Version applicability: Outlook and Excel 2019, 2016; Office 365; Windows and macOS
Last updated: October 2019
Once a year, i typically consolidate a full list of all my Outlook contacts – both business and personal into a spreadsheet which i keep in a separate network storage.
In today’s tutorial, i will describe a very simple procedure that will allow you to save your Outlook 2016 contact persons list into an comma separated values (CSV) file, which you can edit using Microsoft Excel or alternatively save backup your contacts into a personal outlook data file (PST). Both are pretty similar but serve a bit different purposes.
We’ll first learn how to save your address book contacts into an Excel CSV file, so you can backup them as needed. You could then edit the list as needed and then import and sync them into your Iphone or Android phones and into third party services like GMail, Yahoo Mail or even your MAC Icloud. Business users might also import their CSV files to other Outlook mailboxes served by Microsoft Exchange.
Here’s the process you should follow to backup your address book contacts:
Sometimes, you might want to migrate your contact between different versions of Microsoft Outlook, or import contacts from Outlook to the Microsoft Outlook.com web application. In this case, you might opt for exporting your Contacts people list to an Outlook Data file, commonly referred as .pst.
The process is quite similar to the one described in the previous section. Note that in step 6 – you’ll need to pick Outlook data file to create a contacts .pst file.
If you already have a .pst file, you can import its contents into Microsoft Excel using Microsoft Outlook. Provided that your pst file contents are visible as part of your Contacts folder in Outlook, then the process will be similar to the one we outlined in the previous section in this post.
Using the same process outlined above, you are able to backup your calendars into Excel or PST files. Follow the steps outlined above, except that in step 9 instead of picking a Contacts folder you should pick a calendar – either personal or shared.