Exporting Contacts from Gmail or Outlook

1. Exporting Contacts from Gmail (Google Contacts)

Why Use Google Contacts

Many of us store personal and professional connections in Gmail. By exporting from Google Contacts, you can upload them to HubSpot—ideal for turning everyday email connections into CRM entries.

Steps to Export from Google Contacts

1. Go to Google Contacts
   • Open a browser and visit google.com.
   • Make sure you’re signed in with the Google account that holds the contacts you want to export.
2. Select the Contacts to Export
   • To export all your contacts, ensure none are checked, or just select the group/folder you need (e.g., a specific label).
   • If you only want a subset, apply a label or filter first.
3. Open the “Export” Menu
   • On the left-hand menu, you might see “Export” (or in some layouts, click More > Export).
   • If you’re in the new Google Contacts interface, a pop-up will appear.
4. Choose Export Options
   • Which contacts? Select “All contacts” or choose a specific label.
   • File format: Choose “Google CSV” (HubSpot can read CSV).
   • Click Export.
5. Download the CSV
   • A CSV file will be saved to your default downloads folder.
   • Verify it has columns for Name, Email, Phone, Company, etc.

After Export

• Cleanup: Open the CSV in Excel or Google Sheets to remove duplicates or fix formatting issues.
• Ready for HubSpot: You can now import this CSV into HubSpot via Contacts > Import > File from computer.

2. Exporting Contacts from Outlook

Outlook can be used on the web (Office 365/Outlook.com) or in the desktop app (Windows/Mac). The exact steps may vary slightly, but the general approach is similar.

Outlook.com / Office 365 (Web)

1. Sign in to Outlook Web
   • Go to office.com (or outlook.live.com if you’re on a personal account).
2. Navigate to People / Contacts
   • Look for the People icon in the bottom-left corner or a “Contacts” link.
3. Select Contacts
   • Either select specific contacts or choose a contact folder you want to export.
4. Open “Manage” or “Export Contacts”
   • In the top toolbar, click Manage > Export Contacts.
   • If you have multiple contact folders, select the one you want.
5. Save the CSV
   • Outlook generates a CSV file that you can download.
   • Check that it includes the fields you need (name, email, phone, etc.).

Outlook Desktop (Windows)

1. Open Outlook
   • Launch the Outlook desktop application.
2. Go to File > Open & Export
   • Select Import/Export.
3. Choose “Export to a file”
   • Next, pick Comma Separated Values (CSV).
4. Select the Contacts Folder
   • Decide which Contacts folder or subfolder you want to export.
5. Save the CSV
   • Specify a location on your computer to save the file.
   • Follow the prompts to confirm. Once finished, you’ll have a .csv with your contacts.

3. Exporting Contacts from iCloud (iPhone)

If you primarily keep your contacts on your iPhone, you can sync them to iCloud and then export via the iCloud web portal. (Directly exporting from the iPhone alone is not straightforward; you typically use iCloud or a third-party tool.)

Sync iPhone Contacts to iCloud

1. Open Settings on iPhone: Tap [Your Name] > iCloud.
2. Enable Contacts: Toggle Contacts to “on” so that your phone’s contacts sync to iCloud.
3. Wait for Sync: Make sure your device is connected to Wi-Fi and wait for the contact list to upload to iCloud.

Export Contacts from iCloud.com

1. Sign in to iCloud
   • In a browser, go to icloud.com.
   • Log in with the same Apple ID used on your iPhone.
2. Open Contacts
   • Click the Contacts
3. Select Contacts
   • Choose one, multiple, or all contacts. (Use Cmd+A on Mac or Ctrl+A on Windows to select all.)
4. Export as vCard
   • Click the gear icon (bottom-left) > Export vCard…
   • This downloads a .vcf file containing your contact data.
5. Convert vCard to CSV (If Needed)
   • HubSpot typically prefers CSV imports. You can use an online converter (e.g., search “vcf to csv converter”) or a small utility app. You can also save or export the .vcf in a format that Excel/Google Sheets can open, then re-save as CSV.

4. Importing into HubSpot

No matter which email service you used (Gmail, Outlook, iCloud), you’ll end up with a CSV file. To import:

1. Log into HubSpot
   • Go to Contacts > Import.
2. Choose “File from computer”
   • Upload the CSV you created.
3. Map the Fields
   • Match columns like “First Name,” “Last Name,” “Email Address,” “Company,” etc. to HubSpot’s corresponding fields.
   • For extra info (e.g., phone, job title), map them to either existing HubSpot properties or custom ones you’ve created.
4. Finish Import
   • Name the import (e.g., “Gmail Contacts May 2025”).
   • Monitor the progress in Contacts > Imports. HubSpot will show how many contacts were created or updated, plus any errors.

5. Subsets vs. All Contacts

You may not want to import every single contact from your email or phone. To create subsets:

1. Use Folders/Labels
   • In Gmail, place certain contacts under a label (e.g., “Business Contacts”) and export only that label.
   • In Outlook, put relevant contacts in a particular folder.
2. Edit the CSV
   • After export, delete rows you don’t need from the spreadsheet before importing.
   • This helps keep your HubSpot database clean.

6. Other Tools and Integrations

1. Direct Sync Tools
   • For G Suite or Microsoft 365 users, some paid HubSpot tiers offer direct sync with Gmail or Outlook, automatically pulling contacts into HubSpot.
   • This can reduce the need for manual exports but can be less controlled.
2. Third-Party Apps
   • Tools like PieSync (formerly a standalone, now part of HubSpot Operations Hub) can keep contacts synced in real time between HubSpot and various apps.

7. Best Practices and Cautions

1. Clean Your Data: Merging duplicates or standardizing name formats (e.g., “First Name,” “Last Name”) in the CSV before importing can save time later.
2. Be Mindful of Personal vs. Business Contacts: You might not want to import personal addresses or unqualified leads. Carefully edit or filter your CSV.
3. Check Permissions and Privacy Laws: Ensure you have a lawful basis (GDPR, CAN-SPAM compliance, etc.) to store and market to these contacts.
4. Test With a Small Subset: If unsure, do a test import with a small CSV to confirm the mapping is correct and that you aren’t accidentally creating dozens of duplicates.