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How to convert the distribution list to individual contacts in Outlook?

Author Siluvia Last modified

Converting a distribution list into individual contacts in Outlook can seem challenging, especially since Outlook doesn’t offer a built-in solution for this task. Whether you're organizing your contacts or need to work with them individually, this guide explores three effective methods. Among these, one stands out as a highly recommended, quick, and effortless tool that simplifies the entire process.

3 Methods to Convert a Distribution List to Individual Contacts in Outlook:

Convert a Distribution List to Individual Contacts via Manual Expansion and Saving One by One

This method is only suitable for small distribution lists, as it involves manually saving each contact one by one.

Drawback: This process is time-consuming and tedious, making it impractical for large groups.

Step 1: Create a New Email

Open Outlook, and click New Email under the Home tab to create a new message.

shot of creating a new email

Step 2: Expand the Distribution List

  1. Click the To button, select the distribution list, and add it to the recipient field.
  2. Click the + button next to the distribution list to expand it.
    the distribution list

Step 3: Confirm Expansion

In the pop-up Expand List dialog box, click OK.

an Expand List prompt box

Step 4: Save Contacts Individually

  1. Right-click each contact and select Add to Outlook Contacts.
    the Add to Outlook Contacts option
  2. Fill in the necessary details and click Save & Close.

Step 5: Repeat Step 4 for Each Contact

Repeat Step 4 for each contact until all are saved.

Step 6: Close Without Sending

After saving all contacts of the distribution list, close the Message window without sending.

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  1. Switch to the Contacts view and select the group to split.
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Convert a Distribution List to Individual Contacts via Kutools for Outlook’s Break Contact Group Feature 👍

For users managing larger distribution lists or those seeking efficiency, Kutools for Outlook offers the Break Contact Group utility. This tool automates the process, converting all or selected members of a distribution list into individual contacts with just a few clicks.

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1. Switch to the Contacts (People) view and select the contact group you wish to split. Then, click Kutools Plus > Contact Group > Break Contact Group.

shot select breakup contact group feature

2. In the Break Contact Group dialog box, select the members you want to separate, or use the All button to select all contacts at once. Then, click OK. Confirm the action by clicking Yes in the next dialog box.

break contact dialog

Result:

  • If you select all members, the original contact group is deleted, and all members are added as individual contacts.
  • If you select specific members, only those selected are converted into individual contacts, leaving the rest in the original group.

Why Choose the Kutools for Outlook Method?

  • Time-Saving: Converts entire contact groups in seconds.
  • User-Friendly: No technical skills required—perfect for beginners.
  • Error-Free: Ensures accurate transfer of contact details like names and email addresses.
  • Flexible: Offers the ability to split entire groups or only selected members.
Note: To apply the Break Contact Group feature in Kutools for Outlook, firstly, you should download and install Kutools for Outlook.

Convert a Distribution List to Individual Contacts by Importing via CSV File

This method involves saving the distribution list as a text file, converting it to a CSV file in Excel, and importing it into Outlook.

Drawback: This method requires multiple steps and manual formatting, making it cumbersome and prone to errors.

Step 1: Save the distribution list as a TXT file

  1. Navigate to the Contacts or People view. And select and open the distribution list in the Contacts folder.
  2. Click File > Save As.
    the Save As button
  3. In the Save As dialog box, you need to:
    1. 3.1 Set the file type to Text Only (.txt) in the Save as type drop-down.
    2. 3.2 Choose a location to save the file (e.g., your desktop).
    3. 3.3 Give the file a name and click Save.
      the Save As dialog box

Step 2: Convert the TXT file to a CSV file in Excel

  1. Open a new workbook in Excel.
  2. In cell A1, type Name; in cell B1, type E-mail Address. These will serve as your column headers.
    the Excel worksheet
  3. Open the saved TXT file in Notepad and highlight only the lines containing names and email addresses. Copy the selection using Ctrl + C.
    the txt file
  4. Return to Excel and paste the copied content starting from cell A2.
    the Worksheet
  5. Click File > Save As.
    the Save as button in Excel
  6. In the Save As dialog box, you need to:
    1. 6.1 Choose a location, name the file, and select CSV (Comma delimited) (*.csv) from the Save as type drop-down list as the file type.
    2. 6.2 Click Save.
      the Save As dialog box

Step 3: Ensure proper formatting

1. Open the CSV file in Notepad with right-clicking it, then click Open with > Notepad.

the Notepad button

2. Make sure that the Names and the E-mail Addresses are separated by commas.

the Names and the E-mail Addresses

Notes:

  • If they are separated by commas, please close the Notepad window.
  • If they are separated by any other character (e.g., semi-colons), replace them with commas:
    1. Press Ctrl + H to open the Replace dialog.
    2. In the Find what field, type the incorrect separator (e.g., ;).
    3. In the Replace with field, type a comma ,.
    4. Click Replace All, then save and close the file.

Step 4: Import the CSV file to the Outlook Contacts folder

1. Click File > Open & Export > Import/Export to launch the Import/Export Wizard.

2. In the Import and Export Wizard dialog box, click Import from another program or file, then click the Next button.

the Import and Export Wizard

3. In the Import a File dialog box, click Comma Separated Value (DOS), and then click the Next button.

the Import a File dialog box

4. In the next Import a File dialog box, please click the Browse button to find and open the CSV file you have created; then click the Next button.

the next Import a File dialog box

Note: The three Options are optional for your own needs.

5. In the next dialog box, please select a Contacts folder which you want to save the contacts in the Select destination folder box. Then click the Next button.

the next dialog box

6. In the last dialog box, click the Finish button to start importing.

the last dialog box

7. Then an Import and Export Progress dialog box pops up, after finishing importing, it will be closes automatically.

an Import and Export Progress dialog box

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