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If you have a contact list in Excel and want to convert it into a vCard file (.vcf) to easily import it into your phone or a contact management app, the process doesn’t have to be complicated.
In this article, we’ll guide you through the simple steps to export phone numbers and other contact details from Excel into vCard format using an offline solution. This method allows you to convert contacts without relying on any online tools.
What is a vCard?
A vCard is a standardized file format used for storing contact information such as names, phone numbers, email addresses, physical addresses, and more. This format allows you to quickly import and export contacts between applications and devices. For example, vCards are used by contact apps on phones and email clients.
Steps to Export from Excel to vCard Using VBA (Offline):
1. Prepare the Excel File
Before starting the export process, make sure the Excel file is well-organized. Typically, you'll need the following columns:
- First Name
- Last Name
- Phone Number
- Email Address
Ensure that all the information is correctly filled out and that each contact is on a separate row.
Example of an Excel file:
2. Use VBA to Convert the Data
Instead of relying on an online tool, you can use a VBA script in Excel to convert the contact information directly into a vCard file. Follow these steps:
- Open the Excel file with your contacts.
- Press Alt + F11 to open the VBA Editor.
- From the menu, choose Insert > Module to add a new module.
Copy and paste the following VBA code into the module:
' ----- MAC CODE -----
Private Sub Create_VCF()
' Open a File in Specific Path in Output mode
Dim FileNum As Integer
Dim iRow As Double
iRow = 2
FileNum = FreeFile
' Set the output file path to the desktop
Dim OutFilePath As String
OutFilePath = MacScript("return (path to desktop as string)") & "OutputVCF.VCF"
Open OutFilePath For Output As FileNum
' Loop through Excel Sheet each row and write it to VCF File
While VBA.Trim(Sheets("Sheet1").Cells(iRow, 1)) <> ""
LName = VBA.Trim(Sheets("Sheet1").Cells(iRow, 1)) ' Last name
FName = VBA.Trim(Sheets("Sheet1").Cells(iRow, 2)) ' First name
PhNum = VBA.Trim(Sheets("Sheet1").Cells(iRow, 3)) ' Phone number
Email = VBA.Trim(Sheets("Sheet1").Cells(iRow, 4)) ' Email address
' Write vCard data
Print #FileNum, "BEGIN:VCARD"
Print #FileNum, "VERSION:3.0"
Print #FileNum, "N:" & LName & ";" & FName & ";;;"
Print #FileNum, "FN:" & LName & " " & FName
Print #FileNum, "TEL;TYPE=CELL;TYPE=PREF:" & PhNum
' Add the email address
If Email <> "" Then
Print #FileNum, "EMAIL;TYPE=INTERNET:" & Email
End If
Print #FileNum, "END:VCARD"
iRow = iRow + 1
Wend
' Close The File
Close #FileNum
MsgBox "Contacts Converted to VCF and Saved To: " & OutFilePath
End Sub
' ----- WINDOWS CODE -----
Private Sub Create_VCF()
' Open a File in Specific Path in Output mode
Dim FileNum As Integer
Dim iRow As Double
iRow = 2
FileNum = FreeFile
' Set the output file path to the desktop on Windows
Dim OutFilePath As String
OutFilePath = Environ("USERPROFILE") & "\Desktop\OutputVCF.VCF"
Open OutFilePath For Output As FileNum
' Loop through Excel Sheet each row and write it to VCF File
While VBA.Trim(Sheets("Sheet1").Cells(iRow, 1)) <> ""
LName = VBA.Trim(Sheets("Sheet1").Cells(iRow, 1)) ' Last name
FName = VBA.Trim(Sheets("Sheet1").Cells(iRow, 2)) ' First name
PhNum = VBA.Trim(Sheets("Sheet1").Cells(iRow, 3)) ' Phone number
Email = VBA.Trim(Sheets("Sheet1").Cells(iRow, 4)) ' Email address
' Write vCard data
Print #FileNum, "BEGIN:VCARD"
Print #FileNum, "VERSION:3.0"
Print #FileNum, "N:" & LName & ";" & FName & ";;;"
Print #FileNum, "FN:" & LName & " " & FName
Print #FileNum, "TEL;TYPE=CELL;TYPE=PREF:" & PhNum
' Add the email address
If Email <> "" Then
Print #FileNum, "EMAIL;TYPE=INTERNET:" & Email
End If
Print #FileNum, "END:VCARD"
iRow = iRow + 1
Wend
' Close The File
Close #FileNum
MsgBox "Contacts Converted to VCF and Saved To: " & OutFilePath
End Sub3. Run the VBA Script:
- After pasting the code, press F5 or click Run to execute the script.
- The vCard file will be saved directly to your desktop without requiring you to choose a location.
- Each contact will be exported into the vCard format.
4. Import the vCard File into Your Contact App
Once you have the vCard file, you can easily import it into your contact management app, such as Google Contacts, Outlook, or your phone’s native contacts app. Here are the general steps to import the vCard file:
- Open your contact management app or service.
- Look for the “Import” option.
- Select the vCard file you downloaded and click Import.
- The contacts will be automatically added to your contact list.
Common Mistakes and How to Avoid Them:
- Incorrect field mapping: Ensure that your CSV columns are correctly mapped to vCard fields to avoid data mismatch.
- Missing or incorrectly formatted phone numbers: Ensure phone numbers are in a standard format (including country code) to prevent errors during import.
- Unrecognized characters: Double-check for any special characters (e.g., commas or quotes) in your CSV file that could interfere with the conversion.
5. Bonus: Creating Individual vCards for Each Contact
If you need to create a separate vCard file for each contact, the VBA script can be modified to export each contact to an individual vCard file. This is useful if you want to send a contact’s information to someone else without sharing your entire contact list.
Finaly exporting phone numbers and other information from Excel to vCard format using VBA is a simple, efficient, and offline solution. By following the steps outlined above, you can quickly convert your contacts into vCard files without the need for an online tool. This gives you full control over your data and the conversion process, making it easier to import contacts into your favorite contact management apps.
Whether you’re moving contacts between devices or organizing your contact list, using VBA to generate vCards is a quick and customizable method to manage your data.
Pro Tip: Be sure to keep your contact data secure. Avoid uploading sensitive files to untrusted sites, and always back up your contacts for easy retrieval.
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