VCF vs CSV: Which Format Works Best for CRM Import?
Both VCF and CSV store contact information, but they serve very different purposes. Understanding the difference will save you hours of frustration when migrating or importing contacts into a CRM.
What is VCF (vCard)?
VCF stands for Virtual Contact File. It is a standardised format (RFC 6350) designed for exchanging individual contacts between devices and apps. Every smartphone contacts app, Outlook, Google Contacts, and most CRMs can import and export vCards.
A typical VCF file looks like this:
BEGIN:VCARD VERSION:3.0 FN:Jane Smith N:Smith;Jane;;; TEL;TYPE=CELL:+1 555 123 4567 EMAIL:jane@company.com ORG:Acme Corp TITLE:Sales Manager END:VCARD
What is CSV?
CSV (Comma-Separated Values) is a plain text table format. Each row is one contact; each column is a field (name, email, phone…). It is the universal spreadsheet format — every database, CRM, and email tool supports it.
VCF vs CSV — quick comparison
| Aspect | VCF | CSV |
|---|---|---|
| Opens in Excel / Sheets | ❌ No | ✅ Yes |
| CRM bulk import | ❌ Rarely | ✅ Universal |
| Multiple contacts per file | ✅ Yes | ✅ Yes |
| Rich contact structure | ✅ Yes | ⚠️ Flat only |
| Syncs between phone apps | ✅ Yes | ❌ No |
| Email marketing import | ❌ No | ✅ Yes |
When to use VCF
- Sharing individual contacts between phones via AirDrop or email
- Backing up contacts from one phone to another
- Importing into Apple Contacts, Outlook, or Google Contacts
When to use CSV
- Importing contacts into any CRM (HubSpot, Salesforce, Zoho, Pipedrive)
- Email marketing import (Mailchimp, Klaviyo, ActiveCampaign)
- Data analysis in Excel or Google Sheets
- Mail merge in Word or Google Docs
How to convert VCF to CSV
Use vcftocsv.online: drop your .vcf file, preview the contacts, and download as CSV. Free for up to 5 conversions per day. Batch mode (up to 50 files) available for €4.99.