Export Outlook Emails to Excel: 4 Methods for Mac, Win & Web
Fact-checked and reviewed in accordance with our Editorial Policy
Summary: Exporting Outlook emails to Excel Spreadsheet with Date, Time and Attachments is a required in business setup for data analysis, maintaining records, uploading to CRMs and even when migrating to new servers.
You can get a clean, precisely mapped and specific email export from Outlook New, Classic, Web (Outlook.com) on Windows and Mac using In-Built Import/Export Tool (only for Outlook Classic – Desktop), VBA, Copy-Paste, and Professional Solution. Below are the steps mentioned to meet all your requirements.
Maximum users are Microsoft Excel friendly, and they are required to manage information or data into Excel Spreadsheet tables for interpreting the outcome and getting distinct results. If the user is using Outlook as an email client and wonders how to export Outlook emails to Excel with date and time.
Related Outlook Export Guides:
What Are the Needs & Advantages to Save Outlook Email as Excel?
One of the safest ways to send information data is by using the export to Microsoft Excel function. You can organize the discussions into a database thanks to the structure of the spreadsheet. You will be able to search for historical contacts and exchanges using a variety of characteristics, such as the date and context of the search.
- Exporting Outlook messages to Excel helps in filtering the mailbox for only needed messages – using option like sorts, data can be visualized in the pie and bar graphs for presentation needs.
- Businesses export important Outlook emails relevant to Sales Inquiries, Complaint, Job Application Submission which are required to be collected separately for easy access in the form of list, track timeline of a project or to import into CRM & Email Marketing applications.
It is also a good idea to think about using a spreadsheet as a backup solution. Any information from Outlook that might be useful in the future ought to be duplicated. You may need to retrieve certain discussions at some point in the future, whether for private or legal reasons. You will have the MS Excel file as a backup in the unfortunate event that the data is lost due to a problem with the server (which would be a horrible situation!).
Choose Best Method to Convert Outlook Emails to Excel for Your Needs
| Factor | Built-in Import/Export Wizard | Copy-Paste | VBA Script | Professional Solution |
|---|---|---|---|---|
| Suitable For | Only Outlook Classic or Outlook.com emails in Outlook Classic | Small Batches of Outlook Emails | Selective Bulk Export from Outlook Classic to Excel Spreadsheets | Bulk Export Outlook New, Classic, Web & Mac emails to MS Excel |
| Bulk email export | Possible – but only one Outlook folder at a time | Not Suitable | Possible | Possible |
| Data Filtering | Not Available | Manual Selective Export | Yes – Date Range, To, From | Yes – Date Range, To, From and Subject Keywords |
| Export Outlook Emails to Excel With Attachments | No | No | No | Yes (Saved separately) |
| Cost | Free | Free | Free (but require VBA skills) | Paid with free demo up to 25 emails |
Note: PowerQuery in MS Excel is not suitable to export all emails from Outlook to Excel as it will only fetch data from Exchange Server to Excel or Office 365 mailbox to Excel and not other IMAP connected accounts like Gmail, Yahoo, Business emails etc. However PowerQuery in MS Excel can be a great way to automatically/continuously synchronize Exchange Server or Office 365 mailbox data with Excel when the mailbox is configured in Outlook.
Method 1: Using the Import/Export Wizard to Export Outlook Emails to Excel
It is most suitable free method to export Outlook emails to Excel in bulk. Here are the steps:
- First, run MS Outlook on your system and choose File.
- Then, select Open & Export >> Import/Export option.
- Choose Export to a file and click the Next button.
- Pick the Export Outlook Emails as Comma Separated Values option and tap Next.
- Select an email folder and hit the Next button.
- Use the Browse option and set a specific destination path.
- Type a name for the exported file and click Finish.
- Exporting emails from Outlook PST to Excel format.
- Open the destination folder and get the resultant file.
- Right-click on the exported file and open with Excel.
Suggestion: If you specifically want to save Outlook emails in XLS/XLSX format, open the exported CSV file in Excel and use Save As to select the required Excel format.
Method 2: Using Copy and Paste Convert Outlook Emails to Excel
For small batches of emails (up to 50 emails) a quick solution for saving Outlook emails from New, Classic, Mac or Outlook Web to Excel spreadsheet is direct copy-paste. It is a suitable method for one-time extraction and does not require you setup automation.
- Open your Outlook email folder on the desktop or login via OWA.
- Select the Outlook emails you want to save in Excel. Press Ctrl + A to select all emails (or hold Shift/Ctrl to pick specific ones) [shortcuts for easy bulk selection].
- Press Ctrl+C to select emails.
- Create a new spreadsheet in Excel and press Ctrl+V.
- You will get the following fields – From, Subject, Received, Size, Categories.
- In case you need to export Outlook emails to excel with Time and message body – you will have to manually copy and paste them separately.
Method 3: VBA Script to Export Outlook Emails to Excel
Using VBA scripts helps you specifically export email data from Outlook to Excel eg: from a particular sender, between a date range and from a specific folder natively without manual efforts or any third party application.
This method is suitable for classic Outlook for Windows. You can also transfer Outlook Web emails to Excel after configuring the account in Outlook desktop.
- Open Outlook Classic for Win desktop.
- Click on File >> Options and go to Customize Ribbon.
- Enable the check box for Developer under the Main Tab and press OK.
- Go to Developer >> Macros.
- Enter the Name ExportEmailsToExcel and press Create.
- Enter the VBA script to extract email data from Outlook to Excel.
Option Explicit
Sub ExportEmailsToExcel()
Dim OutlookFolder As Object
Dim OutlookItems As Object
Dim OutlookItem As Object
Dim Recipient As Object
Dim ExcelApp As Object
Dim ExcelBook As Object
Dim ExcelSheet As Object
Dim Row As Long
Dim ToList As String
Dim CCList As String
Set OutlookFolder = Application.ActiveExplorer.CurrentFolder
Set OutlookItems = OutlookFolder.Items
'Create Excel workbook
Set ExcelApp = CreateObject("Excel.Application")
Set ExcelBook = ExcelApp.Workbooks.Add
Set ExcelSheet = ExcelBook.Worksheets(1)
'Column headings
ExcelSheet.Cells(1, 1).Value = "From"
ExcelSheet.Cells(1, 2).Value = "To"
ExcelSheet.Cells(1, 3).Value = "CC"
ExcelSheet.Cells(1, 4).Value = "Received"
ExcelSheet.Cells(1, 5).Value = "Subject"
ExcelSheet.Cells(1, 6).Value = "Folder"
Row = 2
'Process emails in the selected Outlook folder
For Each OutlookItem In OutlookItems
If OutlookItem.Class = 43 Then
ToList = ""
CCList = ""
'Read recipients
For Each Recipient In OutlookItem.Recipients
If Recipient.Type = 1 Then
If ToList <> "" Then ToList = ToList & "; "
ToList = ToList & Recipient.Name
End If
If Recipient.Type = 2 Then
If CCList <> "" Then CCList = CCList & "; "
CCList = CCList & Recipient.Name
End If
Next Recipient
'Write data to Excel
ExcelSheet.Cells(Row, 1).Value = OutlookItem.SenderName
ExcelSheet.Cells(Row, 2).Value = ToList
ExcelSheet.Cells(Row, 3).Value = CCList
ExcelSheet.Cells(Row, 4).Value = OutlookItem.ReceivedTime
ExcelSheet.Cells(Row, 5).Value = OutlookItem.Subject
ExcelSheet.Cells(Row, 6).Value = OutlookFolder.Name
Row = Row + 1
End If
Next OutlookItem
'Format worksheet
ExcelSheet.Rows(1).Font.Bold = True
ExcelSheet.Columns("A:F").AutoFit
'Show Excel
ExcelApp.Visible = True
MsgBox "Email export completed.", vbInformation
End Sub
- Under the VBA script editor click on File >> Save the script and Run.
What Are the Drawbacks of the Manual Method?
- The manual approach is a time-consuming process. It takes a lot of time for users due to its complexity.
- There is no option available to export emails from Outlook to Excel with date and time range filters.
- This freeware method allows you to convert email to Excel from a single folder at a time.
- Home users will not be able to accomplish this task with the help of this technique. It requires technical knowledge for the completion of the task.
- It doesn’t guarantee 100 % accuracy of results to export Outlook Emails to Excel Spreadsheets.
- There are chances of data loss if the user uses a manual solution for fulfilling this task.
BitRecover Specialized Solution to Export Outlook Emails to Excel from Any Version
Manual methods like VBA script and in-built Import/Export Wizard are either limited to Outlook Classic/ Web account or are only suitable for limited emails. Alternatively use BitRecover automated utilities to save Outlook email from New, Classic, Outlook Web Account or Outlook Mac to Excel spreadsheet with multiple fields like To, From, Date & Time, Message Body, Subject, Folder/Category and attachments saved separately. You can also save specific emails from Outlook to Excel based on date range, sender & receiver addresses and even keywords that are not possible to automate manually.
Download the Specific Tool For Your Outlook Environment:
For Outlook Desktop New & Classic On Windows
If your environment is Outlook application New or Classic using the tool you can directly convert emails from Outlook to Excel using BitRecover Outlook PST Converter Tool. Here are quick steps to follow:
Note: For Outlook New you will first have to export Outlook mailbox to PST
- Download the tool via the Link above.
- Choose:
- Convert configured Outlook mailbox data – for Outlook Classic (direct fetch)
- Let me select my Outlook mailbox data – Outlook New & select PST files exported from Outlook New.
- Select Outlook Mailbox data that you need to export to Excel Spreadsheet.
- From the Saving option choose CSV.
- Use advanced filter settings and press Convert.
- Open the CSV with excel.
For Outlook Web Application
BitRecover Outlook.com Backup Tool is a secure automated tool that lets you transfer Outlook emails to Excel with OAuth authentication.
- Download the tool.
- Enter your Outlook.com email ID i.e. the account accessed via Outlook Web.
- Connect with OAuth.
- Select the Outlook email folders to be saved in Excel.
- Choose CSV as the saving option and press Convert.
- Finally access the file of extracted Outlook data in CSV via opening with Excel.
Automated BitRecover Tool to Export Outlook Emails to Excel Mac
Download the Mac-compatible BitRecover OLM Converter to process Outlook for Mac mailbox data and save emails in Excel format with the required fields.
- Export Emails from Outlook Mac to OLM format.
- Launch the tool and select Files or Folder with Outlook for Mac OLM data.
- Select the emails >> Apply Folders.
- Choose CSV as the Saving Option & press Convert.
Why Professional Tool Instead of Manual Method?
- Works with Outlook Data Files, Outlook New, Classic (2024/2021/2019/2016), Mac and Web.
- Bulk export Outlook emails to excel spreadsheets from multiple folders like Inbox, Sent Items, custom folders, archives, etc. simultaneously without any size limitation.
- Export attachments separately while retaining the associated email information.
- Produce organized rows and columns instead of requiring users to clean and arrange the data manually.
Often Inquired Questions
Q 1: How do you export emails from Outlook to Excel with date and time?
- Launch Outlook email to Excel export tool.
- Add MS Outlook profile data in software GUI.
- Select the required Outlook folders to export.
- Set date and time filters accordingly.
- Click Convert to export Outlook to Excel Sheet.
Q 2: Can I only convert Outlook email to Excel from the Inbox folder?
Yes, before converting Outlook emails to Excel, you can check only the required according to your choice.
Q 3: Can email data be extracted from Outlook to Excel Sheet via a specific sender?
Yes, you can add the sender’s email address as per your choice to export emails from Outlook to Excel Spreadsheet.
Final Verdict
In this blog, we have discussed how to export Outlook emails to Excel. We have addressed 4 different methods to accomplish this task effortlessly. Both manual and non-manual approach is mentioned here. As said above manual approaches are not a good solution for business professionals. Therefore, it is best to use BitRecover software to complete this process.
We hope after reading this blog, the user will not face any issues in performing this task.
About the Author
