[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.
Good luck!
Disclaimer: all steps and screen shots above are based on the version of Microsoft Outlook 2003 and Microsoft Excel 2003.
i WOULD LIKE TO EXPORT MORE THAN ONE DISTRUBUTION CONTACT AT A TIME. IS THIS POSSIBLE, IS SO HOW… i HAVE 600 TO DO
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Does not work!
All I get in the final Excel file (CSV) is the name of the Distribution list rather than each contact/email separately
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Dude that is a ugly solution.
Here is a better one that will require a little bit of work but neater. I’m using Outlook 2003
Click Contacts.
On the Menu Bar, Go to File > New, click on Folder.
In the Create New Folder window,
type in a name (I use Export – but can be anything)
Select “Contact Items” in “Folder Contains” drop down list.
Under “Select Where to Place Folder” I just choose Personal Folders.
Unfortunately you can’t export the distribution list directly. But what you can do is copy all the contacts from your main “Contacts” folder into the “Export” folder.
So in the top left of the outlook window you should see under My Contacts – Contacts, Search Results and the newly created Export.
Click on contacts, under current view I would choose Phone List or by Category (I created categories for my distribution lists now, it makes the next part easier.)
Holding CTRL down click on each contact you want to export.
When you are done, Choose Copy from the Edit menu bar.
Click on the Export contact folder and Paste.
Then export as normal –
File > Import and Export
Select > Export to a File, Next
Select > Comma Separated Values (windows), Next
Select folder to export from > Export, Next
name the file, map the fields and you’re done.
[Reply]
WebGuru-
I followed your instructions and worked perfectly. Just one question how do I keep the last name and first name in two separate columns. Right now I have 2 columns: 1 with firstname & lastname.. and 1 with email.
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This worked well. It’s not ugly.
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you are the man dude!!
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Thank you!!
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Better solution – To export distribution lists, copy them to a sub folder under Contacts and then export as a regular PST file. Then, when you go to Import that PST file it places the sub folder in the same location. Works great.
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how to export picture in .csv file
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