How to Export Contacts: A Complete Guide for Individuals and Businesses

Exporting contacts is a fundamental task in managing digital communication, whether you’re switching devices, migrating to a new email platform, backing up your personal network, or integrating data into a business CRM. Despite its simplicity, many users struggle with the process due to fragmented interfaces, inconsistent file formats, or lack of clear guidance. This comprehensive tutorial walks you through every major platform and device, offering actionable steps, industry best practices, and real-world examples to ensure you can export your contacts confidently and securely—no matter where they’re stored.

The ability to export contacts isn’t just about convenience—it’s about data ownership and continuity. Losing access to your contacts can mean losing relationships, business opportunities, or personal connections. By mastering how to export contacts correctly, you protect your digital identity, streamline workflows, and maintain control over your most valuable communication assets.

Step-by-Step Guide

Exporting Contacts from iPhone (iOS)

Apple devices store contacts in iCloud by default, but you can export them directly from your iPhone using several methods. The most reliable way is through iCloud.com or by using the built-in Share feature.

Method 1: Export via iCloud.com

1. On your iPhone, open the Settings app.
2. Tap your name at the top, then select iCloud.
3. Ensure the Contacts toggle is turned on. If not, turn it on and wait for sync to complete.
4. Open a web browser on a computer and go to www.icloud.com.
5. Sign in with your Apple ID and password.
6. Click on the Contacts app icon.
7. In the bottom-left corner, click the gear icon (⚙️).
8. Select Export vCard.
9. Choose whether to export all contacts or selected ones, then click Export.
10. The file will download as a .vcf (vCard) file to your computer’s default downloads folder.

Method 2: Export via Email (Direct from iPhone)

1. Open the Phone or Contacts app.
2. Select a contact you wish to export.
3. Tap Share Contact (the square with an arrow pointing up).
4. Choose Email as the sharing method.
5. Send the email to yourself or another address.
6. Open the email on your computer and download the attached .vcf file.

Note: This method works best for exporting one or a few contacts. For bulk exports, use iCloud.com.

Exporting Contacts from Android

Android devices offer multiple export options depending on your manufacturer and Google account setup. Most modern Android phones sync contacts with Google Contacts by default.

Method 1: Export via Google Contacts (Web)

1. On your Android phone, open the Settings app.
2. Tap Accounts or Google.
3. Ensure your Google account is syncing contacts.
4. On a computer, go to contacts.google.com.
5. Sign in with the same Google account used on your phone.
6. In the left sidebar, click More, then select Export.
7. Choose Google CSV if you plan to import into another Google service, or vCard for broader compatibility.
8. Select All contacts or a specific group.
9. Click Export and save the file to your computer.

Method 2: Export Directly from Android Phone

1. Open the Phone or Contacts app.
2. Tap the three-dot menu (⋮) in the top-right corner.
3. Select Settings.
4. Tap Import or export contacts.
5. Choose Export to storage.
6. Select the account (e.g., Google, SIM, or Phone).
7. Confirm the export. The file will be saved as a .vcf file in your device’s internal storage under the Contacts or Download folder.
8. Use a file manager or connect your phone to a computer to retrieve the file.

Exporting Contacts from Gmail

Gmail users often rely on Google Contacts as their primary address book. Exporting from Gmail is identical to exporting from Google Contacts, as they are linked.

1. Open your web browser and go to mail.google.com.
2. Click the Grid icon (nine dots) in the top-right corner.
3. Select Contacts.
4. In the left sidebar, click More, then Export.
5. Choose your export format: vCard (recommended for cross-platform use) or Google CSV (for Google ecosystem users).
6. Select the contact group to export (e.g., “My Contacts” or “All Contacts”).
7. Click Export and save the file.

Tip: If you’ve organized contacts into custom groups (e.g., “Clients,” “Family”), you can export each group separately for better organization.

Exporting Contacts from Outlook (Windows/Mac)

Microsoft Outlook stores contacts in a proprietary format (.pst or .ost), but exporting them to universal formats like CSV or vCard is straightforward.

Method 1: Export to CSV (Recommended for Excel or CRM Import)

1. Open Microsoft Outlook on your computer.
2. Go to the File tab in the top-left corner.
3. Select Open & Export, then Import/Export.
4. Choose Export to a file and click Next.
5. Select Comma Separated Values (Windows) and click Next.
6. Select the Contacts folder from the list.
7. Click Next, then choose a location to save the file.
8. Name the file (e.g., “Outlook_Contacts.csv”) and click Finish.

Method 2: Export to vCard (For Apple or Android Devices)

1. In Outlook, go to the People tab (Contacts).
2. Hold Ctrl and click to select multiple contacts, or press Ctrl+A to select all.
3. Right-click any selected contact and choose Save as vCard.
4. Choose a folder to save the .vcf file. Each contact will be saved as a separate file.

Note: If you need to export multiple contacts as a single .vcf file, you’ll need third-party tools or use the CSV method and convert it later.

Exporting Contacts from Apple Mail (macOS)

Apple Mail pulls contacts from the macOS Contacts app. To export, you must use the Contacts application, not Mail.

1. Open the Contacts app on your Mac.
2. Select the contacts you want to export (use Cmd+A to select all).
3. Go to the top menu and click File → Export → Export vCard.
4. Choose a location to save the file (e.g., Desktop).
5. Click Save.

The exported .vcf file can be imported into any device or platform that supports vCard format.

Exporting Contacts from WhatsApp

WhatsApp does not provide a direct export feature for contacts, but you can access phone numbers synced with your device’s address book.

Method: Use Your Phone’s Contact List

1. Open your phone’s Contacts app.
2. Export your contacts using the Android or iOS method described above.
3. WhatsApp automatically syncs with your device’s contact list. Exporting your phone’s contacts will include all WhatsApp users.

Important: WhatsApp does not store or export contact information independently—it relies entirely on your phone’s address book. Therefore, backing up your device contacts is the only reliable way to preserve WhatsApp connections.

Exporting Contacts from LinkedIn

LinkedIn allows you to export your network as a CSV file, which includes names, job titles, companies, and email addresses (if shared).

1. Log in to your LinkedIn account on a desktop browser.
2. Click the Me icon at the top of the page.
3. Select Settings & Privacy.
4. In the left sidebar, click Data privacy.
5. Under “How LinkedIn uses your data,” click Get a copy of your data.
6. Scroll down to the “Contacts” section and check the box for Connections.
7. Click Create archive.
8. LinkedIn will send you an email when your archive is ready (usually within 24 hours).
9. Download the archive, unzip it, and open the connections.csv file.

Note: The exported file will not include phone numbers or personal emails unless you manually added them to your LinkedIn profile.

Exporting Contacts from Salesforce, HubSpot, or Other CRMs

Business users often need to export contacts from CRM platforms for reporting, migration, or integration.

Salesforce:

1. Log in to your Salesforce account.
2. Go to the Contacts tab.
3. Click Export (if using Lightning Experience, click the gear icon → Export Data).
4. Choose Export all records or filter by criteria.
5. Select CSV format and click Export.
6. Download the file once processing is complete.

HubSpot:

1. Log in to HubSpot and go to Contacts.
2. Click Actions → Export.
3. Select Export all contacts or apply filters.
4. Choose CSV as the file format.
5. Click Export and download the file.

Other CRMs like Zoho, Microsoft Dynamics, or Pipedrive follow similar workflows—look for “Export,” “Download,” or “Data Export” options in the Contacts or People section.

Best Practices

Use vCard (.vcf) for Maximum Compatibility

The vCard format (.vcf) is the industry standard for contact exchange. It’s supported by nearly every device and application—from iPhones and Android phones to Outlook, Google Contacts, and even smartwatches. Always prefer exporting to vCard when possible, especially if you’re moving contacts between different platforms.

Unlike CSV files, vCard files preserve complex data such as multiple phone numbers, email addresses, birthdays, photos, and custom fields. This makes them ideal for maintaining data integrity during transfers.

Always Back Up Before Exporting

Before exporting or deleting contacts, ensure you have a backup. Even simple mistakes—like accidentally overwriting a file or selecting the wrong export format—can lead to data loss. Use cloud storage (iCloud, Google Drive, Dropbox) to store your exported files in multiple locations.

Consider creating a naming convention: “Contacts_Export_2024-06-15_iCloud.vcf” helps you track when and where each backup originated.

Verify Exported Files Before Importing

Always open your exported file in a text editor (like Notepad or TextEdit) to check its structure. A properly formatted vCard file begins with BEGIN:VCARD and ends with END:VCARD. CSV files should have headers like “First Name,” “Last Name,” “Email,” etc.

If the file appears corrupted or contains garbled text, the export may have failed. Retry using a different method or platform.

Respect Privacy and Data Protection Laws

When exporting contacts that include personal information (especially for business use), ensure compliance with privacy regulations such as GDPR (Europe), CCPA (California), or other local data protection laws. Only export contacts you have explicit permission to store or transfer. Avoid exporting sensitive data like Social Security numbers or financial details unless absolutely necessary.

For companies: Implement a data retention policy and delete exported files after successful migration or when no longer needed.

Use Automation Tools for Large-Scale Exports

If you manage hundreds or thousands of contacts across multiple platforms, manual exports are inefficient. Use automation tools like Zapier, Make (formerly Integromat), or Microsoft Power Automate to create workflows that automatically export contacts from one system to another on a scheduled basis.

Example workflow: “Every Sunday at 2 AM, export new contacts from Google Contacts to a Google Sheet and upload to Dropbox.”

Organize Contacts into Groups Before Exporting

Instead of exporting all contacts at once, create labeled groups (e.g., “Clients,” “Family,” “Vendors”) and export each group separately. This prevents clutter when importing into a new system and makes it easier to manage segmented communication.

Most platforms allow you to create and manage contact groups directly in their interface. Use this feature strategically to maintain clean, actionable data.

Convert File Formats When Necessary

Not all platforms accept the same file types. If you export a CSV from Outlook but need to import into an iPhone, you’ll need to convert it to vCard format. Use free online converters like:

• vCardMaker.com
• CSVtoVCF.com
• Zamzar.com

These tools allow you to upload your file and select the target format—no software installation required.

Test Imports on a Small Scale First

Before importing thousands of contacts into a new system, test with a small batch (5–10 contacts). This helps you catch formatting errors, duplicate entries, or field mismatches early.

For example: If your CSV has a “Work Phone” column but the target system expects “Phone,” the import may fail or map incorrectly. Testing reveals these issues before full-scale migration.

Tools and Resources

Free Online Converters

When file formats don’t match, these tools bridge the gap:

• CSV to vCard Converter – csvtovcf.com – Simple, no-signup required, batch processing.
• VCF to CSV Converter – vcf2csv.com – Converts vCard files into Excel-ready CSV format.
• Zamzar – zamzar.com – Supports 1,200+ file conversions, including contact formats.
• Online-Convert – online-convert.com – Reliable, ad-free interface with advanced options.

Desktop Applications

For advanced users or large datasets, consider desktop software:

• CardMavin – A powerful contact manager for Mac and Windows that supports importing/exporting vCard, CSV, LDIF, and more.
• AB2CSV – Free Windows tool to convert Address Book files into CSV format.
• My Contacts Backup – Android app that exports contacts to Google Drive, Dropbox, or email with scheduling options.

Browser Extensions

Some browser extensions simplify contact extraction from web pages:

• Clearbit Connect – Extracts contact info from LinkedIn profiles and exports to CRM.
• Outlook Web Contact Extractor – Pulls email addresses from Gmail or Outlook web interface into a downloadable list.

Cloud Storage Recommendations

Store your exported contact files securely and accessibly:

• Google Drive – Free 15GB storage, integrates with Google Contacts.
• iCloud Drive – Seamless for Apple users, encrypted end-to-end.
• Dropbox – Excellent version history and file recovery options.
• OneDrive – Best for Microsoft ecosystem users.

Template Resources

Download ready-to-use CSV templates for common platforms:

• Google Contacts CSV Template – Available at Google Support
• Outlook CSV Template – Download from Microsoft’s official documentation.
• CRM Import Templates – HubSpot, Salesforce, and Zoho provide downloadable templates on their help centers.

Real Examples

Example 1: Small Business Owner Migrating from Gmail to Outlook

Sarah runs a freelance design studio and uses Gmail for client communication. She’s switching to Microsoft 365 for better calendar and document integration. Here’s how she exported and imported her contacts:

1. She logged into contacts.google.com and exported all contacts as a CSV file.
2. She opened the file in Excel and removed unnecessary columns (e.g., “Notes,” “Birthday”) to match Outlook’s required fields.
3. She opened Outlook on her PC, went to File > Open & Export > Import/Export, and selected Import from another program or file.
4. She chose Comma Separated Values and mapped the columns correctly: “First Name” → “First Name,” “Email” → “Email Address,” etc.
5. After importing, she reviewed the contacts and found 3 duplicates—she deleted them manually.
6. She saved a backup of the original CSV file to Google Drive and renamed it “Gmail_Contacts_PreMigration_2024.”

Result: Sarah successfully migrated 412 client contacts in under 30 minutes with zero data loss.

Example 2: Family Member Switching from iPhone to Android

James, age 68, received an Android phone as a gift. He wanted to transfer his 200+ contacts from his iPhone without losing any numbers or notes.

1. He followed the iCloud.com export steps and downloaded a .vcf file.
2. He emailed the file to his daughter, who helped him transfer it to the Android phone via USB.
3. On the Android phone, he opened the Phone app, tapped ⋮ > Settings > Import/Export > Import from storage.
4. He selected the .vcf file and confirmed the import.
5. After import, he noticed some contacts were duplicated because he had synced them to both iCloud and Google previously. He used the Android Contacts app’s Find Duplicates tool to merge them.

Result: All contacts transferred successfully, including photos and custom labels like “Grandma’s House Phone.”

Example 3: Marketing Team Exporting Leads from HubSpot to Excel

A marketing team at a SaaS company needed to analyze lead sources for a quarterly report. They exported 2,800 contacts from HubSpot:

1. They filtered contacts by “Lead Source = Web Form” and “Lifecycle Stage = Lead.”
2. They exported the filtered list as a CSV with custom fields: First Name, Last Name, Email, Company, Lead Source, Date Created.
3. They opened the file in Excel and created pivot tables to analyze top-performing lead sources.
4. They saved the Excel file in their shared drive with the naming convention: “HubSpot_Leads_Q2_2024.csv.”

Result: The team identified that LinkedIn referrals generated 42% more conversions than blog sign-ups, leading to a reallocation of their ad budget.

FAQs

Can I export contacts from my SIM card?

Yes, on most Android phones, you can export contacts stored on the SIM card to your phone’s internal storage or Google account. Go to Contacts > Settings > Import/Export > Export from SIM. Note: SIM cards have limited storage (usually 250 contacts max) and do not support photos or notes.

What’s the difference between CSV and vCard?

CSV (Comma-Separated Values) is a plain text format ideal for spreadsheets and databases. It’s easy to edit in Excel but lacks support for complex data like photos or multiple phone numbers. vCard (.vcf) is a standardized digital business card format that supports rich data, including images, multiple emails, addresses, and custom fields. Use vCard for device-to-device transfers; use CSV for bulk imports into CRM or Excel.

Why are my exported contacts showing as “Unknown” on my new phone?

This usually happens when the file was corrupted during transfer or when the format isn’t supported. Try re-exporting using the vCard format directly from the source device. Also, ensure your new phone’s contact app is set to import from the correct location (e.g., Google Account vs. Phone Storage).

Can I export contacts from a dead or broken phone?

If the phone is unresponsive but was synced to iCloud or Google, you can still export contacts via the web: icloud.com or contacts.google.com. If not synced, professional data recovery services may be required—but success is not guaranteed.

How often should I export my contacts?

Best practice: Export your contacts every 3–6 months, or immediately after adding a large number of new contacts. Treat your contact list like any other critical data—regular backups prevent irreversible loss.

Is it safe to upload my contacts to online converters?

Use reputable tools with clear privacy policies. Avoid uploading sensitive contact lists (e.g., clients, executives) to unknown websites. For sensitive data, use desktop software or export directly between trusted platforms (e.g., Google Contacts → Outlook).

Can I export WhatsApp contacts without using my phone?

No. WhatsApp relies entirely on your phone’s address book. Without access to your phone, you cannot extract WhatsApp contacts. Your only option is to restore your phone from a backup or retrieve contacts from your cloud backup (iCloud or Google).

What if my exported file is too large to email?

Use cloud storage (Google Drive, Dropbox) to share large files. Upload the file, generate a shareable link, and send the link via email instead of attaching the file directly.

Conclusion

Exporting contacts is not a one-time task—it’s an essential habit for digital hygiene. Whether you’re an individual managing personal relationships or a professional handling client databases, the ability to securely and accurately export contacts ensures continuity, prevents data loss, and empowers you to control your digital ecosystem.

This guide has walked you through every major platform—from iOS and Android to Gmail, Outlook, and enterprise CRMs—providing clear, step-by-step instructions, industry best practices, and real-world examples to guide your actions. You now understand the differences between vCard and CSV, how to verify file integrity, and where to find reliable tools for conversion and backup.

Remember: Your contacts are more than just names and numbers—they represent relationships, opportunities, and trust. Treat them with the same care you would give to financial records or personal documents. Regular exports, secure storage, and thoughtful organization are the keys to maintaining control over your digital identity.

Start today. Export your contacts. Back them up. Organize them. And never again risk losing the people who matter most.