To import contacts to Gmail, go to Google Contacts on a computer, click Import on the left, then Select file, choose your CSV or vCard file and click Import. Gmail uses Google Contacts, so imported contacts show up in Gmail straight away. Google says to split files of more than 3,000 contacts.
Gmail doesn't have its own import button for contacts. Your Gmail address book is Google Contacts, so that's where you import. The process takes a minute if your file is in the right format, and Google gives you a template spreadsheet if it isn't. Here's the route for a CSV or vCard export, for moving contacts between two Google accounts, and for building a list from scratch.
Import a CSV or vCard into Google Contacts
- On your computer, go to Google Contacts (contacts.google.com, signed in with your Gmail account).
- On the left, click Import. If you can't see the menu, click Menu at the top left first.
- Click Select file and choose your file. CSV files end in .csv and vCard files end in .vcf.
- Click Import.
When the import finishes, Google Contacts opens your newly imported contacts. Because Gmail draws on the same address book, they'll appear when you start typing a name in a new email.
Which file type to use
| Your contacts are in... | What to import | Note |
|---|---|---|
| Another email program or CRM | A CSV or vCard export from that program | Google says contacts must be saved as a vCard or CSV file |
| Another Google account | A Google CSV exported from Google Contacts | Export, sign out, sign in to the other account, import |
| A spreadsheet you've made | Google's contacts template, downloaded as .csv | Keep the header row |
| A phone | A vCard (.vcf) file | Look for the .vcf extension |
Move contacts from one Gmail account to another
- In Google Contacts, signed in to the old account, click Export at the top right.
- Choose which contacts to export, select Google CSV, then click Export. Save the file somewhere easy to find.
- Click your profile picture and sign out.
- Sign in with the other Gmail account, go to Google Contacts and click Import, then Select file.
- Choose the file and click Import.
It's the cleanest way to bring everyone across when you move from a personal Gmail to a business account, and nothing is lost from the old account: exporting only makes a copy.
Build a list with Google's template
If your contacts live in a messy spreadsheet, Google offers a sample template so each detail lands in the right field. Open the template, click Make a copy, and fill in one contact per row. Google says a new contact is created for every row that has any data, so delete empty test rows before you export. Don't delete the header row: the headings tell Google Contacts where each piece of information goes. When you're done, click File, Download, then Comma Separated Values (.csv), and import that file.
A couple of template details worth knowing. Phone numbers can include a + for the country code. If you use labels, the Labels column takes several values separated by three colons, like Work ::: Family. You can delete columns you don't use.
The 3,000 contact snag
This is where big imports go wrong. Google's help lists importing more than 3,000 contacts at a time as a known problem, and says to split them into multiple CSVs before you import. It also mentions an overall limit of 25,000 contacts. So if you're bringing across a large customer list, cut it into smaller files first, and import them one after another.
Another one to watch: if a detail seems to be missing after the import, Google says to check the notes section on that contact. Fields that didn't match a template heading often end up there.
Contacts and privacy
Contacts saved to your Google Account sync with Google Contacts and your Android devices, so an import on your laptop shows up on your phone too. That's handy, but think about whose details you're bringing in. A customer list is personal data, and it's worth being clear about how you store and use it. Once they're in, a group label makes it easy to email the right people at once; my guide on how to make a group email in Gmail walks through it.
Tidy up after importing
Have a scroll through after each import, before you add the next file, so you spot anything odd early. Importing the same file twice is an easy mistake when you're working through several CSVs, so tick each one off as you go. Google also keeps an Other contacts group for people you've emailed but never saved; it's on the left in Google Contacts if you're looking for someone who didn't come across in the file.
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If you're setting up a new business Google account, this is a good moment to organise the rest of your Google tools too. Little touches like a well-made Gmail signature make every email to your newly imported contacts look more polished.
My verdict
Import in Google Contacts, not Gmail, using a CSV or vCard. Use Google's template if your data is messy, keep the header row, and split anything over 3,000 contacts into several files. Moving between two Gmail accounts is just export as Google CSV, switch account, import. Ten minutes, and your whole address book's where you need it.
Frequently asked questions
Can I import contacts directly in Gmail?
Gmail uses Google Contacts. Go to Google Contacts on a computer and click Import on the left.
What file formats can I import?
Google says to save your contacts as a CSV or vCard file. vCard files end in .vcf.
How many contacts can I import at once?
Google lists problems with more than 3,000 at a time and says to split larger lists into multiple CSVs.
Can I import contacts on my phone?
Google's import steps are for a computer. Contacts you import sync to your Android devices.
Why is some contact info missing after import?
Google says to check the notes section for that contact once the import has finished.
