How to save your Outlook 2019 / 2016 contacts to an Excel or personal folder (PST) file?

Version applicability: Outlook and Excel 2019, 2016; Office 265; Windows and MAC OS

Last updated: May 2018

Once a year, i consolidate a full list of all my contacts – both business and personal into a spreadsheet which i keep in a separate network storage at home.

In today’s quick tip, 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 with Excel or alternatively, to a personal outlook data file (PST). Both are pretty similar but serve a bit different purposes.

Export into an Excel CSV file

We’ll first learn how to export your contacts into an Excel CSV file, so you can edit and backup them as needed. You can then go ahead and import 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.

  1. Open Microsoft Outlook.
  2. Hit File.
  3. Select Open & Export.
  4. Select Import/Export.
  5. Select Export to a file.
  6. Hit Next.
  7. Now go ahead and select Comma Separated Values
  8. Hit Next again.
  9. Select your Contacts folder.
  10. Select Next.
  11. Provide a meaningful name to your contacts .csv file.
  12. Hit Next and you are done.

 Save contacts to a .pst file (Outlook Data file)

Special Bonus: Download the Free PDF version of our Outlook 2016 Tips and Tricks guide.

It might be a good idea to backup your contact people details into a PST file,  when you want to migrate your contact between different versions of Microsoft Outlook, or want to import contacts from Outlook to the Microsoft web application.

The process is quite similar to the one described above. Note that in step 6 – you’ll need to pick Outlook data file to create a contacts .pst file.

Convert / Export .pst into Excel (csv / xlsx / xls)

Note that you can also import .pst file contents into Microsoft Excel using Microsoft Outlook. Provided you have linked your pst file contents are visible in Outlook, then the process will be similar to the one we outlined in the previos section in this post.

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