Posts tagged "Outlook"

Email and Communication Outlook

How To Export Your Contacts From Outlook [Updated: 2023]

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Outlook is a well-known email app used by millions worldwide. It’s great at storing and managing contacts, which are essential for staying in touch with people. But what if you want to export your contacts from Outlook? This easy guide will walk you through the process step by step.

Why Should You Export Your Outlook Contacts?

Exporting contacts from Outlook is useful for several reasons, such as:

  • Backup: By exporting, you create a backup of your essential contacts. If something goes wrong with your account, you can always restore your contacts by importing them into a new account or email app.
  • Sharing: Exporting contacts makes it simple to share them with others. If you’re working on a project and someone needs your contacts, you can easily export and share the file.
  • Switching email apps: If you’re changing to a new email app or service, you can export your contacts from Outlook and import them into the new one, saving you the time of manually adding them.

How to Export Contacts from Outlook (PC or Mac):

  1. Open Outlook and click “File” in the top left corner.
  2. Choose “Open & Export” from the drop-down menu, then “Import/Export.”
  3. In the wizard, select “Export to a file” and click “Next.”
  4. Choose “Comma Separated Values” and select the Contacts folder under your account.
  5. Pick a folder to save your exported file, give it a name, and click “Next.”
  6. Review the export options and click “Finish” to start exporting your contacts.
  7. Find the new .csv file on your computer, open it with Excel, and check your contacts are there. Edit the file in Excel if needed before importing it to another email app.

How to Export Contacts from Outlook Web:

  1. Sign in to Outlook.com.
  2. Click “People” at the bottom left corner to visit the People page.
  3. On the toolbar’s far right, select “Manage” and then “Export contacts.”
  4. Choose to export all contacts or only those from a specific folder, and click “Export.”
  5. At the bottom, click “Save” to save “contacts.csv” in your default Downloads folder or click the arrow next to “Save” and choose “Save as” to pick a different location.

Once the export is complete, you can import the contacts into other email apps or Outlook versions by following their import instructions.

In Summary

Exporting your contacts from Outlook is helpful for creating backups, sharing contacts, or switching to a new email app. Follow these simple steps to quickly and efficiently export your contacts from Outlook and keep them safe.

FAQs

1. Can I export contacts from Outlook on a Mac?

Yes, you can export your contacts from Outlook on a Mac by following the same steps mentioned in this article. The process is similar to exporting contacts on a PC, and both systems allow you to save the contacts as a .csv or .pst file, which can be imported into other email clients or used as a backup.

2. What file format is used for exporting contacts from Outlook?

Outlook primarily uses the .pst (Personal Storage Table) file format for exporting contacts. However, when exporting contacts as a file, you have the option to save them as a .csv (Comma Separated Values) file, which is more universally compatible with other email clients and services.

3. Can I export only specific contacts from Outlook?

Yes, you can choose to export only specific contacts from Outlook. During the export process, you can apply filters to select the contacts you want to export. This can be helpful if you need to share only a subset of your contacts with a colleague or if you want to create a backup of specific contacts, such as work-related or personal ones.

4. How do I import contacts into a different email app?

The process of importing contacts into a different email client may vary depending on the client you are using. However, most email clients provide an option to import contacts from a .csv or .pst file. You can use the exported file from Outlook to import your contacts into the new email client. To do this, look for an “Import” or “Import Contacts” option within the settings or menu of your new email client, and follow the steps provided by the app.

5. How often should I export my Outlook contacts?

It is recommended to export your Outlook contacts regularly, especially if you make frequent changes to your contacts or use Outlook for professional purposes. This will ensure that you always have a backup of your important contacts in case something goes wrong with your account. The frequency of exporting your contacts may vary depending on your needs, but it is generally a good idea to perform this process at least once a month, or more frequently if you are updating contacts or adding new ones often.
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The Data Transfer Project (DTP)

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The Data Transfer Project (DTP) is an open-source initiative that aims to provide a common framework for transferring data between online service providers in a secure and user-friendly way. It was launched in 2017 by Google, Microsoft, Facebook, and Twitter to make it easier for users to move their data between different online platforms.


One of the main goals of the DTP is to give users more control over their data and to make it easier for them to switch between different online service providers. With DTP, users can transfer their data directly from one service to another without going through the process of downloading and uploading files manually. This can be particularly useful for users who want to switch to a new service but don’t want to lose their data.

DTP is based on open standards and APIs, which means that any online service provider can use it to enable data transfer for their users. This allows users to quickly move their data between various platforms, including social media, email, cloud storage, etc.

DTP is an open-source project, meaning anyone can contribute to its development. If you’re interested in getting involved, you can learn more on the DTP website: https://datatransferproject.dev/

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How an email is sent:

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Emails are sent using the Simple Mail Transfer Protocol (SMTP). When you send an email, your email client (such as Microsoft Outlook or Gmail) sends the email to an SMTP server, which then sends the email to the recipient’s email server. The recipient’s email server then delivers the email to the recipient’s email client (such as Outlook or Gmail).

Here is a simplified overview of the process:

  • You compose and send an email from your email client.
  • Your email client connects to an SMTP server and sends the email to the server.
  • The SMTP server looks up the domain of the recipient’s email address and sends the email to the recipient’s email server.
  • The recipient’s email server receives the email and stores it in the recipient’s mailbox.
  • The recipient’s email client retrieves the email from the mailbox and displays it to the recipient.

This process happens quickly and automatically, so you don’t need to worry about the details. You just need an email client and an internet connection to send and receive emails.

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How to migrate emails from Outlook into G Suite or Gmail using the ShuttleCloud Migration Tool

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How to migrate emails from Outlook using the ShuttleCloud Migration Tool

The first step to migrate your emails from your Outlook account is to either launch the app previously installed in your G Suite domain (see the following help article for details on how to launch the app) or by visiting: https://gsuite.shuttlecloud.com.

You will then be taken directly to the email migration screen pictured below. From here, as an administrator, you will be able to migrate messages from your Outlook account to any Google account. Note that this could be your G Suite Domain account, a user account within your G Suite Domain, or even a Gmail account.

In Step 1 you will be selecting the Supported Providers option and typing in the email address and password information of your Outlook account.

Step 2 is very similar, except you will be selecting the destination account to which the emails are migrating into, this can be an account in your G Suite domain or a consumer @gmail.com email address.

Step 3 is simply adding the email address you want to be contacted once your migration has begun, as well as when your migration has completed.

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Customer Stories | Comcast

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Comcast Enhances New Users’ Onboarding with ShuttleCloud

Comcast, the leading American mass media company, is one of the largest broadcasting and cable providers in the world. Through the XFINITY Connect web portal, Comcast provides email and voicemail access to its high-speed internet/voice customers.

The Comcast XFINITY team wanted a solution that would improve new users’ onboarding by seamlessly importing emails and contacts from their previous webmail providers.

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Email

Email, a consumer service and a business necessity

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“The way I first perceived email was, it was something my parents did for work.” These words are from a 21 year old senior interviewed by the Wall Street Journal for an article on the perception of email amongst  younger generations.

Our first reaction when we started reading was that it was going to be yet another article forecasting email’s imminent demise. But in reality, it’s clear that insights like these actually help us understand that there still is a future for email as a communication tool.

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Email

Top free email services for 2018

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Email is currently an essential tool to communicate, both in the corporate and personal spheres. In our day-to-day lives we now send and receive an abundance of emails. Although all free email providers deliver this basic service, the truth is that each of them has different characteristics.

At ShuttleCloud we are experts in the migration of information between them. In fact, our clients include more than 200 different email providers. Here we take a look at the characteristics of the most popular free email services:

1. Gmail

With its 1.2 billion users, Gmail is the world’s leading email service. Blocking suspicious attachments for security reasons, the ability to send files up to 25 megabytes in each message (if exceeded, a link is sent to Drive), the automatic translation of messages, smart responses, the organisation of emails into folders, labels, and access to tools as complete as Drive, Calendar and Maps are some of its main advantages. However, free accounts have limited storage space (the maximum is 15 gigabytes) and there is also a daily limit for sending messages (500 messages or the same email sent to more than 500 recipients, if a Google group is not created).

2. Outlook Mail.

Microsoft’s email service has recently been integrating many of the functions boasted by Gmail. A simple and intuitive graphical interface (for example, at the top there is a broom icon, to easily clean boxes), the classification of messages by colour, and the application of marks, warnings and colours are some of its advantages. Outlook users also have a space limit with a free account (15 gigas), and there are restrictions when sending mass emails. Another disadvantage that some users may find is that to attach a file one must take two steps (selecting whether you want to share it as a link or as a copy).

3. Yahoo Mail.

Although Yahoo email has declined in popularity over the years, the fact is that it has many interesting features for users of its free service. Its storage space is huge (1,000 gigas), allows users to recover emails sent in the previous seven days, even if they appear as deleted, and allows for the creation of disposable addresses that function temporarily, to provide greater control over privacy and spam. However, the labelling system is not as flexible as Gmail’s, nor does it have some extra features that would facilitate the user’s experience.

4. ProtonMail.

Users who are more concerned about their privacy also have some email services that attach the utmost importance to this feature. This is the case of ProtonMail, an open source project developed by entrepreneurs from the CERN and MIT. Its most salient feature is its end-to-end encryption, which guarantees that nobody can read the content of the messages. In its free version it is not compatible with other email clients that support IMAP and SMTP protocols, and it only allows one to store 500 MB of encrypted content, which is definitely a drawback.

5. iCloud Mail.

Although the most logical thing is for users of Apple devices to create their accounts using this service to send emails through the Mail app of their iOS device or Mac, it can also be accessed via Microsoft Outlook. Although its design is one of its strong points, one of its limitations is its storage space: only 5 gigabytes.

6. Zoho Mail.

In addition to allowing us to send email, Zoho Mail, a business-oriented service, integrates with a series of its own apps that make it possible to create and edit documents and spread sheets. Although its pay version, particularly, features a series of strengths, the free version also has its upsides: it makes it possible to create accounts for 25 employees, each one with 5 gigabytes of storage.

7. GMX Mail.

Users who require a lot of space to store their messages for decades may opt for another alternative: GMX offers unlimited storage capacity and also allows you to send very large attachments, up to 50 gigabytes. The interface is simple, although its functions cannot be compared to those of the most popular services.

8. Mail.com.

Another of the least-known free email services is Mail.com. It offers much less storage space than others (2 gigabytes), but allows one to send files of up to 50 megabytes in a single message. There is also an integrated online calendar to schedule meetings.

9. Tutanota.

If a user is concerned about his security, this is another of the email services that can come in very handy, as it also uses end-to-end encryption and, like Zoho, is open source. The service is very simple, although its free storage capacity is weak: only 1 gigabyte.

10. Yandex Mail.

Created by the Russian company of the same name, this email service is also another alternative to the most popular options. It stands out for its interface, similar to Gmail’s and very easy to use, and it offers almost all the tools one might need: filters, tasks, keyboard shortcuts, the capacity to customise the interface… However, its storage space is less than that of other services (10 gigas).