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Outlook / Microsoft 365HubSpot

How to import Outlook / Microsoft 365 into HubSpot

14 of the 22 columns in an Outlook / Microsoft 365 export, mapped into 14 HubSpot fields under HubSpot's own names.

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Free · 19 KB · Excel 365 or Google Sheets

Check your Outlook / Microsoft 365 export first

Built on Outlook / Microsoft 365’s export columnsChecked against HubSpot’s import rulesUpdated October 13, 2026

One Outlook / Microsoft 365 row, through the templatecopied as it ischanged on the way1explained below
  • First Name to First NameWei
  • Last Name to Last NameChen
  • E-mail Address to Emaillowercasedwei.chen@ironwood.example.com
  • Company to Company NameIronwood Timber
  • Job Title to Job TitleProcurement Lead
  • Business Phone to Phone Number+44 161 496 0731
  • Mobile Phone to Mobile Phone Number+44 7700 900731
  • Business Street to Street Address3 Mill Lane
  • Business City to CityBolton
  • Business State to State/RegionGreater Manchester
  • Business Postal Code to Postal CodeBL1 2AB
  • Business Country/Region to Country/RegionUnited Kingdom
  • Web Page to Website URLironwood.example.com
  • Categories to Notes1joined, with labelsCategories: Suppliers;Key accounts
Not imported: Home Phone, Home Street, Home City, Home State, Home Postal Code, Home Country/Region, Notes and Birthday. The template leaves these out; map any to a custom field in Operelio.

How to export contacts from Outlook to CSV or Excel

Outlook saves contacts as a CSV file, and Excel opens a CSV. The steps depend on which Outlook you use: Outlook on the web and Outlook.com, the new Outlook for Windows, or classic Outlook.

Outlook on the web and Outlook.com

  1. Select People in the side panel.
  2. On the toolbar, select Manage contacts, then Export contacts.
  3. Choose All contacts or only the contacts from one folder, then select Export.
  4. The .csv file is saved in your Downloads folder.

New Outlook for Windows

  1. Select People in the side panel.
  2. On the ribbon, select Export contacts.
  3. Under Contacts from this folder, choose an option, then select Export.
  4. The .csv file is saved in your Downloads folder.

Classic Outlook

  1. Select File, then Open & Export, then Import/Export.
  2. Choose Export to a file, then Comma Separated Values.
  3. In Select folder to export from, scroll to the top and choose the Contacts folder under your own account.
  4. Choose Browse, name the file, select OK, then Next, then Finish.
  5. Outlook shows no message when it's done: the Import and Export Progress box closes.

If the new Outlook steps don't match your screen, you may be on classic Outlook. Use the classic steps.

To check the file, open it in Excel. Microsoft says to expect a lot of empty cells. Close it without saving: Microsoft says a file saved again in Excel may not import.

If accented or non-Latin names look wrong, start a blank workbook, use Data > From Text/CSV, pick the file, and under File Origin choose the encoding that makes the text read correctly, then select Load. Then use File > Save As, give the file a new name and choose CSV UTF-8 (Comma delimited). HubSpot needs UTF-8 for files with foreign-language characters.

The template above reads 14 of the 22 columns in an Outlook export; the 8 it leaves out are listed under it. HubSpot needs an email to create a contact and matches existing contacts on it, so keep E-mail Address filled in.

Microsoft and HubSpot help pages read October 13, 2026:

Where Outlook / Microsoft 365 and HubSpot don’t line up

1

One column kept in Notes

This template gives Categories no HubSpot field of its own. A HubSpot contact has no Notes field: imported with contacts and notes together, the text becomes a note on the contact.

The template writes them into Notes, each with its label, and leaves empty ones out.

ExportCategories Suppliers;Key accounts
HubSpotCategories: Suppliers;Key accounts

Check your Outlook / Microsoft 365 export before you import it

Looks for the 14 columns this template reads, and what HubSpot would skip.

Drop your Outlook / Microsoft 365 CSV here

Runs in your browser. Nothing is uploaded, and results are counts only.

Outlook / Microsoft 365 to HubSpot in three steps

Step 1Export from Outlook

Follow the steps in How to export contacts from Outlook to CSV or Excel above.

Step 2Paste into the template
  1. Paste the export at A1 of Paste your export here.
  2. Start here checks all 14 columns were found.
  3. Save HubSpot Contacts import as a CSV.

Works in Excel for Microsoft 365 and Google Sheets. Excel 2019 and older, Apple Numbers and LibreOffice can't run the formulas this file uses.

Just the 14 headers as a CSV

Step 3Import into HubSpot
  1. On the Contacts page, click Add contacts in the top right and choose Import, or go to Data Management, then Data Integration.
  2. Click Import data, choose the advanced import for all objects, select Contacts and Notes and click Next.
  3. Upload your file, keep Create and update contacts as the import type, and click Next.
  4. Check the column mapping. Email is the unique identifier, and the Notes column goes to Note body. Click Next.
  5. Name the import, check the consent box and click Finish import.
HubSpot's importer, screen by screen

Operelio, with the same template

Fixes the capitals in names, formats phone numbers, removes duplicate and blank rows, which the Excel file leaves to you. On every plan. Email verification, a check against your HubSpot records and dropdowns, and the push, from Starter.

Use this template in Operelio

Questions

Where does Outlook / Microsoft 365's export fill Email, which HubSpot requires?

Email comes from Outlook / Microsoft 365's E-mail Address column, lowercased. The checker above counts the rows with Email blank.

Where does Categories go?

Into one note on each contact, labeled like "Categories: Suppliers;Key accounts". Importing the same contacts again adds a second note.

Can I export from a shared mailbox or Microsoft Exchange?

You can only export contacts you have direct access to. Someone with access to the shared mailbox needs to export those contacts separately. Exchange admin exports use a different format.

Duplicates and undoing an import: HubSpot import questions.

How this page was checked

The row above is made up. Help pages read September 28, 2026:

Try this template free

Upload your Outlook / Microsoft 365 export and download a file HubSpot can import. No credit card needed. The push into HubSpot is from Starter.

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