How to Save and Export Outlook Emails to Excel – Step-by-Step Guide

Summary: For support teams responsible for client communications, tracking pending follow-ups is crucial. The best way is to export Outlook emails to Excel. This way, they can systematically prepare an actionable list. In this comprehensive blog, we have curated a few techniques to save and export the emails to an Excel spreadsheet. Since Outlook does not have a built-in feature to do this conversion, a professional PST Converter will be used. Before starting to explore the solutions, let us first look at why to save emails in Excel format. Keep on reading the blog. 

Why Convert Outlook Email to Excel Format?

• With Excel, one can structure their email data into rows and columns. This way, they can quickly analyze the data, saving time. 
• Once emails are imported into an Excel sheet, users can create detailed reports for better decision-making.
• By converting emails to Excel, you can monitor pending tasks by setting reminders.
• During compliance or audit documentation, companies can quickly refer to the structured emails in Excel.
• Moreover, this conversion is also helpful for marketing teams in organizing mailing lists.

Multiple Methods to Export Outlook Emails to Excel

There are two ways by which we can import Outlook emails into an Excel spreadsheet. The first method is a manual approach that uses Outlook. And, the second one is an automated method that does not require Outlook.

Export Email Address from Outlook to Excel Manually 

Using Outlook’s Import/Export feature, we will first export emails into a CSV format that Excel can read. This method is suitable for exporting medium to large volumes of emails. 

The following are the manual steps to begin the export process:

1. Open the Outlook application.
2. Then, press File > Open & Export > Import/Export > Export to a file.
3. After that, choose Comma-Separated File (CSV) and tap Next.
4. Now, select the folder you wish to export and click Next to continue.
5. Next, specify a destination path, name the file, and hit Finish to proceed further.
6. Launch Excel, go to File > Open/Data > From Text/CSV. 

Limitations: Attachments are not exported in this process. This process only exports the emails. Once the email data is exported to Excel, you need to manually adjust the data. 

Manually Save Outlook Emails to Excel by Drag and Drop

It is a quick and simple way to save your Outlook emails in Excel format. This particular method is used by those who are managing only a small number of emails. 

Here are the instructions to start the procedure:

1. To start with, open both Outlook and the Excel sheet side by side.
2. In Outlook, select the email(s) that you want to export. You can either choose specific emails or select all.
3. Now, drag the selected emails and drop them into an Excel sheet.
4. The Excel application will automatically create rows and columns for the email data. 
5. Though it needs a manual adjustment depending on the user’s requirements. 

Limitations: The process only captures the relevant email details like Subject, Sender, and Date. It does not export the email body and attachments. Also, the drag-and-drop method is useful for handling small batches of emails.

A Specialized Tool to Bulk Export Outlook Emails to Excel

With the PST Converter Tool, users can effortlessly export their Outlook emails to Excel CSV format. The converter tool converts the Outlook PST file into various file formats and email services. Also, it carries out the migration, ensuring no data loss. Moreover, this tool is equipped with advanced functionalities that make the process personalized. 

Simple steps to transfer Outlook email to Excel:

1. To begin with, download and open the conversion tool on your system.
2. Now, pick the Single File option and hit Next to continue.
3. After that, use the Select Files option, locate the desired PST file, and Open it.
4. Then, choose the desired files or folder, preview them, and click Next.
5. From the available output File Format, select CSV and apply the filters if required.
6. Lastly, click on the Convert button to complete the conversion process.

Conclusion

The Outlook email conversion to Excel format is crucial for quick data analysis and monitoring follow-up tasks. While manual methods export less data, it is still effective and cost-friendly. On the other hand, the automated PST Converter Tool allows conversion with smart filters. It also makes sure to export Outlook emails to Excel without any data loss. Review the steps of both methods outlined above and choose the best one as per your need.
You May Also Read: Extract All Email Addresses from Outlook

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