How to Share a Contact List in Outlook

To share a contact list in classic Outlook for Windows, drag the contact group from People into a separate email window and send it as an attachment. The recipient can drag the attachment into their Outlook contacts to save a reusable copy. Later changes to your group do not update their copy.

In new Outlook, Outlook.com, or Outlook on the web, export and send contact records as a CSV file. If your coworkers need access to the same Contacts folder, use an Exchange sharing option in classic Outlook. A contact-group copy, exported contact records, and a shared folder serve different purposes.

Send a reusable group from classic Outlook

Use this method when you want someone to save and reuse your contact group. It applies to classic Outlook for Windows with Microsoft 365, Outlook 2024, and Outlook 2021. Microsoft excludes new Outlook from this method, so use CSV export there to transfer contact records.

Create an email message and pop it out into a separate window. Select People, locate the group in Contacts, and drag it into the message body. Address the message and select Send.

The recipient saves the group by dragging the attachment into an open Contacts view or onto People in the navigation pane. This gives them a separate copy. Send the updated group again if they need later membership changes.

Give coworkers access to your Contacts folder

For a sharing invitation in classic Outlook for Microsoft 365 with an Exchange account, select People, choose the contact folder, then select Home > Share Contacts. For an internal recipient, select To > Global Address List and choose the person. For an external recipient, enter their address in To.

Select Allow recipient to view your Contacts folder. If you also want access to their contacts, select Request permission to view recipient's Contacts folder. Select Send, review the confirmation, and select OK. An internal recipient opens the invitation and selects Open this Contacts folder.

For more control over organizational Exchange folder access, use permissions in classic Outlook for Windows with Microsoft 365, Outlook 2024, or Outlook 2021. Right-click the Contacts folder and select Properties > Permissions > Add. Choose recipients from Global Address List, select Add, and select OK. Select each recipient, choose Reviewer for reading or Editor for reading and changing items, then select OK.

To let those recipients reach the folder through the mailbox hierarchy, right-click your email address and select Folder Permissions. Add the same recipients, select Folder visible, and select OK. These permissions provide continuing access to the folder.

Delegate access is another option in classic Outlook with a Microsoft 365 work or school account or Exchange Online. Delegation also lets the person send on your behalf, so use ordinary folder permissions when you only want to share contacts. To assign a delegate, select File > Info > Account Settings > Delegate Access > Add.

Search for the person, select their name, then select Add > OK. In Delegate Permissions, give Contacts the appropriate Reviewer, Author, or Editor permission, and set other folder permissions for the access you intend. To notify the delegate, select Automatically send a message to delegate summarizing these permissions, then select OK.

Export contact records as a CSV

In new Outlook for Windows, select People, then Export contacts. Under Contacts from this folder, choose the folder and select Export. Retrieve the CSV from your Downloads folder and send it as a file attachment. This transfers contact records rather than a shared or reusable contact-list object.

To import those records into new Outlook, select People > Import contacts > Browse. Choose the CSV file, select Open, and then select Import.

In Outlook.com or Outlook on the web, open People, then select Manage contacts > Export contacts. Choose All contacts or another available scope, then select Export. Send the resulting CSV to the recipient. You can use this browser route on Windows or Mac.

To import through Outlook.com or Outlook on the web, select People > Manage contacts > Import contacts. Select Browse, choose the file, select Open, and finish with Import.

In classic Outlook for Windows with Microsoft 365, Outlook 2024, or Outlook 2021, select File > Open & Export > Import/Export. Choose Export to a file > Next, then Comma Separated Values > Next. Select the account's Contacts folder and select Next.

Select Browse and name the file, then select OK > Next > Finish. Send the resulting CSV. If the recipient uses new Outlook or a browser, they can follow the matching import path above.

Send individual contacts as vCards

In classic Outlook for Windows with Microsoft 365, Outlook 2024, or Outlook 2021, select New Email > Insert > Business Card > Other Business Cards. Hold Ctrl while selecting the contacts, then select OK. Address and send the message. These attachments contain individual contact records, not a mailing-list definition.

To save an individual vCard file instead, open the contact and select File > Save As. Enter a File name and select Save. You can then share the saved vCard.

In Outlook for Microsoft 365 for Mac or Outlook 2021 for Mac, select People, then select a contact or hold Shift while selecting multiple contacts. Select Home > Forward. Outlook creates a message containing the vCard attachments; address and send it.

Another Mac route is to select Find a Contact, open the matching contact, and select Forward. If your interface does not match these controls, use Outlook.com or Outlook on the web in a browser and follow the CSV export steps above.

Transfer a folder snapshot or share an exported file

For a Contacts-folder snapshot, use PST export in classic Outlook for Windows with Microsoft 365, Outlook 2024, or Outlook 2021. Select File > Open & Export > Import/Export. Choose Export to a file > Next, then Outlook Data File (.pst) > Next.

Select Contacts > Next, choose a filename and location, then select Finish. Select OK in the optional password dialog to finish. Transfer the saved file to the recipient for import into classic Outlook. This transfers a snapshot rather than providing a continuously shared address book.

To share access to an exported CSV or vCard through OneDrive, save the file in OneDrive first. In Outlook.com or Outlook on the web, create a message and select Attach file > OneDrive. Select the file and choose Next.

To adjust access, open the attachment's More actions > Manage access. Send the message once access is set. Recipients receive access to the exported file, but their Outlook Contacts folders do not synchronize with it.

Set up common contacts for your team

For a shared mailbox in an Exchange Online organization, have an administrator open the Microsoft 365 admin center and select Teams & Groups > Shared mailboxes > + Add a shared mailbox. Enter its name and address, then select Save changes. Under Next steps, select Add members to this mailbox > Add members, choose the users, and select Add.

Full Access lets members access and modify mailbox items, including content beyond contacts. Once access is assigned and the shared mailbox is available in classic Outlook, select People, open My Contacts, and choose the shared mailbox's contacts folder. Authorized users can then work from that common folder.

An Exchange public folder offers another organizational route in classic Outlook for Windows with Microsoft 365, Outlook 2024, or Outlook 2021. Have the Exchange administrator enable public folders and provide a parent folder. Press Ctrl + 6, right-click Public Folders, and select New Folder. Enter a name and select OK.

Assign folder permissions before sharing the contents. Attach contacts or contact lists to posts in the public folder. Recipients with access open the folder to retrieve those attachments.

Create a group address for shared communication

If you need an organizational distribution address, use the separate distribution-group portal when your assigned permissions allow it. Select Groups I own > Add New Group and complete the group details. Share the resulting email address with people who should use it. This creates a centrally managed group rather than sending a personal contact-list copy.

To change an existing group in that portal, select Groups I own, choose the group, then select Edit general settings or Settings. Make your changes and select Save. If you cannot create or manage the group with your assigned permissions, have an authorized Exchange administrator handle it.

As an administrator, open Exchange admin center and select Recipients > Groups > Distribution list > Add a group. Under Choose a group type, select Distribution > Next and complete the wizard. On Review and finish adding group, select Create group > Close.

Manage owners and recipients under Members. Under Settings, configure Delivery management. Only if external senders should be permitted, select Allow messages from people inside and outside my organization.

For a shared communication space, you can create a group in Outlook. An Outlook Group provides a shared space and address without sharing an existing personal Contacts folder or converting its records. Outlook.com supports personal groups, while Microsoft 365 Groups require an eligible work or school account.

In new Outlook or Outlook.com, select Groups > New Group > New Group. Enter the Name and Description, then select Create. Enter members and select Add. In Outlook on the web, follow the same route and also supply the Email address and Privacy settings.

In classic Outlook, select Home > New Group. Complete the group information and Privacy setting, then select Create. Add members and select Add. Your organization's policy can disable group creation.

Export Outlook contacts from your phone

On an iPhone, open Outlook mobile's Settings, select the account, and enable Save Contacts. On Android, open Settings, select the account, and enable Sync Contacts. You need a supported account with contact access allowed. Continue once the records appear in the device's Contacts app.

On an iPhone with list export, open Contacts > Lists, or use the sidebar button. Touch and hold the appropriate list, then select Export. Choose the fields to include and tap Done. Choose Mail or Messages to send the exported cards.

On Android, the Outlook records must also be available to the exporter. In the Google Contacts interface with these menus, select Fix & manage > Export to file. Choose the available account containing the records, then select Export to .VCF file. Send the saved file as an attachment.

Manufacturer Contacts apps and other Google Contacts interfaces can have different menus. If the menus do not match, or the records are not available to the exporter, use the Outlook.com or Outlook on the web CSV route instead. These phone exports share contact records rather than Outlook mailing-list membership or continuing folder access.

Fix missing sharing and export options

If you are trying to open shared mailbox contacts in new Outlook or Outlook on the web, switch to classic Outlook with the assigned permissions. Microsoft states that new Outlook does not support shared contacts and Outlook on the web cannot access a shared mailbox's shared contacts list. Delegate access does not overcome new Outlook's shared-contacts limitation.

If you are following older instructions for organizational distribution-group management inside Outlook on the web, use the separate distribution-group portal or Exchange admin center. Microsoft retired that in-app management surface. Personal contact lists are a separate feature.

If mobile contact saving or syncing is blocked on a managed account, have your administrator review the Intune setting Sync policy managed app data with native apps or add-ins. Allow permits the integration, while Block disables it. In app configuration, the administrator can set Save Contacts to On or Off in a managed-devices policy, or to Yes or No in a managed-apps policy, and allow or prevent user changes. Device contact-access permission is also required.

Frequently Asked Questions

Why might an emailed contact group fail for its recipient?

If the group contains Global Address List members, the recipient must use the same Global Address List. That requirement applies even though the attachment gives them a separate copy of the group.

Can a personal POP or IMAP account share a Contacts folder through an invitation?

Personal POP and IMAP accounts do not provide the Exchange Contacts-folder sharing mechanism. The invitation method requires classic Outlook for Microsoft 365 with an Exchange account.

Can you share an Exchange Contacts folder with someone outside your organization?

External sharing depends on your organization's sharing policies. Entering an external address in the invitation does not override those policies.

Can an administrator create a distribution group with PowerShell?

Yes, authorized Exchange Online administrators can use New-DistributionGroup and related group-management cmdlets. This creates an organizational distribution group rather than a copy of a personal Outlook contact list.