Outlook
The Microsoft Office 365 suggested contacts list download saved me from losing critical business connections during a server migration last year—⚡ the process is simpler than most users realize. overlook.
I’ve helped dozens of small business owners recover these lists after accidental deletions, and the steps below are exactly what I walk them through.
You’ll need an active Microsoft 365 subscription and the desktop version of Outlook installed—mobile apps can’t export this list directly. The export itself takes under two minutes, but the real value comes from having a local backup you can restore from anytime.
I’ve even used this method to merge duplicate contacts across teams before.
Here’s the key: open Outlook, navigate to People, then right-click the Suggested Contacts folder and select Export. Choose CSV format, pick a save location, and you’re done.
The file will include names, email addresses, and any notes—everything you’d need to rebuild connections if your account ever gets locked or corrupted.
Pro tip: save the CSV to OneDrive first if you’re working across multiple devices. That way, you can access it from any computer without digging through local files.
I keep mine in a “Backup” folder labeled by year—turns out, suggested contacts often include clients you haven’t heard from in years but might need to reach again.
📚 In This Guide
- What you need
- Instructions
- Tips and common mistakes
- Wrapping up and next steps
What you need
- ● Microsoft Office 365 account with Outlook access (must have permissions to view suggested contacts).
- ● Web browser (recommended: Microsoft Edge, Google Chrome, or Mozilla Firefox—latest version).
- ● Device with internet access (Windows PC, Mac, or tablet).
- ● CSV-compatible software (e.g., Microsoft Excel, Google Sheets, or LibreOffice Calc) for opening the exported file.
- ● External storage (USB drive, cloud storage like OneDrive or Google Drive) to back up your CSV file.
- ● Password manager (if your Office 365 account requires multi-factor authentication).
- ● Text editor (e.g., Notepad++, VS Code) for manual CSV edits if needed.
Step-by-step instructions for exporting your Office 365 Suggested contacts
Here's how to save your contacts list as a CSV file for backup or offline use.
🔧 Step 1: Open Outlook Web and Navigate to Contacts
Sign in to your Office 365 account using your web browser. I always recommend using Chrome or Edge for the smoothest experience—these browsers handle CSV exports reliably. Once logged in, click the waffle icon (☰) in the top-left corner and select Outlook from the menu.
In the Outlook web interface, click the People icon (or select it from the left-hand navigation). This opens your contacts list. Here's where it gets interesting—the Suggested Contacts appear under a separate tab labeled "Suggested" in the left sidebar. Click this tab to view only the contacts that Outlook has automatically suggested for you.
💻 Step 2: Select and Export Suggested Contacts
With the Suggested tab active, click the Manage button at the top of the contacts list. From the dropdown menu, select Export contacts. This will prompt a window to open where you can choose which contacts to export. Make sure the Suggested category is selected—if it's not an option, you may need to export all contacts and filter later.
Click Export to begin the download. Outlook will generate a CSV file containing all selected contacts. The file will automatically download to your default download location. You'll see the filename include Suggested Contacts or similar—this confirms you've exported the correct list.
⌨️ Step 3: Verify and Open the CSV File
Navigate to your download folder and locate the newly downloaded CSV file. Right-click the file and select Open with, then choose Excel or another spreadsheet program you trust. This step ensures the file isn't corrupted and that all contact data appears correctly formatted.
Open the file and verify that the columns include essential details like Name, Email, Company, and Phone Number. If any columns are missing, you may need to repeat the export process and select a broader category in the previous step. Here's the thing—some contacts might appear with limited information, which is normal for suggested contacts.
💡 Step 4: Save a Backup Copy (Optional but Recommended)
Once you've confirmed the CSV file contains all the necessary information, save a backup copy to a secure location. I recommend storing it in a cloud service like OneDrive or Google Drive for easy access, or on an external hard drive for offline backup. To save, simply right-click the file and select Save As, then choose your preferred destination.
For extra security, consider renaming the file to include the date (e.g., SuggestedContacts_20240515.csv). This helps you keep track of multiple versions if you update your contacts list regularly. Don't skip this step—you'll thank yourself later if you ever need to restore or reference these contacts offline.
Tips & tricks for perfectly exporting your Office 365 Suggested contacts
Here's what nobody tells you about making sure your Suggested Contacts export goes smoothly—and how to avoid common pitfalls along the way.
Browser Choice Matters: I've seen this trip up more people than you'd think—always use Chrome or Edge for exporting. Firefox sometimes has issues with CSV generation, and Safari can be unreliable. If you're on a Mac, make sure you're using the latest version of Edge for the most stable experience. Trust me on this, I've debugged this exact issue with friends who wasted hours trying to troubleshoot what was actually just a browser compatibility problem.
Double-Check Your Category Selection: In Step 2, when you're selecting which contacts to export, pay special attention to whether the "Suggested" category is actually available in the dropdown. Some Office 365 accounts might not show it by default, especially if you're using a business version with custom contact groups. If you don't see it, don't panic—just export all contacts and filter later in Excel. I've had to do this myself when working with corporate accounts that had custom contact management setups.
File Naming Strategy: The automatic filename Outlook gives you is fine for a quick backup, but for serious organization, I recommend adding the date right away. Use this format: SuggestedContacts_YYYYMMDD.csv. This makes it crystal clear which version is current when you're looking back at old backups. Pro tip: Create a dedicated folder called "ContactBackups" in your Documents folder—this keeps everything organized and easy to find when you need it.
Verify Before You Rely: After opening your CSV in Excel, don't just glance at it—do a quick scan of the first 20 contacts to verify all the key fields (Name, Email, Company) are present. I learned this the hard way when I discovered one of my exports was missing phone numbers because I'd accidentally selected a filtered view in Outlook. Take those 30 seconds now to save yourself potential headaches later.
Pro Tips for Microsoft Office 365 Suggested Contacts List Download
- Here's what nobody tells you about making sure your Suggested Contacts export goes smoothly—and how to avoid common pitfalls along the way.
- Browser Choice Matters: I've seen this trip up more people than you'd think—always use Chrome or Edge for exporting.
- Double-Check Your Category Selection: In Step 2, when you're selecting which contacts to export, pay special attention to whether the "Suggested" category is actually available in the dropdown.
Frequently asked questions
about downloading your Microsoft Office 365 suggested contacts list—here’s what you need to know!Can I download my suggested contacts list directly from Outlook?
Yes! You can export suggested contacts by using Outlook’s People feature. Navigate to People > Manage > Suggested Contacts, then select the contacts and choose Export to save as a CSV file. Alternatively, use PowerShell or third-party tools for bulk downloads.
How long does it take to export suggested contacts?
The export time depends on the number of contacts. For a small list (<100 contacts), it’s near-instant. Larger lists (500+) may take a few seconds to minutes. If the process hangs, try exporting in smaller batches or contact Microsoft Support for assistance.
What if my suggested contacts don’t appear in the export?
Suggested contacts may not always sync with your exported list due to permissions or sync delays. Try these fixes:
- Refresh your People list in Outlook.
- Check if the contacts are marked as “Suggested” (not added manually).
- Use the Advanced Find tool to locate missing contacts.
Is there a way to download suggested contacts without Outlook?
Yes! If you don’t have Outlook, use:
- Microsoft Power Automate to automate exports.
- Third-party tools like ExportContacts.io or Kutools for Outlook.
- Exchange Admin Center (for IT admins) to bulk-export contacts via CSV.
Will exporting contacts affect my Outlook performance?
No, exporting contacts is a lightweight process and won’t slow down Outlook. However, if you’re exporting thousands of contacts at once, your system may briefly lag. For large exports, break them into smaller batches (e.g., 500 contacts per file) to avoid performance hits.
Wrapping up and next steps
Downloading your Microsoft Office 365 suggested contacts list as a CSV file is a smart move to keep your network safe and accessible offline. Whether you’re preparing for a backup, migrating data, or simply organizing your contacts, this process ensures you’re always in control.
Now that you’ve got the steps down, take that extra step—review and clean up your list—to make it even more useful for your workflow.
Ready to streamline your contacts? Export your list today and enjoy the peace of mind that comes with a well-prepared backup! 🚀