Learn How to Export Outlook Emails to CSV – Best Guide

Why Export Microsoft Outlook Emails to CSV?

Cross-platform portability is one of the primary reasons users save Outlook emails as a CSV. Since PST files are tied to the Outlook profile, emails cannot be moved easily. CSV files have so many advantages and can help with:

• Easy storage of a large number of Outlook emails.
• Swift readability and universal data compatibility.
• Ideal to upload data in CRM, Power BI, legacy systems, etc.
• Auditing communication patterns across teams.
• Managing customer responses and filtering specific data.
• Converting Outlook mail archives to a structured, searchable database.

Key Note: The common platforms where you can use a CSV (Comma Separated Value) file are MS Excel, Google Sheets, other spreadsheet applications, and databases. With data segregated in the rows and columns (table) format, research and analysis get simplified, and email data becomes clearer.

Multiple Ways to Export Outlook Emails to CSV

There are two popular ways (a manual and a professional) for this email conversion, which we will discuss with the step-by-step guide as follows:

Saving Outlook Emails to CSV Manually

This is a widely used basic method well-known to many users who utilize Outlook’s built-in Import/Export tool. This default approach works for most users with a few lightweight Outlook emails or a single mailbox folder. Steps are:

1. First, start the Microsoft Outlook application on your PC.
2. Then, head to the File tab and within Info, click on Open & Export.
3. Further, choose Import/Export >> Export to a file >> Next.
4. Now, pick Comma-Separated Value (CSV) from the list and press Next.
5. After that, select the mailbox folder to export and click Next again.
6. Later, select the location with Browse to save the resultant CSV file.
7. Also, ensure to use the Map Custom Fields window to check the Date, Received, Sent, or Created fields.
8. At last, click Finish to complete the import process.

Shortcomings of the Manual Method

• The method only exports the emails and not the attachments included with them.
• Emails lose formatting, and fields are also not mapped correctly in the resultant CSV.
• Does not allow users to move multiple emails in a single go, i.e., no bulk support.

Export Outlook Emails to CSV Professionally

When you need to export thousands of Outlook emails at the same time without hampering the structure or formatting, use the SysInfo PST Converter Tool. This software supports structured, complete, and lossless export directly to CSV format. Additionally, it doesn’t specifically require Outlook, unlike the manual method, and also preserves the originality. Moreover, it offers numerous filtering options for duplicates, selective data, and attachments, making the export more convenient for users.

How Experts are Exporting Outlook Emails to CSV?

To know their fast export Outlook to CSV procedure, follow these steps:

1. Launch the Outlook Converter Tool and tap Next on the screen.
2. Then, choose the Outlook emails to export and upload them. Tap Next.
3. After that, select the email folders from the tree view once previewed and click Next.
4. Furthermore, choose CSV file format from the saving list and apply filters.
5. In the end, select a destination and click Convert to save Outlook emails as CSV files in no time.

Pro Tip: To better understand the software’s working and functionalities beforehand, use the Demo Version of the tool. With it, you can also convert Outlook emails to CSV (upto 50 per folder) at no cost.

Suggested Read: Import PST to Postbox

Conclusion

We discussed the importance of exporting Outlook emails in this blog and also discussed how CSV is a beneficial output format. The manual conversion method is simple but not suitable for huge mailboxes, requires the Outlook application, and demands time and effort. Whereas, with professional software like PST File Converter, all becomes streamlined and straightforward. You can export Outlook emails to CSV speedily, and no loss or mapping issues will occur in the process, even with bulk exports. Ultimately, you will have a clean and structured CSV just as required for your analysis and reporting.

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About The Author:

Simran Bhatia

Simran Bhatia is a technical content writer engaged in writing clear, concise, and SEO-optimized content. With a background in computer science and a passion for writing, I thrive to deliver complex technical content in simple layman terms.