Outlook keeps a contact exactly as it was saved. People change jobs, titles and phone numbers all the time, and the place they tell you is the signature on their next email. Here's how to tidy what you have, keep the details current from those signatures, and bring an updated list into Outlook.
Outlook doesn't change a contact when someone's signature changes: it keeps what was saved until you edit it. New Outlook and Outlook on the web hide exact duplicates for you, and classic Outlook has a way to clear them in bulk. To keep the details themselves current, the up-to-date version is in the signatures of the mail you receive. Sigbot reads those and keeps its own contact list current, and you can bring that list into Outlook as a CSV file whenever you want. Sigbot doesn't change your Outlook contacts itself.
| Editing in Outlook | Sigbot, then import | |
|---|---|---|
| Who's in it | The contacts you've saved | Everyone whose signature is in your mailbox, or your team's |
| When details change | You spot it and edit the contact | A newer email's signature updates the contact in Sigbot |
| Into Outlook | It's already there | Export a CSV and import it, as often as you like |
Two copies of one person is the commonest mess in a contact list, and every import or phone sync can add more. Each version of Outlook handles them differently.
With the duplicates gone, the rest is checking each contact against the latest email from that person, and typing in what changed. That's the part the next step does for you.
Sigbot reads the email signatures in Outlook and Microsoft 365 and turns each one into a contact. It keeps reading as new mail arrives, so its list changes when people's signatures do.
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Sigbot reads the signatures in your mailbox and files each person as a contact. Newsletters and no-reply mail wait in a review queue instead.
After that, Sigbot checks your mailbox for new mail by itself: every day on paid plans, every week on Free.
When someone's details change. If a newer email's signature has a different job title or phone number, Sigbot updates the contact and keeps their previous job titles and companies. Anything you've typed in yourself is never overwritten by a signature.
When someone moves company. They write from a new address, so they come in as a new contact. Merge the old and new contacts into one; merges can be undone.
Bounces. Addresses that bounce are flagged and left out of exports, so an old address doesn't find its way back into Outlook. Nothing is deleted automatically.
It only reads. Sigbot asks Microsoft for permission to read mail, which can't send, move or delete anything, and it doesn't write to your Outlook contacts. Most companies have IT approve it once, for everyone: our brief for IT admins has the approval link.
In Sigbot, choose Export Data > CSV (.csv) for the whole list or a selection. Then import that file into Outlook. Outlook won't change these contacts when Sigbot does, so import again whenever you want Outlook brought up to date.
Or skip the import. If what you really want is the right name on your phone when someone rings, Sigbot's phone apps can put the list straight into your phone's address book: caller ID from your Outlook contacts.
Every Outlook step above was checked against Microsoft's support pages on 25 October 2026. Microsoft changes its menus from time to time; if yours look different, these pages have the latest steps.
Outlook and Microsoft 365 are trademarks of the Microsoft group of companies.