts.
Delete contacts in Outlook
In order to prevent contacts from being duplicated, when importing them in the "Import Wizard", do not forget to change the standard transfer settings "Allow duplicates" to another item where the option to replace existing ones is offered.
If the contacts have already doubled, then you can remove them in the "List of contacts" by clicking the "Phones" item. In the field that opens in front of you, you need to select duplicated contacts, and then click DELETE.
If you uncheck the "automatically check for duplicate contacts" section in "Contact Options", then when you select a person, Outlook will not track duplicate business cards.
The main function of Microsoft Outlook is to work with e-mail. In addition, it can perform the functions of a notebook and contact manager. After learning how to add, delete contacts and create groups in the Outlook mail client, the user can customize the program in the way that is convenient for him, and with its help he will stay in touch with friends and colleagues.
Microsoft Outlook Express is a free basic email application. Mail messages and account information from Outlook Express can be imported into Microsoft Outlook.
In Outlook Express, each mail folder corresponds to one file. For example, the Inbox folder in Outlook Express is represented by a single Inbox.dbx file. In Outlook, on the contrary, each message is a separate file. Knowing this, if necessary, you can find and copy the desired folder if Outlook Express and Outlook are installed on different computers.
To import mail messages, choose the appropriate instructions depending on how Outlook Express and Outlook are installed (on the same computer or on different computers).
Outlook and Outlook Express installed on the same computer
Outlook and Outlook Express are installed on different computers
To transfer messages using the Import/Export Wizard, you must first locate and copy the correct files from the computer where Outlook Express is installed to the computer where Outlook is installed.
Note: Copying your Outlook Express data to a shared folder is not enough. You must copy the folder to the computer where Outlook is installed.
Copying an Outlook Express folder
Importing Outlook Express Messages to Outlook
Import account name and settings from Outlook Express
In Outlook 2010 on the tab File select items Open > Import.
In Outlook 2007, the menu File select item Import and export.
Choose one of the options below.
Choose an option Import Internet mail account settings and press the button Further.
Select Outlook Express and press the button Further.
Follow the rest of the instructions in the Import and Export Wizard.
The standard Microsoft Office 2007 package includes a program for working with e-mail Outlook. This package is installed on most work computers, so it is mandatory for system administrators to be able to set up and save their users' email correspondence.
From time to time there is a need to transfer user data to another computer, including e-mail, or reinstall the operating system on the same working computer. And before you delete your old email program or format your hard drive, you need to save your email messages and Outlook address book.
Backup Outlook 2007 and Outlook 2010
Unlike an Outlook Express backup, you can back up your e-mail and address book in Outlook 2007 and Outlook 2010 using the built-in Save to File feature.
Recommendation: do not save a backup copy of your email to a hard disk partition that is being converted or cleaned up. In most cases, this is drive C. Save the pst file to other partitions on the drive, either to a portable storage device or to network storage.
Recover email from pst file
After reinstalling Windows or when transferring mail to another computer, you can restore all mail data from a backup copy (.pst file).
All emails and email contacts will be restored as they were when saved to file.
When you reinstall your operating system or change your computer, you probably won't want to lose your mail client messages. 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
Many understand two completely different actions as recovery: import from a pst file and recovery of a 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 enter 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.
Over the past couple of years, they have already begun to forget what Outlook Express is. But after the New Year, as part of the project to merge companies, another 19 branches came under our service (“what happiness has come”). In the process of integration, it became clear that people have everything their heart desires, there are no policies, regulations and other instructions. One of these programs was Outlook Express (of course, there are also thunderbolts and other email clients, but we haven't gotten to that yet). Accordingly, there was a problem, the transfer of mail to Outlook 2010.
The algorithm that we decided to use is not the fastest, but without problems:
We put Outlook 2010 on the same computer where Outlook Express is installed.
In Outlook 2010, open the tab File, press the button Open, and then - Import.
Will open import and export wizard.
Select an item Import from another program or file and press the button Further.
A list will appear Select the file type to import:. Which option should be chosen?
If you are using Outlook Express or Windows Mail, select Outlook Express 4.x、 5.x、 6.xorwindows mail and press the button Further.
In the window that opens, you are prompted to select the mail client from which the import will be performed. The application has already been selected before. Does that mean you have to press the button Further?
Yes. Other software may be listed in the window, but you must first select Microsoft Outlook Express or Microsoft Windows Mail, and then press the button Further.
From this point on, you will need to verify that the information imported from the account is correct in the wizard. In this case, you must confirm the name that is used as the sender's name. It is indicated in the field display name. If it is correct, you can click the button Further. If you want to change the name, do so and click the button Further.
After that, check your email address.
Check your mail server details.
Check your login information.
Check the account connection method.
This completes the configuration check.
After pressing the button Ready another dialog box opens.
This means that the account settings import is complete. After that, email messages and contacts are imported. If you press the button Yes, their import will begin.
This completes the setup.
All good work!!!
