How to Export Salesforce Contacts to Outlook with the Best method?

Mark Regan
Published: February 7th, 2024 • 6 Min Read

Do you want to export Salesforce contacts to Outlook? But before that, we need to understand the know-hows of it!

Salesforce is a leader in Cloud-based customer relationship management software. Its ecosystem is designed to keep vital contact information data and drive sales success. But there are cases where one might want to integrate their salesforce data to a popular email client such as MS Outlook. 

In this technical blog we will delve into the process and look at the process to sync contacts to Outlook. 

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What is the Need to Export Contacts from Salesforce to Outlook?

  • Accessibility: As Outlook is a desktop based email client and comes with its own app as well, having the contacts data in it while it being in the user’s personal PC’s and smartphones makes it very convenient to use.
  • Integration: Integrating different platforms with Outlook is quite an easy and seamless process and the use of Outlook enhances workflow and productivity. 
  • User Interface: To export Salesforce contacts to Outlook can provide a unified view of user’s contacts, emails and calendar events, all at one place. 
  • Offline Access: Outlook enables the users to access contacts offline which is a very crucial advantage in cases where the internet connection is unreliable. 
  • Customization: Tasks like personalized email campaigns and calendar management are the strong suit of Outlook which makes it a preferred option among users.

Recommended Tool to Export Data to Outlook

The BitRecover Excel to vCard Converter is an immaculate tool to export Salesforce contacts to Outlook. This tool is compatible with all sorts of devices and strives to provide a seamless and hassle free experience to its users.

Some features of this tool are:

  • This tool allows the users to convert contacts data from Excel to the Standard format and manage all lists in a single VCF file.
  • This converter tool is widely compatible with digital devices such as computers, smartphones and tablets and the data can be synchronized across devices and applications as well.
  • This software comes with 24/7 customer support to wave off any technical difficulties the users might face.
  • This tool consists of a very simple and easy to use user interface (UI) which gives the users the confidence to comfortably glide through the whole process without a hitch.
  • This tool processes the data really fast and maintains the accuracy and data integrity as well, which is also a very good reason to prefer this tool to export contacts from Salesforce to Outlook.

Steps to Export Salesforce Contacts to Outlook

This whole is process is done in 3 phases:

  • Phase 1 – Export Contacts data from Salesforce
  • Phase 2 – Convert Salesforce data to vCard
  • Phase 3 – Import  vCard data to Outlook

#1 Steps to Export Contacts Data from Salesforce

  1. In the Salesforce Dashboard, go to the “Reports” drop-down and click on “New Report”.
  2. On the “Create Report” page, click on Accounts & Contacts then, go to select a report type then, “Contacts & Accounts” and click on the “Start report” button.
  3. Clean up the data by adding or removing columns as per your needs.
  4. To run the  report click on the “Run” button at the top right corner.
  5. Now, on the right side of the screen, you’ll see a drop-down arrow, click on it. From the menu select “Save” (You can export the data without saving as well).
  6. On the “Save Report” page, give the report a name then, from the “Select Folder” option, choose the folder where you want to save this report.
  7. On the right of the report names, you’ll see a drop-down button, select the “export” option.
  8. From the “Export” page, select either “Formatted Report” or “Details only” option.
  9. Choose the format you want your report to be in (.xlsx).
  10. Click on “Export”. You’ll have your Excel file ready to be processed further to export contacts from Salesforce to Outlook.

#2 Steps to Convert Salesforce Data to vCard

  1. By the “Select” button, select the Excel file you want to convert and click “Open”.
    select the files
  2. Hit the “Save as” option to select the desired saving location for the file.
    save location
  3. Check-mark the option, ”Save all contacts in one VCF file”.
    save all contacts
  4. Now, map the fields as per your needs using the “Select” file.
    field mapping
  5. From the “Select vCard encoding” option, choose an encoding.
    select vcard encoding
  6. Click on the “Convert” button to convert the file to vCard format.
    convert files
  7.  After a successful conversion a pop up will appear in front of you.
    export salesforce contacts to outlook
  8. You can look at the resultant file by navigation to the location you had decided earlier.
    resultant files

#3 Steps to Import vCard Data to Outlook

  1. Open your Outlook.
  2. Go to “file” on the top left corner.
  3. Click on the “Open/Export” option.
  4. Now, go to the “Import/Export” option.
  5. Select “Import a vCard file (.vcf)”
  6. Click on the “Next” button.
  7. Now, select your vCard file and click on “Open”.
  8. Your file will get imported in MS Outlook.

This was the final phase to export Salesforce contacts to Outlook. Now, let us look at some of the advantages of using this tool.

Advantages of Using this Excellent Tool

  • Effortless Conversion: Simply upload the Salesforce data and the tool will take care of the rest.
  • Safe Data Transfer: The converter tool works flawlessly so while converting the files, there is no need to worry about data loss.
  • Batch Processing: This tool has the feature of batch processing hence, it can convert large numbers of files simultaneously.
  • User Friendly UI: This tool is so user friendly that to use this the user doesn’t have to hardcore tech-savvy. 

Note – The free version of this tool allows its users to convert 10 Excel files. After the user’s satisfaction, they can buy the full version of this tool and enjoy the benefit of unlimited file conversions. 

Summing Up!

In this article we learned how to export Salesforce contacts to Outlook with the help of an expert’s suggested tool which is also recommended by the industry leaders. By leveraging this tool, the users can be ensured of smooth and seamless transition, ultimately boosting productivity and overall workflow.