Hosting Help: Import / Export Outlook 2003 Contacts & Files

Note: The first time you import or export a contacts list or other Outlook file, you will most likely need your original installation disk so have it handy and follow the directions for installing any additional Outlook software needed. Please also note this tutorial is based on Windows XP Pro with Outlook 2003.  Your operating system and Outlook version may be different, resulting in different directions, however the basic concept is the same.

Export Outlook 2003 Contacts list

• Open Outlook.
• Go to the file menu then click import and export ...
• In the Import and Export pop up window, select the first option "Export to a file" and click next.
• In the "Export to file" pop up window, the default selection "Comma Separated Values (DOS)" is fine, click next.
• Next select the folder to export, in this case select the "Contacts" main folder, not the "Shared Contacts" sub folder, and click next.
• Next click the "Browse" button, in the "save in:" drop down menu browse to the location you'd like to save the file, such as a shared folder if wish to share the contacts list with a local network user, then in the "file name:" box at the bottom type the name of the file and perhaps the date like "shared_contacts_2007-04-15" and click "OK".
• Now click next.
• Click finish to complete the export.

 

Import Outlook 2003 Contacts list

• Open Outlook.
• Go to the file menu then click import and export ...
• In the Import and Export pop up window, use the default option "Import from another program or file" and click next.
• In the "Import a file" pop up window, select the "Comma Separated Values (DOS)" option and click next.
• Next browse to and select the file you just exported from your computer, then select the "Options" item that is most appropriate (I’m not sure which you'd prefer), and click next.
• Next select the Outlook folder you want to import into, in this case, select the main "Contacts" folder like you did when you exported and click next.
• Click finish to complete the import.

 

Synchronizing Outlook 2003 Contacts list

Now that you know how to Import and Export, all you have to do is Export your contact list from one computer, tranfer the exported file to another computer (via email, shared network folder, or tranfer media like a cd, disk, or removable drive), and Import your contact list on the computer you wish to share with. Now reverse these instructions starting with the other computer this time, export their list, transfer the file to your computer, and import their list on your computer, and whalla, you have synchronzed your contact lists.

If you are trying to synchronize contacts between more than 2 computers it would probably be best to start by designating a master computer, then export the contacts from each of the contributing computers, and import them to the Master computer first, then export the Master computers complete contact list to each of the contributing computers for import. This way you only repeat the process a minimum number of times. If you are dealing with a lot of computers or accurate and always updated contacts is paramount to your business, it probably makes more sense to spend the money and have a real networking arrangement like Microsoft Exchange Server set up for your company, but that is beyond the scope of this tutorial.