The fastest way to add a contact in Outlook
To add a contact in Outlook, open the Contacts section, click the New Contact button, fill in the person's name and email address, and save. The exact steps depend on whether you are using Outlook on the web, Outlook desktop for Windows, or Outlook for Mac — but the process takes less than a minute in any version.
You do not need to add every field. Outlook will save a contact with just a name, or even just an email address. The more information you add now, the easier it is to find and reach that person later.
Key Takeaways
- In Outlook desktop, click the Contacts icon at the bottom left, then click New Contact, then fill in the name and email address fields.
- In Outlook on the web, click the People icon in the left sidebar, click New Contact, and enter the information in the form that appears.
- You can add a contact directly from an email by right-clicking the sender's name and choosing Add to Contacts.
- Outlook saves your contact information automatically once you click Save or close the contact form.
- Phone numbers, addresses, and notes are optional — you can add them later or leave them blank.
Adding a contact in Outlook desktop (Windows)
Open Outlook and look at the bottom of the left sidebar. You will see several icons: Mail, Calendar, People, Tasks, and Notes. Click the People icon (it looks like a person's head and shoulders).
Once you are in the Contacts section, look at the top of the window. Click the New Contact button. A form will open with fields for First Name, Last Name, Email Address, Phone, Company, and more.
Type the person's first and last name in the name fields. Then click in the Email Address field and type their email. If you have their phone number or company name, add those too — but you can leave any field blank and come back to it later. When you are done, click the Save button or press Ctrl+S.
Adding a contact in Outlook on the web
Log into your Outlook account at outlook.office.com or outlook.live.com. In the left sidebar, click the People icon (it looks like a person's head). This opens your contacts list.
At the top of the page, click New Contact. A form will appear with fields for name, email, phone, and other details. Fill in at least the name and email address, then click Save at the bottom of the form.
Outlook on the web saves your contact automatically. You do not need to click Save twice or wait for a confirmation — the contact is stored as soon as you click the button.
Adding a contact in Outlook for Mac
Open Outlook and click the People icon in the toolbar at the top of the window (it looks like a person's head). This opens your contacts list.
Click the New Contact button, which appears near the top left of the window. A contact card will open. Type the person's name in the Name field, then click in the Email field and type their email address. Add any other information you have, then click Save or press Command+S.
Adding a contact directly from an email
You do not have to go to the Contacts section to add someone. If you receive an email from a person you want to save, right-click their name at the top of the email. A menu will appear with the option Add to Contacts. Click it.
Outlook will create a new contact card with that person's name and email address already filled in. You can add more information if you want, or just click Save to store the contact as is. This method is faster than creating a contact from scratch if you already have the person's email open.
Editing or deleting a contact later
To change a contact's information, open the Contacts section, find the person's name in the list, and double-click it. The contact card will open. Make your changes and click Save.
To delete a contact, right-click the name in your contacts list and choose Delete. Outlook will ask you to confirm. Once you confirm, the contact is removed permanently — you cannot undo this action, so make sure you want to delete it before you confirm.
Organizing contacts into groups
If you have many contacts, you can organize them into groups so you can email multiple people at once. In Outlook desktop, go to the Contacts section, click New Group (or New Contact Group on Mac), give the group a name, and then add members by clicking Add Members and selecting people from your contacts list.
Once you have created a group, you can type the group name in the To field of an email, and Outlook will send the message to everyone in that group. This saves time if you regularly email the same set of people.
Frequently Asked Questions
Can I import contacts from another email account into Outlook?
Yes. In Outlook desktop, go to File, then Open and Export, then Import/Export. Choose Import from another program or file, select your file type, and follow the steps. On Outlook on the web, click Settings (the gear icon), then Advanced Settings, then Import Contacts, and upload your file. The process takes a few minutes depending on how many contacts you have.
What happens if I add the same person twice by accident?
Outlook will not automatically merge duplicate contacts. You will see both entries in your contacts list. To fix this, delete one of the duplicates by right-clicking it and choosing Delete. In the future, search your contacts before adding someone new to make sure they are not already saved.
Can I add a contact without an email address?
Yes. You can save a contact with just a name and phone number, or even just a name. However, if you plan to email this person later, you will need to add their email address before you send. You can edit the contact anytime to add missing information.
Do my contacts sync across my devices?
If you use Outlook on the web or Outlook desktop with a Microsoft account, your contacts sync automatically to all your devices. If you use a local Outlook file that is not connected to a Microsoft account, contacts will not sync. Check your account settings to see whether your contacts are being backed up to the cloud.
How do I back up my contacts?
In Outlook desktop, go to File, then Open and Export, then Export to File. Choose Comma Separated Values or Outlook Data File as your format, select your contacts folder, and save the file to your computer. Keep this file in a safe place in case you need to restore your contacts later.