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Outlook contacts sync automatically when they are stored in an Exchange-based account such as Microsoft 365 or Outlook.com and you sign in to that same account on another Outlook client. IMAP and POP accounts are different: they synchronize email, but they do not provide normal server-side synchronization for Outlook contacts.
On a phone, there is a second layer to configure. Outlook for Android can export contacts to Android Contacts, while Outlook for iOS can save them to Apple Contacts and, normally, iCloud. This guide covers both arrangements, plus the CSV method for moving contacts between Outlook and Google Contacts.
First, identify where your Outlook contacts are stored
Before changing a setting, check the account and folder containing the contacts. Outlook’s Contacts or People folders contain contact records. The Outlook Address Book is different: it is a collection of address lists, which can include your contacts, a company Global Address List, LDAP directories, and third-party address books.
Only contacts can be exported directly to Google Gmail. A company directory or Global Address List is not the same as a personal Outlook Contacts folder.
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| Account type | Normal Outlook contact synchronization | What to expect |
|---|---|---|
| Microsoft 365 or Exchange | Yes | Contacts synchronize through the Exchange server between connected Outlook clients. |
| Outlook.com | Yes | Outlook.com is hosted on Exchange, so contacts sync between Outlook clients using the same account. |
| IMAP | No | Email synchronizes, but Outlook contacts normally remain local to the Outlook profile or device. |
| POP | No | Email may download to Outlook, but contacts do not receive normal server-side Outlook synchronization. |
In classic Outlook for Windows, open File > Account Settings > Account Settings to inspect the account type. In Outlook for Mac, new Outlook for Windows, Outlook on the web, and mobile Outlook, open the account or profile settings and confirm that you are using the same Microsoft 365 or Outlook.com address on each device.
How to sync Outlook contacts between Outlook clients
For Microsoft 365, Exchange, and Outlook.com, there is usually no separate “sync contacts” command. Save the contact in the account’s Contacts folder, then sign in to that same account elsewhere.
- Open People or Contacts in Outlook.
- Look at the folder list and select the Contacts folder under your Microsoft 365, Exchange, or Outlook.com account. Do not save the contact under On My Computer, a local PST file, or another unrelated account.
- Create or edit the contact and save it.
- On the second Outlook installation, add the same account. In classic Outlook, use File > Add Account. In Outlook on the web, sign in to the matching Microsoft 365 or Outlook.com account.
- Open People or Contacts and select the account’s contact folder.
Exchange synchronization is supported in Outlook 2016, Outlook 2016 for Mac, Outlook.com, new Outlook for Windows, Outlook Mail for Windows 10, and Outlook on the web for Exchange Server 2016. The exact layout varies by product, but the important requirement is the same account and a server-based Contacts folder.
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- Check that both installations use the same email address or Microsoft 365 account.
- Make sure you are viewing the account’s Contacts folder rather than a local folder.
- Check whether the contact was saved in a PST file or under On My Computer.
- In Outlook on the web, confirm whether the contact exists there. If it does not, the desktop copy is probably local.
- Allow time for the account to update, then restart Outlook if the folder is stale.
Some contact data does not map perfectly between Outlook for Mac and Windows. Outlook for Mac supports up to 13 email addresses for a contact, while Outlook for Windows stores up to three. During synchronization, the Mac default address maps to E-mail, followed by E-mail 2 and E-mail 3. Other fields, such as a Middle Name entered on Mac, may not appear in Windows.
Sync Outlook contacts to Android Contacts
Outlook for Android can export contacts to the phone’s native Contacts app. For Microsoft 365, Outlook.com, and on-premises mailboxes using hybrid modern authentication, this is a two-way arrangement: new contacts and edits made in Outlook or Android Contacts can synchronize back to the other side.
- Open Outlook for Android.
- Tap your profile icon or the navigation control, then tap Settings.
- Under Accounts, select the Microsoft 365 or Outlook.com account.
- Turn Sync Contacts on.
- Approve any Android permission request to access or modify contacts.
- Open the Android Contacts app and check that the Outlook account’s contacts are visible.
The exact Android account menus vary by manufacturer. If Outlook reports “Contacts sync isn’t turned on in system settings,” search Android Settings for Accounts, open the relevant account or synchronization page, and enable Auto sync data.
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Android limitations
Legacy Exchange accounts can export contacts to the device, but edits made in the device Contacts app do not synchronize back to Outlook. Outlook for Android also cannot add or edit contacts for on-premises Exchange accounts; manage those contacts from another Outlook client.
Gmail and iCloud account contacts are not supported by Outlook for Android’s contact-export feature. If you turn Sync Contacts off, Outlook removes the Outlook-synced contacts from the device address book. That does not mean unrelated contacts stored in another Android account are removed.
Sync Outlook contacts to Apple Contacts on iPhone or iPad
Outlook for iOS saves exported contacts under the iCloud contacts account. Those contacts then synchronize to other Apple devices signed in with the same iCloud account.
- On the iPhone or iPad, open Settings > Contacts > Default Account.
- Select iCloud. This option appears only when more than one contacts account is configured.
- Open Outlook for iOS.
- Open the left navigation view and tap the Settings gear.
- Select the Outlook account.
- Turn Save Contacts on.
- Allow Outlook to access your contacts when iOS asks for permission.
If the iOS device has no connected account, Outlook saves exported contacts locally. They will not reach another device through iCloud.
Outlook permits contact export from one device at a time. If Save Contacts is enabled on both an iPhone and iPad for the same account, disable it on one device to avoid conflicts. Duplicate reconciliation can take up to 24 hours.
Add Outlook.com contacts to the phone’s built-in apps
You can also add an Outlook.com account directly to the mobile operating system instead of using Outlook’s contact-export setting.
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iPhone or iPad Mail and Contacts
- Open Settings > Apps > Mail > Mail Accounts.
- Tap Add Account > Outlook.com.
- Enter the email address and password, then tap Sign in.
- Complete two-step verification if requested.
- When asked “Let this app access your info?”, tap Yes.
- Leave Contacts enabled and tap Save.
If you tap No at the permission screen, the Microsoft Outlook account cannot finish setting up. Remove the incomplete account and add it again if necessary.
Android Gmail app
- Open Gmail and tap the menu icon.
- Tap Settings > Add account.
- Select Exchange and Microsoft 365.
- Enter the full Outlook.com or Microsoft 365 email address and tap Next.
- Enter the password and complete the security and permission prompts.
Do not choose Outlook, Hotmail, and Live in Gmail when calendar and contacts are required. Microsoft states that option synchronizes email only. If Gmail displays “Unable to sync calendar and contacts,” open the notification and tap Allow.
For manual Exchange setup in Gmail, use Gmail > Settings > Add account > Other > Manual Setup > Exchange. Use these server details:
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| Account | Exchange server | SMTP server | SMTP port and security |
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| Outlook.com | eas.outlook.com |
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| Microsoft 365 business | outlook.office365.com |
smtp.office365.com |
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The incoming connection uses port 443 or 993 with SSL/TLS, depending on the app’s Exchange setup screen. ActiveSync versions below 16.1 can no longer connect to Microsoft services from March 1, 2026, so an old phone or mail app may need an update.
Move contacts between classic Outlook and Google Contacts with a CSV file
CSV transfer is useful when the contacts are in an IMAP or POP Outlook profile, or when you are changing from Outlook to Google Contacts. It is a one-time file transfer, not continuous two-way synchronization.
Transfer Google Contacts to Outlook
- In Google Contacts, select More > More > Export.
- Choose a contact group or All Contacts.
- For the format, choose Outlook CSV (for importing into Outlook or another application).
- Select Export, save the default
contacts.csvfile, and select Close. - In classic Outlook, select File > Open > Import.
- Choose Import from another program or file, then select Next.
- Choose Comma Separated Values (DOS), select Next, and browse to the CSV file.
- Choose how Outlook should handle duplicates: replace imported items, allow duplicates, or do not import duplicates.
- Select the destination Contacts folder, then select Next > Finish.
If field names do not map correctly, select the Import checkbox in the The following actions will be performed box. This makes Map Custom Fields available. Also check that the first row of the CSV contains column names; otherwise Outlook may treat the first real contact as the header row and omit it.
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Transfer Outlook contacts to Google Contacts
- In classic Outlook, select File > Options > Advanced.
- Under Export, select Export.
- Choose Export to a file > Next.
- Choose Comma Separated Value (DOS) > Next.
- Select the Contacts folder, choose a location, enter a filename, and select Next.
- Use Map Custom Fields if Google needs a particular field mapping, then select Finish.
- Open Google Contacts and select More > Import > Browse.
- Select the exported CSV file, choose Open, and select Import.
Why the old Outlook.com “connected account” method no longer works
Outlook.com no longer allows new third-party accounts such as Gmail to be added as connected accounts, and existing connected accounts can no longer synchronize from within Outlook.com. Therefore, instructions using Outlook.com > Settings > Mail > Sync email > Connected accounts > Add Gmail are outdated.
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Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Feature differences that affect contacts
Contacts or People are available in both classic Outlook and new Outlook for Windows, but the surrounding features are not identical. Classic Outlook supports business cards; business cards are not supported in new Outlook for Windows. Contact Categories and Address Book behavior have also changed between versions, so a feature that appears missing may be a version difference rather than a synchronization failure.
Contact groups saved locally in Outlook for Mac are not stored on the Exchange server. Exchange-server contact groups likewise do not appear as synchronized local Mac groups under the documented behavior.
FAQ
Why are my Outlook contacts not syncing?
The most common causes are using different accounts, viewing a local Contacts folder, or using an IMAP or POP account. Confirm that the contact exists in the Microsoft 365 or Outlook.com Contacts folder and that every Outlook client is signed in to that same account.
Does Outlook sync contacts with Gmail automatically?
Not through Outlook.com’s old connected-account feature; that feature is no longer available for new Gmail connections. You can add the account to Outlook mobile, use Exchange setup in the Gmail app where supported, or transfer contacts with a CSV file. CSV transfer is not continuous synchronization.
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Can I sync Outlook contacts to my Android phone?
Yes. In Outlook for Android, open Settings, select the account under Accounts, and turn on Sync Contacts. Two-way synchronization is supported for Microsoft 365, Outlook.com, and on-premises mailboxes using hybrid modern authentication. Gmail and iCloud contacts are not supported by Outlook for Android’s contact-export feature.
How do I sync Outlook contacts with an iPhone?
In Outlook for iOS, open the Settings gear, select the account, and turn on Save Contacts. Set Settings > Contacts > Default Account to iCloud first if you want the exported contacts to synchronize through iCloud to other Apple devices.
Will Outlook contacts sync if I use IMAP?
Normally, no. IMAP synchronizes email but does not provide normal server-side Outlook contact synchronization. Export the contacts to CSV or move the account to an Exchange-based service if you need contacts on multiple Outlook installations.
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What is the difference between Outlook Contacts and the Outlook Address Book?
Outlook Contacts are personal contact records that can be synchronized or exported. The Outlook Address Book is a compilation of address lists, such as your Contacts folder, a company Global Address List, LDAP directories, and third-party address books.
The Bottom Line
For automatic Outlook contact synchronization, store contacts in a Microsoft 365, Exchange, or Outlook.com account and use that same account everywhere. To place them in the phone’s native address book, enable Sync Contacts on Android or Save Contacts on iOS. IMAP and POP do not provide normal Outlook contact sync, and Outlook-to-Google transfers through CSV are one-time imports rather than an ongoing connection.
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