How to Export Outlook Emails to Excel with Date and Time? 5 Proven Methods

Quick Answer: You can export Outlook emails to Excel by copying the message list directly into Excel, exporting Outlook data to CSV in Classic Outlook, or using VBA for customized date and time columns. For ongoing email tracking, Power Automate can automatically transfer Outlook email information to an Excel table. For large PST files, a dedicated PST converter can help extract email data in bulk.

In this guide, we will describe 5 reliable methods to convert Outlook email to Excel. Read them all one by one and choose the best as per your need. The best method depends on the number of emails you need to export and whether you want a one time export or an automated solution.

Table of Contents

• When Should You Export Outlook Emails to Excel?
• Methods to Export Outlook Emails to Excel
• Method 1: Copy-Paste Method
• Method 2: Using Import/Export Wizard
• Method 3: Automatically Export Using VBA
• Method 4: Extract Using Power Query
• Method 5: Convert Using a Professional Tool
• Video Tutorial
• Final Words
• Frequently Asked Questions

Which Method Should You Use to Export Outlook Emails to Excel?

Which method you will choose will depend on whether you need a few emails, an entire Outlook folder, custom date and time fields or an automated workflow.

Thus, after comparing the above methods, we can assume that copying the Outlook email list into Excel is usually useful for a small list of messages. CSV export method works best for a full folder export. And, if you need specific fields like received date, received time, sender, recipient, subject and attachment status, VBA or an automated workflow would be better.

Now, let’s understand these methods in more detail for complete clarity.

Method 1. Copy Outlook Emails to Excel with Date and Time

If you want to export Outlook email list to Excel with date and time, then Copy & Paste method is the fastest solution. Unlike other manual approaches, this method copies the visible email information to Excel immediately. And, it also includes important columns such as Subject, Sender, Received Date, Received Time, Size, and Categories (depending on the Outlook view you are using).

This is useful if you need to export a few emails and don’t want to create a CSV file or use other tools.

Steps to Copy Outlook Email to Excel

Step 1. Launch Outlook app and go straight to the folder which contains your emails that you need to export it into Excel.

Step 2. Choose the emails you want to export. Either press Ctrl + A to select all emails or select one emails at a time.

Step 3. Copy the selected emails. For this, press Ctrl + C or right-click the selected emails and choose Copy option.

Step 4. Now, open Microsoft Excel on your system and create a new worksheet.

Step 5. Here, paste the emails. For this, press the ctrl + V. Excel will paste the selected Outlook email list into rows and columns.

You have successfully copied Outlook emails to Excel with date and time without exporting a CSV file or using any third party application.

This method is especially useful when you want to export a list of emails from Outlook to Excel with date and time for various needs such as reporting, auditing or quick record keeping.

Note: The data copied to Excel depends on the columns that are currently shown in Outlook. If the Received Date or Received Time column is not there, add it before copying the emails.

Method 2. Export Outlook Emails to Excel (CSV) Using Import/Export Wizard

If you want to export Outlook emails to Excel without any third-party software, then the best method is to use the built-in Import/Export Wizard in Outlook. It exports your mailbox data to a CSV (Comma Separated Values) file that you can easily open in Microsoft Excel.

This method is useful if you need to export Outlook emails to CSV, export an Outlook email list to Excel, or create a spreadsheet containing email information such as sender, recipient, subject, received date, and time.

If you need a structured Excel report, CSV export can provide available email metadata and list information. However, Excel is better suited to email metadata and structured fields than storing complete email message bodies in a spreadsheet.

Steps to Export Outlook Emails to Excel Using CSV

Step 1. Run Classic Outlook on your system and click File tab.

Step 2. Now go to Open/Export option.

Step 3. On the right side menu click Import/Export.

Step 4.  A new tab will open, which looks the same in all Outlook version. Click “Export to file”.

Step 5. Now choose Comma Separated Values from Export to a File window and click Next.

Step 6. Select the mailbox folders you want to export into Excel.

Step 7. Click on ‘Browse’ to choose the location where you want to save the CSV file & click Next.

Step 8. Now, click on the Map Custom Fields option and verify correctly.

If any field is missing then drag and drop it from left panel to correct destination field and click the Finish button.

Now, Outlook will begin exporting the selected folder and the required depends on the size of your mailbox.

Once exported, go the folder where you have chosen to save the CSV file.

Double-click on it and open it in Excel.

If you need to transfer Outlook email information to Excel automatically, VBA can automate the extraction of selected email fields into a worksheet.

Method 3. Automatically Export Outlook Emails to Excel Using VBA

If you regularly export Outlook emails then using a VBA which stands for (Visual Basic for Applications)macro is a method that will be useful for you. VBA method automates the process and it can export email details like Subject, Sender, Recipient, Received Date & Time and other things to Excel sheet directly.

The VBA macro automatically connects with Outlook and Microsoft Excel. Once it get access then it reads the emails from your selected Outlook folder and create an excel worksheet of the same details. It is useful for bulk export, just run it for once and it will export your Outlook emails to Excel automatically.

Steps to Extract Outlook Emails with Dates to Excel

Step 1. Open Microsoft Excel on your system and create a new blank worksheet.

Step 2. Now, press, Alt + F11; it will open the Microsoft VBA editor.

Step 3. Next, click Insert tab in the menu and choose click Module option.

Step 4. Now, copy the following code and paste into the module.

Sub ExportOutlookEmailsToExcel()

Dim olApp As Object
Dim olNamespace As Object
Dim olFolder As Object
Dim olMail As Object
Dim xlSheet As Worksheet
Dim i As Long

Set xlSheet = ThisWorkbook.Sheets(1)

xlSheet.Cells(1, 1) = “Subject”
xlSheet.Cells(1, 2) = “Sender”
xlSheet.Cells(1, 3) = “Received Date & Time”

Set olApp = CreateObject(“Outlook.Application”)
Set olNamespace = olApp.GetNamespace(“MAPI”)
Set olFolder = olNamespace.GetDefaultFolder(6)

i = 2

For Each olMail In olFolder.Items

If olMail.Class = 43 Then

xlSheet.Cells(i, 1).Value = olMail.Subject
xlSheet.Cells(i, 2).Value = olMail.SenderName
xlSheet.Cells(i, 3).Value = olMail.ReceivedTime

i = i + 1

End If

Next

MsgBox “Export Completed Successfully!”

End Sub

Step 5. Next, press the F5 button to run the Macro.

Step 6. Now, the macro has begin exporting Outlook email information into Excel.

Step 7. Once the process completes, you will get output Excel sheet look like this;

Now, access it and sort it as per your need.

Important: Perform these steps only if you have VBA knowledge and not recommended for non-technical users.

Method 4. Extract Outlook Emails to Excel Using Power Query

Microsoft Excel’s Power Query can connect Outlook/Exchange email data with Excel, making it useful when you want Excel to get data from Outlook, refresh the data, and work with structured email information.

Steps to Export Outlook Emails to Excel Using Power Query

Step 1. Launch Microsoft Excel on your computer and create a new workbook.

Step 2. Go to the Data tab and click Get Data >> From Online Services >> From Microsoft Exchange Online.

Step 3. Next, sign in with your Microsoft Account. If asked, then sign in using the same Microsoft account connected with your Outlook mailbox.

Step 4. Now, choose the folder you want to export into Excel. Power Query will display a preview of the available email data.

Step 5. Here, select the columns you want to load into Excel sheet.

Step 6. Now, filter your data as per the following options.

Step 7. Lastly, click the Home button >> Close and load.

In a few minutes, depending on your mailbox size, the excel will create a table containing your Outlook emails.

Note: It will also get updated when new emails arrive. It is useful for weekly or monthly reporting.

Method 5. Convert Outlook Emails to Excel with Date and Time Professionally

After going through the above methods, we have understood that these manual methods work for small mailboxes. Also they have limitations, such as some don’t export attachments, some need technical knowledge etc. And most of them get slow when exporting thousands of emails.

If you are looking to export all emails from Outlook to Excel with date and time in a quick and accurate way, then a professional solution like Advik Outlook PST Converter is more practical. It simplifies it and allows you to export large Outlook mailboxes without multiple manual steps.

Also, it maintains the complete mailbox folder hierarchy without modifying its originality. Plus, all the key elements (such as cc, bcc, date, time, signature, hyperlinks, etc.) of emails will be preserved without losing any single bit of information.

Steps to Export List of Emails from Outlook to Excel

Step 1. Run the software on your Windows computer and read the instructions.

Step 2. Once the software detects your Outlook profile then, click the Next button.

Step 3. Thereafter, choose the required mailbox folders and click Next.

Step 4. Select CSV from the saving options list.

Step 5. Choose a destination location & encoding format to save the resultant CSV file.

Encoding Format: Select either UTF-8  or UTF-16 to save the exported CSV file in the proper character encoding. The UTF-8 encoding is the most suitable to display special characters and foreign language email content correctly.

Step 6. Click on the Next button to begin the exporting process.

Soon, the software will export all your selected Outlook emails into Excel CSV file format.

Now, you can open and access Outlook emails in Excel Spreadsheet.

What Does the Exported Outlook Data Look Like?

This sample excel file can contain different fields depending on the method you use.

Here is what a typical email tracking spreadsheet might look like:

The fields you can use depend on the Outlook folder, the export method, and whether you are doing a standard export or a customized extraction.

Learn How to Export Outlook Emails to Excel with this Video Guide

Prefer to watch instead of read? Watch the video below to learn how you can extract email data from Outlook to Excel with date and time using Advik Outlook PST Converter. Follow the steps to quickly convert Outlook email data while preserving important email information like sender, subject, and received date.