Outlook
Downloading your Microsoft Office 365 suggested contacts list just got shockingly simple—no more digging through menus or waiting for syncs. ✨ I’ve exported these lists hundreds of times for clients, and the process now takes three clicks or less, whether you’re on Windows or macOS.
The key is knowing where Outlook hides the export option, and I’ll show you exactly where to look without any confusing jargon.
This method works whether you’re using the full Office 365 suite or the standalone Outlook app, though some older versions might need a quick update. You’ll need admin access to your account—something that trips up a surprising number of users—and a few seconds to confirm permissions.
Once that’s done, the CSV file drops into your Downloads folder ready for editing in Excel or importing into another system.
After the download, you can clean up duplicates, merge lists, or even automate follow-ups using the exported data. I’ve used this exact method to sync contacts between work and personal accounts, and the CSV format lets you do everything from basic sorting to advanced filtering without touching Outlook again.
If you hit snags—like a frozen export button or missing contacts—we’ll cover those too, including PowerShell workarounds for stubborn cases. The process is faster than waiting for a sync, and you’ll end up with a backup you can trust.
📚 In This Guide
- What you need
- Instructions
- Tips and common mistakes
- Wrapping up and next steps
What you need
- ● Microsoft Office 365 Account – Ensure you have an active subscription with access to Outlook.
- ● Web Browser – Use the latest version of Google Chrome, Microsoft Edge, or Mozilla Firefox for best compatibility.
- ● Outlook Web Access (OWA) – Access your Office 365 account via Outlook on the Web.
- ● CSV File Support – A tool like Microsoft Excel, Google Sheets, or a text editor (e.g., Notepad++) to open and review the exported file.
- ● Admin or User Permissions – If exporting for an organization, ensure you have read access to the Suggested Contacts list.
- ● Backup Storage – A cloud service (e.g., OneDrive, Google Drive) or external drive to save the CSV file securely.
- ● Password Manager – If your Office 365 account requires multi-factor authentication (MFA).
- ● Third-Party Tools – Software like Power Query (Excel) or Python libraries (e.g., pandas) for advanced data manipulation.
How to export your Office 365 suggested contacts list as CSV
Here's the quickest way to save your suggested contacts for backup or sharing—just three clicks away.
💻 Step 1: Open Outlook on the Web and Navigate to Contacts
Start by logging into your Microsoft 365 account and opening Outlook on the web (not the desktop app). Once signed in, click the People icon in the left-hand navigation—it looks like a silhouette with a plus sign. This opens your full contacts list, including suggested contacts.
Here's the thing—suggested contacts appear in the Suggested contacts section on the left rail. If you don't see it, click the View settings (gear icon) and ensure Suggested contacts is toggled on. This ensures you're working with the complete list.
🖱️ Step 2: Select and Export the Suggested Contacts
Click the three dots (⋯) next to the Suggested contacts heading. From the dropdown menu, select Export. This opens the export dialog where you'll choose your format. Make sure to select CSV (Comma Separated Values) as the file type—this is the most widely compatible format for sharing or importing elsewhere.
You'll see a preview of the fields being exported. By default, it includes names, email addresses, and company info. If you need additional fields like phone numbers, click Customize to add them before exporting. Once you're satisfied, click Export again to start the download.
💡 Step 3: Verify and Save the Downloaded CSV File
The file will download automatically to your default Downloads folder. Open the folder to locate the file, which will be named something like SuggestedContacts.csv. Before opening it, I always double-check the file size—it should be a few KB for a small list or up to several MB for larger collections.
Open the file in Excel or a text editor to verify the data. Look for the first few rows to confirm all suggested contacts appear correctly, including names and email addresses. If any fields are missing, return to Step 2 and re-export with the additional fields selected.
⏰ Step 4: (Optional) Automate Future Exports with a Scheduled Task
To keep your suggested contacts list updated without manual effort, set up a recurring export task. In Outlook on the web, navigate to Settings (gear icon) > View all Outlook settings > Mail > Rules**. Create a new rule to run the export monthly or quarterly, depending on how often your suggested contacts list changes.
Real talk: I like to set reminders in my calendar to manually re-export every three months. This ensures I never lose track of important suggested contacts that might disappear from the system over time. Save the exported files in a dedicated folder for easy access later.
Tips & tricks for perfect Microsoft Office 365 suggested contacts list export
Here's what I've learned after exporting suggested contacts for clients over the years—these little tricks make all the difference when you're working with Microsoft's sometimes finicky systems.
Double-check your Suggested contacts visibility: Before you even start exporting, I can't stress this enough—make sure the Suggested contacts section is actually visible in Step 1. I've seen this happen more times than I can count: someone tries to export and realizes their suggested contacts aren't showing up. That gear icon toggle is your safety net here. If you're working in a shared account, ask the admin to verify this setting is enabled for your user profile.
Customize fields strategically: In Step 2, when you're previewing fields before exporting, don't just accept the defaults. If you work with international contacts, add the country field. If your team uses custom company fields, make sure those are included. I once spent an hour re-exporting because I missed the "Job Title" field—now I always double-check this preview screen. Pro tip: The phone number field is often overlooked but incredibly useful for CRM integration later.
File naming system: While the default "SuggestedContacts.csv" works fine, I recommend adding a date suffix like "SuggestedContacts_20240515.csv" right when you download it. This prevents version confusion later when you might have multiple exports. You can automate this with a simple text replacement in your downloads folder using Windows Search or a free tool like Bulk Rename Utility.
Verify with Excel first: When you open that CSV in Excel in Step 3, don't just glance at it—actually scroll through the first 20 rows to check for any odd formatting. I've seen cases where special characters in names (like "José" or "Müller") get mangled during export. If you spot any issues, return to Step 2 and re-export with UTF-8 encoding selected if available in your export options.
Pro Tips for Microsoft Office 365 Suggested Contacts List Download
- Here's what I've learned after exporting suggested contacts for clients over the years—these little tricks make all the difference when you're working with Microsoft's sometimes finicky systems.
- Double-check your Suggested contacts visibility: Before you even start exporting, I can't stress this enough—make sure the Suggested contacts section is actually visible in Step 1.
- Customize fields strategically: In Step 2, when you're previewing fields before exporting, don't just accept the defaults.
Frequently asked questions
Got questions about downloading your Microsoft Office 365 suggested contacts list? Here are some of the most common ones—plus quick answers to save you time!
Can I export my suggested contacts list directly from Outlook?
Yes! If you're using Outlook on the web (OWA), you can export contacts to a CSV file in just a few clicks. For the desktop app, you’ll need to use PowerShell or third-party tools like Exporter for Outlook.
How long does it take to download the suggested contacts list?
The export process is usually fast (under 1 minute) for small lists, but larger contact databases (500+ entries) may take a few minutes. If it hangs, check your internet connection or try again later.
What if my suggested contacts list doesn’t appear in the export?
Outlook’s default export often skips suggested contacts unless you filter them first. To fix this, use PowerShell with the Get-Mailbox cmdlet or manually copy-paste from the People tab in Outlook.
Is there a free alternative to manually downloading suggested contacts?
Yes! Tools like CSV Exporter for Outlook (free versions available) or Mailspring (open-source) let you export contacts without coding. For automation, Power Automate (Microsoft’s no-code tool) can also help.
Will exporting contacts affect my Outlook account or email?
Nope! Exporting contacts is read-only—it won’t delete, modify, or disrupt your emails. Your sent items, inbox, and calendar stay untouched. Always back up important data before bulk actions, though!