How to Share Your Outlook Contact List With Others

The fastest way to share contacts from Outlook

You can share your Outlook contact list in three ways: export it as a file and send it to someone, give another person permission to view your contacts folder directly, or forward individual contacts one at a time. Which method works best depends on whether you want to share everything at once, keep the list updated automatically, or just send a few specific names.

The export method is fastest if you need to send contacts to someone outside your organization or who doesn't use Outlook. Folder permissions work if you want a colleague to see your contacts and have them stay current as you add names. Forwarding individual contacts is useful when you only need to share a handful of people.

Key Takeaways

• Exporting your contacts as a CSV or VCF file lets you send them to anyone via email, regardless of what email program they use.
• Sharing folder permissions in Outlook on the web or Outlook desktop lets a colleague view your contacts folder directly, with updates appearing automatically.
• You can forward a single contact card to someone by opening the contact, clicking Forward, and choosing email as the method.
• Exported files can be imported into Gmail, Apple Contacts, or other programs, but you may lose some custom fields depending on the file format you choose.

Exporting your entire contact list as a file

Open Outlook on your desktop. Click the People icon at the bottom left of the window, then right-click on the Contacts folder in the left sidebar. Select "Export Contacts" from the menu. Outlook will ask you to choose a file format: CSV (Comma Separated Values) is the most universal and works with almost any email or contact program. VCF (Virtual Contact File) preserves more detail like phone numbers and addresses but is less widely supported.

Choose where to save the file on your computer, give it a name, and click Export. The file will appear in your Downloads folder or wherever you chose to save it. You can then attach this file to an email and send it to whoever needs the contacts. The person receiving it can open it in their own email program or contact manager and import the names.

If you use Outlook on the web (the browser version), the process is slightly different. Click the People icon, then click the three dots next to "Contacts" and select "Export Contacts." Choose your file format and save the file the same way.

Sharing your contacts folder with a colleague

If you want someone in your organization to see your contacts folder and have it stay current, you can give them permission to view it. In Outlook on the desktop, right-click on your Contacts folder and select "Properties." Click the Permissions tab, then click Add. Type the person's name or email address and click OK. Select their name in the list and check the box next to "Reviewer" — this lets them view your contacts but not change them.

In Outlook on the web, click the three dots next to "Contacts," then select "Share." Type the person's email address, choose whether they can view only or edit, and click Share. They will receive an email with a link to your shared contacts folder. Once they accept, they can see your contacts in their own Outlook and the list will update whenever you add or change a contact.

This method only works if both people are in the same organization or use the same Microsoft 365 account. If you need to share with someone outside your company, exporting a file is the only option.

Forwarding individual contacts

Open the contact you want to share. Click the Forward button (or the three dots menu and select Forward). Outlook will open a new email with the contact information already attached as a VCF file. Type the recipient's email address and send. They can then open the attachment and add the contact to their own contact list.

This method is useful when you only need to share one or two contacts, or when you want to add a note explaining why you're sending someone's information. It's slower than exporting if you have many contacts to share, but it gives you more control over who gets what.

What happens to your contacts when someone imports them

When someone imports a CSV or VCF file you've sent them, the contacts will appear in their contact list, but some information may not transfer perfectly. Phone numbers, email addresses, and basic details always come through. Custom fields you created — like "Preferred Contact Time" or "Birthday" — may not import depending on what program the person is using.

VCF files preserve more detail than CSV files, so if you're exporting for someone who uses Outlook or another program that supports VCF, that format is better. CSV is safer if you don't know what program they use, because it's the most basic format and works everywhere.

Once someone imports your contacts, changes you make to your list won't automatically update theirs. If you need them to have the latest information, you'll need to export and send an updated file, or use the folder sharing method instead.

Sharing contacts on mobile Outlook

The Outlook mobile app (on iPhone or Android) doesn't have an export or sharing feature built in. If you need to share contacts from your phone, the easiest method is to forward individual contacts. Open a contact, tap the three dots, and select Forward. Outlook will create an email with the contact attached as a VCF file that you can send to anyone.

If you need to share your entire contact list from a mobile device, you'll need to use a computer instead. Log into Outlook on the web from your phone's browser, then follow the export steps above.

Frequently Asked Questions

Can I share contacts with someone who doesn't use Outlook?

Yes. Export your contacts as a CSV file and email it to them. They can open the file in Gmail, Apple Contacts, Thunderbird, or most other contact managers. Some custom fields may not transfer, but names, emails, and phone numbers will come through.

If I share my contacts folder with someone, can they edit my contacts?

Only if you give them Editor permission. If you set them as a Reviewer, they can only view your contacts and cannot make changes. You control this when you set up the sharing.

What's the difference between CSV and VCF format?

CSV is simpler and works with almost any program, but may lose some details like photos or custom fields. VCF preserves more information but doesn't work with all programs. Use CSV if you're unsure what the recipient uses; use VCF if they also use Outlook or another program that supports it.

If I export my contacts and then add new ones, do the exported copies update automatically?

No. An exported file is a snapshot taken at that moment. If you add new contacts later, you'll need to export again and send an updated file. If you want automatic updates, use folder sharing instead.

Can I share contacts with someone outside my company?

Yes, but only by exporting a file and emailing it to them. Folder sharing only works within the same organization. Export as CSV or VCF and send the file as an email attachment.