How to Use vCard in Outlook Using Simple Guide for Everyone

  

Published By Mohit Jha

Approved By Nimisha Ramesh

Published On May 2nd, 2025

Reading Time 7 Minutes Reading

In the present time digital world, exchanging contact information quickly and accurately is more important than ever. That’s where vCard comes in. A vCard also named a VCF file, is an electronic version of a business card. It includes whole your most essential contact details like: mobile number, name, email id address, and more — in a consistent file format that can be effortlessly shared & imported into email programs like Microsoft Outlook. If you are searching how to use vCard in Outlook, you are in the right place! Whether you’re trying to import/transfer a vCard anyone sent you, export contacts to share with others, or create your own digital business card, this blog will walk you through each step in a clear and simple way.

What is a vCard?

A VCF or vCard, also known as a Virtual Contact File, is a digital format used to collect and share contact information. It typically includes the name, address, phone number, email address, and other relevant information about the contact.

Key Features of a vCard

• Stores all contact name, mobile numbers, addresses, email, and more.
• It can include pictures, logos, and even social media links.
• Makes it easy to transfer contact info between devices or apps.
• Compatible by Windows, iOS, macOS Android, and almost every major platform.

Why Use vCard in Outlook?

Outlook is one of the most generally used email and calendar applications in the world, supports vCard. Here’s why using vCard in Outlook is a smart move:

• Simplifies contact sharing: Send one file instead of manually typing information.
• Saves your Time. No need to re-enter data from paper cards.
• Provides Accuracy: Reduces the risk of typos or missed information.
• Professional Touch: Makes your email signature or networking efforts look more polished.

Top 5 Techniques to Use vCard in Outlook

Add vCard in Outlook is a convenient way of exchanging personal information such as name, phone number, e-mail and address. You can share your contact detail by creating a VCF file. Therefore, in the upcoming segment will explain the manual techniques to create, send, receive, and add an automatic signature in Microsoft Outlook.

1: Create vCard in Outlook

The below explained steps will help you to send a vCard in Outlook 2021, 2019, 2016, 2013:

1. Open Microsoft Outlook & Go to Contacts folder
2. Click on New to create a New Contact
3. You get a dialog box in which you have to enter the information about you i.e., Full Name, Company, Job Title, Contact Numbers & Address

1. Select that contact to save and close the dialog box
2. Go to file menu click on Save File As and click on vCard Files (*.vcf)
3. In the Save inbox, select the folder where you want to save the vCard and click on save.

This is the way you can create a vCard in Outlook for a specific contact or a new contact.

2: Distribute or Send VCF File

• Distribute and send vCard file to any other computer file.
• Compose a new message and address it to the recipient as done while sending a mail.
• Go to Insert and click on File option.
• Now, from the list select a vCard (.vcf) file and click on OK.
• That is all your vCard has sent to the recipient.

3: How to Export vCard in Outlook Desktop App?

For sharing or storing Outlook contacts, exporting them to a VCF file is the ideal way. Check out this guide for instructions on how to do so:

1. Open Outlook and select the contact entry you want to export.
2. Then, click Save As and select the destination on your computer.
3. From the drop-down menu, select the vCard format and click Save.

4: Open & Save VCF to Outlook to Receive

1. When you receive a vCard open the message.
2. Open the attachment by clicking twice.
3. Then in open contact, click on Save and Close option.

Now you can get the saved contact in your vCard contact folder

5: Add vCard in Outlook with Automatic Signature

You can include an automatic signature in vCard with these steps:

1. Go to File Menu and click on Option.
2. In Mail, section click on signatures option.
3. Click on New to add a new signature.
4. Now, enter the name for your signature and click on next.
5. In the Text Windows type the desired signature information.

For Outlook 2007 and Outlook 2010, click on Business Card, & select the contact that you want to add then, click on OK three times

• Now, select Contacts or another address list in the Show Names from the box.
• Select the entry for which a vCard has to create and click on OK and finish.
• Again click on OK to complete the signature entry process.

Best Practices for Managing vCard in Outlook

• Customize vCard: You can customize the look and content of vCard by adding photos, logos, or custom fields. This will help make vCard more personal and professional.
• Update vCard: Review and update vCard regularly to ensure that contact information is accurate and up-to-date. This will help avoid confusion and ensure that your contacts have the latest information.
• Bulk Export vCard: If you need to export multiple vCard at once, you can use the Outlook Import and Export Wizard to export your contacts to a single CSV file. You can then use a third-party tool to convert CSV file to VCF format.
• Back up vCard: Regularly backup your Outlook contacts and vCard to prevent data loss or corruption. You can do this by exporting your contacts to a PST file or using an automated backup solution.

Common Issues and Fixes

1. The vCard won’t import

• Make sure the file is not corrupted.
• Check if it’s in the correct .vcf format.
• Try opening it in Notepad to verify the structure.

2. Contact Details Look Incorrect

• Some custom fields or formatting might not import properly.
• Modify the contact in Outlook to fix or reorganize details.
  

3. Can’t find the imported contact

• Try sorting by “Recently Created” in People view.
• Use the Search bar in Outlook to find by name or email.
  

Conclusion Line

The write-up serves you with manual techniques to create, send, receive VCF file in Outlook 2021, 2019, 2016, 2016. These are the possible techniques to the problem how to use vCard in Outlook 2016, 2013, 2010, 2007 & 2003.

Frequently Asked Questions (FAQs)

Q: What are the benefits of sending a vCard?

The benefit of sending a vCard is that it allows you to share contact information with others quickly and easily. The vCard can be stored on your computer or mobile device, so you can easily access contact information at any time. in addition, most email application support the VCF vCard format, making it a famous way to share contacts information.
Q: What is the difference between a vCard and an email signature?

The difference between a vCard and an email signature is that a vCard is an electronic card format that stores contact information, while an email signature is a set of predefined contact details that are automatically added to the end of an email. A vCard can be sent as an attachment, while an email signature is added to the body of an email.

Q: How do I send a vCard in Outlook?

To make a vCard in Outlook,  open a contact, click the Share icon, and select the option to send the contact via email. You will be prompted to enter the recipient’s email address. After entering the email address, click Send. The virtual card will be sent as an attachment.