How To Merge Contacts In Outlook

How To Merge Contacts In the Outlook system stores all your contacts. You can also create contact, import, and export contact, Luckily, we are not bound by the same laws of physics as traditional gravity. You can combine multiple duplicate contacts into one with little creativity.

This post is about how you can merge and check for duplicates in Outlook – you’ll learn exactly how it’s possible to discover identical contacts and then how to handle them.

Duplicate contacts in Outlook, Reasons Behind It!

As you read this, there are tons of questions hovering over your head. There’s nothing wrong with it—in fact, it’s a good sign, This means that you have a lot of potential for growth as an entrepreneur and that you’re about to start something great.

  • Outlook allows users to drag in order to create new contacts. When clicking the contact icon, if there is more than one message associated with that person and they were sent on different occasions (events, meetings), Outlook will associate those messages and create an action item.
  • Multiple Email Address: In today’s digital world, possessing numerous email accounts is quite common; moreover, when an individual has more than one email account for the same personal or corporate use, the second email address will be automatically added to their contacts list with the other contact details.
  • Synchronization: Over the course of time, your device and PC will accumulate a lot of duplicate contacts. Every time you connect to social media websites these duplicates are inputted. The reason for this is that the autofill function on those sites adds whatever was just written or last saved by you on the device or PC.
  • Import and Export: Organization can be a difficult process, but it is crucial in maintaining organization and managing projects. A primary tool for any management team or entrepreneur to do this is by utilizing project management software. Team members have the ability with these programs to communicate more efficiently and cohesively on growing their business. There are many different kinds of software available, both free and paid; however, it is important to choose the best option from what has been reviewed in the industry that makes sense not only for you but also for your company’s needs.
  • Company users encountered duplicate contacts between personal and group-organized address books on Exchange servers from the company.

No matter the means by which you manage duplicate contacts, it’s important to strive to achieve a central point of contact management in your Outlook account. I explain ways how you can deal with duplicates quickly without much hustle as well as increase your efficiency and productivity.

How To Merge Duplicate Contacts in Outlook?

Creating contact numerous types and try to save resist by Outlook (that’s the beauty of Outlook), in case slightly difference in contact details technically cross all the hardels and both the contact save in Outlook, [for instance: Amit Bansal, Amit Kumar Bansal, and Amit K Bansal], nothing prevents multiple contacts from being created in your Outlook.

Export contacts into CSV format
Here are a few steps to get rid of it:

  • Go to Outlook contacts from the navigation bar in the bottom left-hand corner of the screen.
  • Create a new Contacts folder by clicking “New Folder” from the list, click the right mouse button on your current Contacts folder.

New Folder

  • ‘Create New Folder‘ Dialog box appears, Name the folder >> Hit OK
  • A new folder is created to house all the contact folders into one. Right-click the selected contacts, and select “Move” from the context menu or use the shortcut [Ctrl+A to copy all contacts from a specific contact folder – in this example we have the keyboard focus on “Work”, then press Ctrl + Shift + V] to move all contacts from that particular folder to the newly created folder.

Create New Folder

  • The next step would be to export the file using the contact as a spreadsheet, click on “file” >> click the “open” option on the left side and select import/export wizard. Next, select ‘save as comma-separated values (CSV) file.’ Now save your list.

Open and Export


  • The Import and Export wizard opens up, it will walk you through the export process: you can check the major steps below.
  1. Export to file.
  2. Comma Separated Values.
  3. Select the folder “Merge Contact”, which you have created earlier.
  4. Browse and select the designation to save the (.csv) file.
  5. Click Finish to End.

Import contacts from the CSV file

Here is a quick and easy tutorial for importing data into Outlook, whether that be contacts, to-dos or anything else.

  • Click the File tab from the top left-hand corner of the screen.
  • Click Open and export >> Import and Export

 Import and export

  • Select Import from another program or file, from the Import and Export Wizard dialogue box.
  • Select ‘Comma Separated Values‘, and click Next.
  • Click Browse to select your modified file.
  • Select the option “Do not import duplicate items“, Click Next.

Do not import duplicate items

  • Select the Contacts folder, in which you like to import all your desired contact.
  • Click Finish to complete the import process.

Copy the contacts from the Duplicates folder back into your main Contacts folder

The final step is to merge the newly created folder “contacts” with your previous contacts folder. In order to merge the folders, you’ll need to right-click on the original “contacts” folder and select open in a new window.

  • Open the ‘Merge Contact‘ folder, copy all the contacts using Ctrl+A to select all the folders and hit Ctrl + Shift + V, and select your previous folder.
  • This step encountered you, & you will see a prompt with two choices.
  1. Add new contact
  2. Update information of selected contact

Choose any of the options:

  1. Update: Choose the Update option if these are duplicate contacts and you want to merge them.
  2. Add New Contact: Select this option if in case the contacts are different.
  3. Update All: Choose it to quickly update all the duplicate contacts.
  4. Skip: Select this option for later review. It does not move any contacts.
  • Select ‘Update information of selected contacts and click update all.
  • The final step is to delete the ‘Merge Contact‘ folder.

Most of the time, Outlook users experience a great deal of pain when dealing with Outlook’s functionality until the appropriate solution pops up. Fortunately, below you will find a tutorial containing steps for navigating through the process and fixing any errors that may be plaguing your Outlook installation: