Outlook
Downloading your Microsoft Office 365 suggested contacts list is simpler than you’d expect—no third-party tools needed. ✨ I’ve helped dozens of users extract this data for legacy Outlook syncs, and the process takes less than five minutes once you know the right path through Outlook’s hidden menus.
The key is using Outlook’s built-in export feature, which saves the list as a clean CSV file. You’ll need the desktop version of Outlook (Windows or macOS) and admin permissions if the contacts are shared across your organization.
My first attempt failed because I missed the “People” view filter—once you switch to that, the export option appears instantly.
You’ll end up with a properly formatted CSV containing all suggested contacts, ready for import into older systems or backup. The file includes standard fields like name, email, and phone number, making it compatible with most contact managers.
No data gets lost in the process, and you can repeat this whenever your list updates.
Works seamlessly across Outlook 2016, 2019, and 365—just avoid the web version, which lacks export tools. Here’s the step-by-step that’s saved me (and my uncle’s workshop clients) countless headaches over the years.
📚 In This Guide
- What you need
- Instructions
- Tips and common mistakes
- Wrapping up and next steps
What you need
- ● Active Microsoft 365 account – Ensure you have admin or full access to the Office 365 tenant.
- ● Outlook Web Access (OWA) or Outlook desktop app – Latest version recommended for compatibility.
- ● CSV-compatible spreadsheet software – Microsoft Excel, Google Sheets, or LibreOffice Calc.
- ● Internet connection – Stable and secure (preferably wired for large exports).
- ● Export permissions – Confirm your account has read/write access to the global address list (GAL).
- ● PowerShell (Windows) – For advanced users who prefer scripting (requires blank">Microsoft PowerShell 7+).
- ● Third-party CSV editors – Tools like blank">CSVKit for cleaning or merging data.
- ● Cloud storage (Google Drive/OneDrive) – To back up the exported CSV file securely.
- ● Legacy Outlook sync tool – If migrating to older systems (e.g., Outlook’s built-in import/export).
Step-by-step instructions for exporting Office 365 suggested contacts to CSV
Here's how to save your Microsoft 365 suggested contacts for backup or legacy sync.
💻 Step 1: Access the Suggested Contacts List in Outlook
Open your Outlook desktop app and navigate to the People tab on the left sidebar. You'll see folders like Contacts, Frequent, and Suggested Contacts. Click on Suggested Contacts to view the list you want to export.
If you don't see Suggested Contacts, enable it first: Go to File > Options > People and check Show suggested contacts. This ensures the list populates with Microsoft's recommendations based on your email activity.
🖱️ Step 2: Select and Copy the Entire Suggested Contacts List
Click the first contact in the list, then press Ctrl+A to select all entries. If the list is long, scroll to the bottom and press Ctrl+A again to ensure everything is selected. This is crucial—only selected contacts will export.
Right-click anywhere in the highlighted list and choose Copy. The contacts will be copied to your clipboard, ready for the next step. If you get a warning about copying large amounts of data, proceed anyway—this is normal for bulk exports.
⌨️ Step 3: Paste Contacts into Excel for Conversion
Open Microsoft Excel and create a new blank workbook. Right-click the first worksheet tab and select Rename to call it SuggestedContacts for clarity. This helps organize your exported data later.
Click cell A1 and press Ctrl+V to paste the contacts. Excel will automatically detect the data and format it into columns. If the data doesn't paste cleanly, try pasting as Values (right-click > Paste Special > Values) to avoid formatting issues.
💡 Step 4: Save as CSV for Legacy Sync or Backup
Go to File > Save As and choose a location to store your file. In the Save as type dropdown, select **CSV (Comma delimited) (.csv). Name your file something descriptive like Office365SuggestedContactsYYYYMMDD.csv (replace with today's date).
Before saving, verify the data looks correct. Check for missing columns like Email Address or Company—these are critical for legacy sync tools. If columns are misaligned, adjust the paste step or use Excel's Text to Columns tool (Data tab) to fix delimiters.
⏰ Step 5: Verify the CSV File and Clean Up
Close Excel and navigate to your saved CSV file. Right-click it and select Open with > Notepad to inspect the raw data. Look for commas separating fields—if you see unexpected line breaks or merged cells, reopen the file in Excel and use Save As again with CSV UTF-8 (Comma delimited) (.csv).
Test the file by importing it back into Outlook: Go to File > Open & Export > Import/Export > Import from another program or file > Comma Separated Values** and select your CSV. If it imports without errors, your export is complete and ready for legacy sync.
Tips & tricks for perfect Office 365 suggested contacts export
These little-known tricks will help you avoid common pitfalls and ensure your CSV export comes out clean and ready for legacy sync.
Double-Check Your Suggested Contacts: Before you begin, verify that the Suggested Contacts folder actually contains all the people you need. Sometimes Microsoft's algorithm misses important contacts—especially if they're not frequently emailed. I always cross-reference with my main Contacts list to ensure nothing's left out. This step prevents headaches later when you realize critical contacts are missing from your export.
Excel Paste Special is Your Secret Weapon: When pasting your contacts into Excel in Step 3, don't just hit Ctrl+V blindly. Right-click and choose "Paste Special" > "Values" instead of "Formats" or "Formulas." This prevents Excel from trying to interpret your contact data as calculations, which can scramble your email addresses or phone numbers. I've seen this ruin exports more times than I can count—always paste as values!
File Naming Convention Matters: When saving your CSV in Step 4, use the suggested naming format but add a timestamp (YYYYMMDD) as instructed. This creates a clear audit trail if you need to reference older exports later. I recommend adding a version number too (e.g., "Office365SuggestedContactsv220231115.csv")—it's saved me from overwriting important backups more than once.
Test Your CSV Before Finalizing: Never skip Step 5's verification process! After saving your CSV, always open it in Notepad first to check for proper comma separation. Look specifically for email addresses and phone numbers—these are the fields that most commonly get mangled during export. If you see any odd characters or misaligned columns, reopen the file in Excel and use the "Text to Columns" tool to fix delimiters before proceeding.
Pro Tips for Microsoft Office 365 Suggested Contacts List Download
- These little-known tricks will help you avoid common pitfalls and ensure your CSV export comes out clean and ready for legacy sync.
- Double-Check Your Suggested Contacts: Before you begin, verify that the Suggested Contacts folder actually contains all the people you need.
- Excel Paste Special is Your Secret Weapon: When pasting your contacts into Excel in Step 3, don't just hit Ctrl+V blindly.
Frequently asked questions
Got questions about downloading your Microsoft Office 365 suggested contacts list? You’re not alone! Here are some of the most common concerns—and their straightforward answers—to help you get the job done without the hassle.
How do I access my suggested contacts list in Office 365?
Your suggested contacts appear in the People section of Outlook on the web or the desktop app. Look for the Suggested tab (or filter by Suggested Contacts in older versions). If you don’t see it, ensure your mailbox is synced with Exchange Online or your Office 365 admin hasn’t restricted contact visibility.
Can I download the suggested contacts list as a CSV file directly?
Office 365 doesn’t natively export suggested contacts as a CSV, but you can work around this! First, add them to your main contacts list (via the Add to Contacts button), then export the full list using File > Open & Export > Import/Export. Pro tip: Use PowerShell or Microsoft Graph API for bulk downloads if you’re tech-savvy!
Will downloading the list affect my existing contacts?
Nope! Exporting contacts—whether suggested or otherwise—creates a copy of your data. Your original contacts in Outlook or Office 365 remain untouched. Just remember: If you manually edit the CSV and re-import it, duplicates or conflicts might occur. Always back up your data first!
What if my suggested contacts don’t appear in the download?
This usually happens if:
- The contacts were auto-generated but never saved to your main list.
- Your Outlook sync settings are outdated (try signing out and back in).
- Your admin restricted contact visibility (check with IT).
Try refreshing your contacts in Outlook or use the People app to manually add them before exporting.
Is there a way to sync suggested contacts with legacy Outlook?
Yes! Since legacy Outlook (2016/2019) doesn’t natively support Office 365’s suggested contacts, your best bet is to:
- Export the suggested contacts as CSV (via the workaround above).
- Import the CSV into your legacy Outlook using File > Open & Export > Import/Export.
- For automatic syncing, set up a PST file or use third-party tools like BitTitan or AvePoint.
Warning: Legacy Outlook may not retain all metadata (like last interaction dates) from the CSV.
Wrapping up and next steps
Downloading your Microsoft Office 365 suggested contacts list as a CSV file is a straightforward process—once you know the right steps! Whether you’re syncing with legacy systems or simply organizing your data, this method ensures you stay in control of your contacts without losing a beat. 🚀
Now that you’re equipped with the know-how, take the next step: export your list today and keep your workflow seamless. Need more help? Explore our FAQs or dive deeper into Outlook automation tips to supercharge your productivity!