[Updated on 2008-12] This post can be treated as one of the “how-to” serials on Outlook tips.
I know we can export Contacts from Outlook directly into .csv (Comma Delimited) files, but not the same case in Distribution list. That is understandable since Distribution lists are not creating any new Contacts, just grouping these existing contacts.
But I need to export these Contacts into different .csv files based on the Distribution Lists I already created before. So I had to do extra steps to make the export happen.
Step 1: Save Distribution List as Text file
Open your Outlook, click Distribution List you try to export.
And click File, Save As…
On the Save As window, select Text Only (*.txt) in the Save As Type drop down on the bottom.
Name your file, for example test01.txt, and then save it on your local machine.
Step 2: Open the saved Text file in Microsoft Excel
Launch your Microsoft Excel application, and Open the saved file above. When you do opening, just make sure the Files of Type should be All Files, or Text Files.
When you select the test01.txt from previous step, you will be automatically redirected to Text Import Wizard like the below.
You can keep the default value, but on this Step 1 of 3 screen, please make sure you select the right Start import at row:. Since the default value of 1 is apparently not what you want with something like “Distribution List Name: ….” occupy at least 4 rows. So you can find the first row with email address and put the row number (on the left) in the Start import at row: number field.
When you continue with “Next” clicking, you just review the screen and make sure everything is what you want, and click Finish in the last step.
And your file will be opened in Excel successfully.
Step 3: Save Excel file as CSV file
In Excel, click File, Save As and on the Save As window, make sure you change the Save as Type as CSV like the screen below.
Name your file, for example test01.csv and you are done with the exporting.
Next you need to do is to repeat on other distribution list.
Disclaimer: all steps and screen shots above are based on the version of Microsoft Outlook 2003 and Microsoft Excel 2003.