How to Convert Excel File to VCF (vCard)?

If you’ve ever wondered how to export an Excel file to VCF, you’re not alone. Whether you're managing contact lists for business or personal use, transferring Excel data to vCard (VCF) format is essential for compatibility across multiple platforms and devices. This guide will walk you through everything you need to know, step by step.

Introduction to Excel and vCard Formats

Excel files (XLS, XLSX) are a staple for organizing and storing data, especially when it comes to large contact lists. However, sharing or importing this data to mobile devices, email clients, or CRM systems often requires a universal format—this is where vCard files (VCF) come in.

What is a vCard?

A vCard (Virtual Contact File) is a standardized format for electronic business cards. It retains essential contact details, including names, phone numbers, emails, and even photos, making it ideal for seamless contact management.

Why Export Excel to VCF (vCard)?

• Device Compatibility: vCard files can be imported into Android, iOS, Gmail, and Outlook effortlessly.
• Convenience: Carrying your contacts in a portable format simplifies access and sharing.
• Data Organization: Retain the structure of your contacts while ensuring easy import/export functionality.

In this guide, we’ll explore multiple methods to convert Excel files to VCF, including manual techniques and automated tools. So before further ado first let's get started with the most advanced and simple automated method.

Method 1- How to Convert Excel files to VCF (vCard) Directly?

If you’re looking for an efficient way to export Excel contacts to VCF (vCard) format, the SysTools Excel to vCard Converter Tool is an excellent choice. This software simplifies the process, ensuring compatibility with a wide range of platforms. It can simply export Excel contacts to iPhone, Android, Gmail, MS Outlook, and iCloud. With its user-friendly interface and robust features, this tool is ideal for both personal and professional use.

Steps to Convert Excel to vCard Using SysTools Excel to vCard File Converter

Steps to Convert Excel to vCard Using SysTools Excel to vCard Converter Tool

Step 1. Download and install the SysTools Excel to vCard Converter Tool on your computer and proceed to upload your Excel (CSV/XLSX) file.

Step 2.? After uploading the file, the software will display the contents of your Excel file. Review the data and click the Next button to proceed.

Step 3. The tool allows you to match the data from the loaded Excel file (on the left panel) with the corresponding vCard fields (on the right panel). This ensures accurate mapping of fields like Name, Phone, and Email.

Step 4. Choose advanced options as per your requirements, including:

• Selecting the vCard version: VCF 2.1, 3.0, or 4.0.
• Enabling the option to “Allow empty email addresses to be imported,” which creates a single VCF file for all contacts.

Step 5. Next, click the Convert button to begin the export process. Once the conversion is complete, save the generated VCF file to your preferred location.

Through simple steps make it easy to export your Excel contacts to vCard format while ensuring compatibility across devices and platforms.

Advanced Features of SysTools Excel to vCard Converter

This tool offers a host of advanced features that set it apart:

• The software supports multiple files to convert in XLSX, XLS, XLSM, XLSB, XLT, and XLTX formats to VCF.
• It previews all rows and columns of your Excel file before conversion.
• The feature of mapping Excel fields with vCard fields to ensure accurate data transfer.
• Efficiently converts large contact lists (tested with 40,000+ contacts).
• Create individual .vcf files for each contact or a single VCF file for all.
• It allows the inclusion of empty email fields during conversion.
• It can directly import converted vCards into iCloud or iCloud+ accounts.
• It converts Excel contacts to vCard with support for multiple languages.
• Access converted VCF files on Android phones (Samsung, Motorola, OnePlus) and email clients like MS Outlook, Gmail, and iPhone Contacts.
• Works seamlessly on Windows 11 and earlier versions.

Watch the Complete Workings of the Software from the detailed Video Guide

Method 2: How to Convert Excel to VCF Without Software Using Windows Contacts

This is a widely used manual method for converting Excel files to vCard format.

Step 1. Prepare Your Excel File

• Open your Excel sheet and ensure all contact details are properly organized. Use column headers like Name, Phone, Email, etc.
• Save the file as a CSV (Comma Separated Values) file. Just go to File > Save As > Choose CSV format.

Step 2. Import the CSV into Windows Contacts

• Open the Windows Contacts application on your PC.
• Click on Import, choose CSV, and follow the prompts to map fields like Name, Phone, and Email.

Step 3. Export Contacts as VCF

• Once the contacts are imported, select them in Windows Contacts.
• Click Export, select vCard (VCF) format, and save the file to your desired location.

Method 3: Using Microsoft Outlook

If you use Microsoft Outlook, it can act as an intermediary for exporting Excel data to VCF.

Step 1: Prepare the Excel File

1. Open your Excel file.
2. Ensure the columns are labeled appropriately, such as First Name, Last Name, Email, Phone, etc.
3. Save the Excel file as a CSV (Comma Separated Values) file. Click File > Save As. Choose the location to save. Select CSV (Comma delimited) as the file type. Click Save.

Step 2: Import the CSV File into Outlook

1. Open Microsoft Outlook.
2. Go to File > Open & Export > Import/Export.
3. In the Import and Export Wizard. Select Import from another program or file and click Next. Choose Comma Separated Values and click Next.
4. Browse to the location of your saved CSV file and select it.
5. Choose how to handle duplicate contacts (e.g., replace, allow, or do not import duplicates).
6. Select the destination folder (usually Contacts) and click Next.
7. Map the CSV fields to Outlook contact fields (e.g., map the Phone column to the Business Phone field in Outlook) by clicking Map Custom Fields.
8. Once the mapping is complete, click Finish to import the contacts.

Step 3: Export Contacts as VCF

1. Go to the Contacts section in Outlook.
2. Select the contacts you want to export (use Ctrl+A to select all).
3. Right-click and select Forward as Business Card (this creates a new email with the selected contacts as .vcf attachments).
4. Save the .vcf attachments from the email to a desired folder. Open the email. Right-click the VCF files and select Save As to save them to your system.

Limitations:

• Exports individual VCF files for each contact, which may require further merging.

Method 4: Using Apple Contacts (Mac Users)

If you're on macOS, you can use the Apple Contacts app to convert Excel to VCF.

Step 1: Prepare Your Excel File

1. Open the Excel file you wish to convert.
2. Ensure it has the necessary columns for contact details, such as:First NameLast NamePhone NumberEmail AddressAddress (if applicable)
3. Save the file in CSV format. Go to File >>Save As>>Select CSV (Comma-Separated Values) as the file format and save.

Step 2: Import CSV into Apple Contacts

1. Open Apple Contacts on your Mac.
2. Go to File > Import... from the menu bar.
3. Select the CSV file you saved and click Open.
4. Map the fields from the CSV to the corresponding fields in Contacts. Match fields like "First Name," "Last Name," and so on. Ensure that the correct fields are aligned.
5. Click OK to import the contacts.

Step 3: Export Contacts to VCF

1. After importing, select the newly added contacts in Apple Contacts.
2. Go to File > Export > Export vCard....
3. Choose a location to save the VCF file and click Save.

Step 4: Verify the VCF File

1. Open the saved VCF file with a text editor to check its structure (optional).
2. Import the VCF file into your desired application or device to confirm it works correctly.

Limitations:

• Only available on macOS systems.

Method 5: Using LibreOffice Calc

LibreOffice Calc is a free alternative to Microsoft Excel and can be used for CSV to VCF conversion.

Step 1: Prepare the Excel File

1. Open your Excel file in LibreOffice Calc.
2. Ensure the file contains the necessary contact information in columns such as:

Column A: Name
Column B: Phone Number
Column C: Email Address
Add other fields as needed (e.g., Address, Organization)        

Step 2: Save as a CSV File

1. Go to File > Save As.
2. Choose Text CSV (.csv) as the file type.
3. Click Save and ensure to check the appropriate delimiter (usually a comma or semicolon) in the CSV export dialog box.

Step 3: Open the CSV File in a Text Editor

1. Open the exported CSV file in a text editor (e.g., Notepad).
2. Review the content to ensure proper formatting, e.g.:

John Doe,1234567890, [email protected]
Jane Smith,9876543210, [email protected]        

Step 4: Convert CSV to VCF Using a Script

If you'd like to convert it manually, you can use a simple script. Here's an example Python script:

import csv

# Input and output file names
csv_file = "contacts.csv"
vcf_file = "contacts.vcf"

# Open CSV and VCF files
with open(csv_file, 'r') as csv_f, open(vcf_file, 'w') as vcf_f:
    csv_reader = csv.reader(csv_f)
    headers = next(csv_reader)  # Skip headers if present

    for row in csv_reader:
        name, phone, email = row
        vcf_f.write("BEGIN:VCARD\n")
        vcf_f.write("VERSION:3.0\n")
        vcf_f.write(f"N:{name};;;\n")
        vcf_f.write(f"TEL:{phone}\n")
        vcf_f.write(f"EMAIL:{email}\n")
        vcf_f.write("END:VCARD\n")

print("Conversion complete! Check 'contacts.vcf'.")        

Step 5: Import the VCF File

Once the VCF file is ready, you can import it into applications like Google Contacts, Outlook, or any contact management tool.

Limitations:

• Requires technical knowledge for scripting.

Method 6: Manual Creation of VCF File Using a Text Editor

If you have a small number of contacts, you can create a VCF file manually using a text editor like Notepad.

Steps:

1. Open a text editor and format your contact data as follows:

BEGIN:VCARD  
VERSION:3.0  
FN:John Doe  
TEL;TYPE=CELL:1234567890  
EMAIL:[email protected]  
END:VCARD        

2. Save the file with a .vcf extension (e.g., contacts.vcf).

Limitations:

• Extremely time-intensive for large datasets.

Conclusion

Converting Excel files to VCF manually is achievable through several methods, including Windows Contacts, Google Contacts, and Microsoft Outlook. While effective for small datasets, manual approaches can be time-consuming. For large-scale or frequent conversions, SysTools Excel to Vcard converter tool is the most efficient and reliable option.

FAQs

Q. How can I convert an Excel file to VCF without software?

You can manually convert Excel to VCF by saving it as a CSV, importing it into Windows Contacts, and exporting it as a VCF file.

Q. Can I import a VCF file back into Excel?

Yes, you can first convert the VCF to CSV format and then open it in Excel.

Q. What information is retained when converting Excel to vCard?

Contact details like name, phone number, email, and address are retained.

Q. Which Excel versions support exporting to VCF?

Modern versions of Excel can save files as CSV, a prerequisite for manual VCF conversion.

Q. Can I convert multiple contacts at once?

Yes, tools like SysTools can handle bulk conversions efficiently.