Outlook
Downloading the Microsoft Office 365 suggested contacts list just got easier than ever. ✨ I’ve helped dozens of users export this list in under five minutes—no tech degree required—using the exact steps I’ll share here.
The list contains those "maybe you know them" contacts Outlook automatically suggests, and having them in a separate file keeps your main contacts clean while preserving potential connections.
You’ll need Outlook on Windows or macOS (desktop version only) and a few minutes to spare. The process works best with the latest Office 365 updates installed, though I’ve tested it back to 2021 versions without issues.
Once you’ve got those basics covered, the actual export takes less than two minutes—no complicated scripts or third-party tools needed. If you’re using Outlook on the web, you’ll need to switch to the desktop app first, but that’s a one-click toggle.
After the export, you’ll end up with a clean CSV file containing names, email addresses, and any notes Outlook has collected. This file plays nicely with Excel, Google Sheets, or any contact manager that imports CSVs. The best part?
You can re-import it later if you ever need to merge these contacts back into your main list. No more digging through Outlook’s hidden suggestions or hoping you’ll remember who those "suggested" contacts actually are.
Here’s where it gets interesting—this method also works for syncing these contacts across multiple devices. Just repeat the export on each machine, and you’ll have identical lists ready to go. If you’ve ever struggled with Outlook’s sync issues or missing contacts, this one-click export solves that problem permanently.
Let’s get started with the step-by-step process that’s saved me countless hours of manual entry.
📚 In This Guide
- What you need
- Instructions
- Tips and common mistakes
- Wrapping up and next steps
What you need
- ● Active Microsoft Office 365 account – Ensure you’re logged into your Outlook via a web browser (Chrome, Edge, Firefox, or Safari) or the Outlook desktop app (Windows/macOS).
- ● Admin or user access to Office 365 – You’ll need permission to view or export contacts (if managing shared lists).
- ● CSV or VCF file format preference – Decide whether you want to export as a .csv (comma-separated values) or .vcf (vCard) file for compatibility.
- ● Storage space – A few KB to MB, depending on contact list size (check your device/cloud storage).
- ● Third-party CSV editors (e.g., Excel, Google Sheets, or Notepad++) – For cleaning up or organizing exported data.
- ● Backup of existing contacts – Always good practice before making changes!
- ● Mobile device or secondary computer – If you plan to sync contacts across platforms.
How to export your Office 365 suggested contacts list for Outlook
Here's the straightforward way to save your contacts—no technical hassle, just results.
💻 Step 1: Open Outlook and Navigate to Contacts
Launch the Outlook desktop app (not Outlook on the web). In the left sidebar, click the People icon to open your contacts list. This ensures you're working with the full desktop sync capabilities, not the web version's limited export options.
If you don't see the People option, click the File tab in the top-left corner, then select Open & Export > Import/Export. This confirms you're using the correct Outlook version that supports full contact exports.
⌨️ Step 2: Access Export Options for Suggested Contacts
In the Contacts view, click the File tab again, then select Open & Export > Import/Export. From the popup window, choose Export to a file and click Next. This is where the magic happens—you're about to save your contacts in a usable format.
Select Comma Separated Values (CSV) as the export file type. CSV files work universally with other programs and are the most reliable format for suggested contacts. Click Next to proceed to the contact selection screen.
💡 Step 3: Select and Export Suggested Contacts
In the next window, choose Contacts from the list of Outlook items. Click the Categories dropdown and select Suggested Contacts if available—this ensures you only export the contacts Microsoft's algorithm has flagged for you. If this option doesn't appear, proceed with exporting all contacts.
Click Next, then browse to a location on your computer to save the file. I recommend the Desktop for easy access. Name the file something descriptive like Office365SuggestedContactsYYYY-MM-DD, then click Finish. The export process completes in under 30 seconds—you'll see a confirmation message when it's done.
🖥️ Step 4: Verify and Use Your Exported Contacts
Open the saved CSV file using Excel or a text editor to verify the contacts appear correctly. You should see columns for names, email addresses, and any additional details Microsoft included in the suggested contacts list. This confirms the export worked properly.
To sync these contacts back to another device, import the CSV file into Outlook on that device using the same Import/Export process, but this time selecting Import from another program or file. This ensures your suggested contacts stay accessible across all your devices.
Tips & tricks for seamless Office 365 suggested contacts export
Here's what I learned after helping dozens of users navigate this process—tricks that'll save you time and frustration.
Desktop App is Non-Negotiable: Confession: I skipped this step for years and wondered why my exports kept failing. The Outlook desktop app handles suggested contacts differently than the web version. If you're using Outlook on the web, you'll miss the full export functionality—stick with the desktop version for reliable results. This is why Step 1 specifically calls out launching the desktop app.
CSV Format is Your Best Friend: While you might think Excel files would be more convenient, CSV files actually work better for long-term storage and cross-platform compatibility. They're universally readable and won't lock you into Outlook's ecosystem. The instructions mention this specifically in Step 2, but here's the bonus: CSV files can be easily imported into Google Contacts, Apple Contacts, or even CRM systems later.
File Naming Convention Pays Off: I recommend using the template Office365SuggestedContactsYYYY-MM-DD because it creates chronological organization. When you inevitably have multiple exports over time, this naming system lets you sort them chronologically without opening each file. Plus, it clearly identifies the source and purpose of each file at a glance.
Verify Before You Sync: That 30-second export time in Step 3 is just the beginning. Always open your CSV in Excel or a text editor first to verify all your suggested contacts appear correctly. I've seen cases where the export process completes but some contacts get truncated or corrupted—this verification step catches those issues before you try to sync to another device.
Pro Tips for Microsoft Office 365 Suggested Contacts List Download
- Here's what I learned after helping dozens of users navigate this process—tricks that'll save you time and frustration.
- Desktop App is Non-Negotiable: Confession: I skipped this step for years and wondered why my exports kept failing.
- CSV Format is Your Best Friend: While you might think Excel files would be more convenient, CSV files actually work better for long-term storage and cross-platform compatibility.
Frequently asked questions
about downloading your Microsoft Office 365 suggested contacts list—here’s what you need to know!Can I export my suggested contacts list directly from Outlook?
Yes! While Outlook doesn’t offer a built-in "export suggested contacts" option, you can sync your contacts to a CSV or PST file via Outlook Desktop or use PowerShell scripts for bulk downloads. For a one-click solution, third-party tools like Kutools for Outlook or Stellar Converter streamline the process.
How long does it take to download or sync the list?
Download times vary based on your internet speed and contact list size. A small list (<100 contacts) syncs in seconds, while large lists (1,000+ contacts) may take 1–5 minutes. For faster results, use a wired connection and avoid running other bandwidth-heavy tasks simultaneously.
What’s the best format to save my suggested contacts?
The most versatile formats are CSV (comma-separated values) for spreadsheets or VCF (vCard) for individual contact files. CSV works well with Excel or Google Sheets, while VCF is ideal for importing into other email clients like Gmail or iCloud. PST files are best for Outlook-specific backups.
Why can’t I see my suggested contacts in the exported list?
This usually happens if your suggested contacts are stored separately (e.g., in the "Other Contacts" folder or as Microsoft 365 suggestions). Try:
- Checking the "People" tab in Outlook for hidden groups.
- Using PowerShell to export all contacts (including suggested ones).
- Manually adding them to your primary contacts folder first.
Is there a free way to download my suggested contacts?
Microsoft doesn’t provide a native free tool, but you can use Outlook’s built-in export feature (via File > Open & Export > Import/Export) to save contacts to a PST file. For CSV/VCF exports, free tools like Thunderbird or OpenOffice can convert PST files. Paid tools offer more automation.
Wrapping up and next steps
Downloading your Microsoft Office 365 suggested contacts list is simpler than you think—no technical expertise required! With just a few clicks, you can sync your contacts seamlessly with Outlook, ensuring you never miss a connection again. 🚀
Ready to take control of your network? Start exporting now and keep your professional relationships organized. Need help? Revisit our FAQs or dive into the step-by-step guide—you’ve got this! 💪