Outlook / Microsoft 365
HubSpot Contacts13 fieldsHow to import Outlook / Microsoft 365 data into HubSpot
Outlook and Microsoft 365 contact exports include business phone, mobile phone, and full business address. This template maps all 13 fields to HubSpot contact properties. The Outlook CSV also includes Home Phone, Home Address fields, Notes, Categories, and Birthday columns that HubSpot doesn't have a default home for. The section below explains what to do with each one if you need it.
Field-by-field mapping
This is the complete column mapping from Outlook / Microsoft 365 to HubSpot. The left column is the header in your CSV export. The right column is the HubSpot field it should map to.
| Outlook / Microsoft 365 column | HubSpot field | |
|---|---|---|
| First Name | First Namefirstname | |
| Last Name | Last Namelastname | |
| E-mail Address | Emailemail TransformLowercased and trimmed | |
| Company | Company Namecompany | |
| Job Title | Job Titlejobtitle | |
| Business Phone | Phone Numberphone TransformStandardized to international format (+1, +44, etc.) | |
| Mobile Phone | Mobile Phone Numbermobilephone TransformStandardized to international format (+1, +44, etc.) | |
| Business Street | Street Addressaddress | |
| Business City | Citycity | |
| Business State | State/Regionstate | |
| Business Postal Code | Postal Codezip | |
| Business Country/Region | Country/Regioncountry | |
| Web Page | Website URLwebsite |
Columns we don't use
Your Outlook / Microsoft 365 export includes 5 columns this template doesn't map. Each one below explains why, plus the workaround if you want the data in HubSpot.
- Home Phone
HubSpot has phone and mobilephone properties. Business Phone and Mobile Phone already take those slots, so there's no third built-in phone property.
If you need it. Create a custom property in HubSpot called Home Phone, then re-run this template to map it. Or rename your Mobile Phone column to Home Phone before upload if Home is the more useful number.
- Home Street / City / State / Postal Code / Country
Outlook exports a separate residential address block alongside the business one. HubSpot's address, city, state, zip, and country properties already hold the Business Address from this template.
If you need it. If residential is the more useful address for your contacts, swap the mapping after upload: send Home Street to address, Home City to city, and so on. To keep both, create custom address properties in HubSpot called Home Address, Home City, Home State, etc., then re-run this template.
- Notes
Outlook's Notes column is free-text per contact. HubSpot has a Notes property but the cleanest home for this kind of context is a HubSpot note record attached to the contact.
If you need it. Create a custom multi-line text property in HubSpot called Imported Notes and map this column to it. Or run a follow-up import of HubSpot Notes records (HubSpot supports importing Notes alongside contacts) so each note becomes a separate engagement on the contact's timeline.
- Categories
Outlook categories are color-coded tags applied per-contact. HubSpot uses static lists and properties rather than free-form tags.
If you need it. After import, create HubSpot static lists matching your Outlook categories and add contacts in bulk using a saved view.
- Birthday
HubSpot doesn't have a built-in birthday property on contacts.
If you need it. Create a custom date property in HubSpot called Birthday, then re-run this template to map it.
Formatting and cleanup
Outlook / Microsoft 365 exports rarely match the format HubSpot expects. Fix these before you import.
- 1.Lowercases and trims email addresses
- 2.Standardizes both Business Phone and Mobile Phone numbers to international format (+1, +44, etc.)
- 3.Maps Business Phone to HubSpot's phone field and Mobile Phone to mobilephone (both numbers preserved)
- 4.Converts 'Business Country/Region' to HubSpot's country field name
Or skip the manual work
Operelio runs this cleanup and mapping for you. Upload your Outlook / Microsoft 365 export and download a clean, import-ready file for HubSpot.
Outlook / Microsoft 365 to HubSpot FAQ
How do I export contacts from Outlook?
In classic Outlook for Windows, go to File, Open & Export, Import/Export, then choose Export to a file as Comma Separated Values. In the new Outlook or Microsoft 365 web, go to People, click Manage contacts, then choose Export contacts.
Are both business and mobile phone numbers preserved?
Yes. Business Phone maps to HubSpot's phone field and Mobile Phone maps to mobilephone. You keep both numbers. Home Phone doesn't have a default HubSpot home; see the 'Columns we don't use' section below for the workaround.
Can I export from a shared mailbox or Microsoft Exchange?
You can only export contacts you have direct access to. Someone with access to the shared mailbox needs to export those contacts separately. Exchange admin exports use a different format.
What happens to Outlook contact categories?
Categories don't have a default HubSpot home. See 'Columns we don't use' below for how to recreate them as HubSpot static lists.
What about contacts from my phone that sync with Outlook?
Phone-synced contacts appear in your Outlook export if they've synced to your Microsoft account. The same fields apply regardless of where the contact was originally created.
