Outlook is not downloading all contacts to export - only 5000

Question

I have almost 16,000 contacts in outlook. I am trying to download them onto a CSV file to upload them into a CRM. It is only downloading 5,000 contacts. How can I get it download ALL my contacts from outlook?

Answer 1

Hi Steinmuller, Monica

Thank you for posting your question in the Microsoft Q&A forum.

Based on your description, I would like to share some information from my research and understanding, and how it may be helpful.
While Classic Outlook is capable of handling large datasets, the standard "Import/Export" wizard often encounters a timeout or a throttling limit when communicating with Exchange Online for datasets larger than 5,000 items. This protects the server stability but disrupts large bulk exports.

Since the standard wizard is hitting this cap, you can try to use a different method to extract the data directly from your local Outlook view. Here are some recommendations you can try:

The "List View" Copy/Paste Strategy

Instead of asking the server to generate a file (which triggers the limit), you can copy the data already loaded in your Outlook interface to Excel.

• Open Classic Outlook and click on the People (Contacts) icon > Go to the View tab in the top ribbon > Click Change View and select Phone or List.

• Scroll to the very bottom of the list to ensure all 16,000 contacts render in the window.
• Press Ctrl + A to select all contacts > Press Ctrl + C to copy them (Note: Outlook may appear to freeze for a moment due to the volume of data. Please give it a minute)
• Open Microsoft Excel, click cell A1, and press Ctrl + V to paste > Save this file as a CSV for your CRM.

Verify "Cached Exchange Mode" Settings

If Method 1 still results in missing contacts, it is possible that Outlook has not actually downloaded the full 16,000 contacts to your computer yet. We need to ensure the "Sync Slider" is set to "All."

• Go to File > Account Settings > Account Settings > Double-click your email account and ensure the slider for Download email for the past: is set to All.
• If you changed this setting, restart Outlook and allow it time to update the folders before trying to export again.

For the standard export procedure (should you wish to try exporting in smaller batches, such as moving contacts into folders of 4,000 each), please refer to the official guide here: Import or export contacts in Outlook using a .csv file - Microsoft Support

I hope this information is helpful.

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Answer 2

Outlook has a limit on the number of contacts that can be exported at one time, which is typically set to 5,000 contacts. To export all of your contacts (16,000 in this case), you may need to break the export process into smaller batches. Here are some steps you can follow:

1. Export in Batches: Split your contacts into groups of 5,000 or fewer and export each group separately. You can do this by creating categories or using filters to select specific contacts for each export.
2. Use a Different Format: If you are using a specific method to export, consider using different file formats or tools that may allow for larger exports. For instance, exporting to a .txt or .zip file might help.
3. Check for Updates: Ensure that your Outlook application is up to date, as updates may improve functionality or remove limitations.
4. Contact Support: If you're still having issues, consider reaching out to Microsoft Support for assistance with exporting your contacts.

By following these steps, you should be able to successfully export all of your contacts from Outlook to a CSV file for your CRM.