Many users need to convert Outlook to CSV to convert email data to convert it into the excel type files just to read data in comma-separated values. CSV files are a compact format for Excel, CRM systems, and compliance tools.
To save Outlook to CSV for audits, report management, data migration, or email data preservation. Since Outlook stores emails in OST & PST file formats, making it though for reading the exact data or write it in the Excel file. This blog explains why users convert Outlook data, what challenges exist, and how to choose the best methods to convert Outlook to CSV accurately, including manual and automated methods.
Most of the companies and consumers handle a large volume of email data daily. Just to analyze sale-purchase records, or a contact list of the mail clients for easy conversation, so that emails can be sorted, filtered, and reviewed in spreadsheet applications. CSV files are widely accepted across business tools, making them ideal for data exchange and report making.
Another major reason to export Outlook emails to CSV is legal presentation. During audits or investigations, Emails must be presented in a readable and standard format in court. CSV files preserve email’s essential attributes such as sender, recipient, subject, and timestamps, helping with easy readability.
There are multiple ways to save Outlook to CSV, depending on the file type, like OST & PST. Manual methods only work when Outlook is installed and configured, and only a few Outlook Versions supports CSV export functionality. The manual methods are usually suitable for small datasets.
Professional solutions offer a more reliable approach to save Outlook to CSV, especially when dealing with bulk data or offline files. They allow users to preserve folder hierarchy, metadata, and email formatting during conversion.
Here are four suitable ways to convert Outlook to CSV, starting with the manual solutions:
Outlook Import/Export Manual Method
Manual Copy–Paste in Spreadsheet
Save-As Manual Method
Using a Professional tool
Note: Always create a backup before conversion, since OST & PST files usually contain important data.
Launch Outlook and
Go to File → Open & Export → Import/Export.
Select Export to a file to start the export process.
Choose (CSV) as the saving format.
Select the required email folder from the mailbox.
Browse a destination path and complete the export.
Pros:
Built-in feature available in Outlook
No additional software installation required
Cons:
Only one folder can be exported at a time
Subfolders are not included automatically
Outlook must remain responsive during export
Open emails individually in Outlook.
Copy sender, subject, and message details manually.
Paste the copied data into the Excel sheet.
Repeat the process for each email.
Save the spreadsheet in CSV format.
Pros:
Works without any export tools
Suitable for exporting a few emails
Cons:
Extremely time-consuming for large data
High chance of missing or incorrect data
Not practical for business use
Open Outlook and Excel side by side.
Select multiple emails from the mailbox.
Drag emails directly into Excel rows.
Adjust columns for email attributes.
Save the Excel file as CSV.
Pros:
Faster than the copy-paste method
No technical knowledge required
Cons:
Drag-and-drop may not work in newer Outlook versions
Attachments and metadata are excluded
Inconsistent formatting issues may occur
|
Outlook Version |
Import/Export |
Copy–Paste |
Drag & Drop |
|
Windows (Classic) |
Yes |
Yes |
Yes |
|
Windows (New) |
No |
Yes |
No |
|
Mac (Classic) |
No |
Yes |
Yes |
|
Mac (New) |
No |
Limited |
No |
We recommend using the SysTools PST converter tool, which allows users to export Outlook emails to CSV format along with important attributes such as sender, subject, date, and time. It supports bulk export and helps save mailbox data locally in a structured CSV file, making it suitable for business, compliance, and data analysis needs.
Steps for Windows:
1. Download and install the SysTools PST to CSV converter on your system.
2. Launch the software and choose the preferred interface language.
3. Click Add File or Add Folder to load Outlook mailbox data.
4. Select required emails or choose the complete mailbox.
5. Choose CSV as the export format from the list.
6. Click Browse and select the destination path.
7. Apply optional filters if required.
8. Click Export to complete the conversion.
Don’t worry, there are Steps for Mac users also:
1. Download and install the tool on your Mac system.
2. Launch the software to begin the export process.
3. Click Add File or Add Folder to load mailbox data.
4. Select the required email items from the tree structure.
5. Choose CSV as the output format.
6. Enable separate CSV file creation if needed.
7. Click Change to select the destination location.
8. Click Export to generate the CSV file.
Allows bulk export of emails in one go
Maintains email attributes like sender, subject, date, and time
Saves emails in a structured CSV format for easy analysis
Works efficiently with large mailboxes without performance issues
Eliminates manual effort and human error
Supports selective export using filters and item selection
Suitable for business and legal requirements
Compatible with both Windows and Mac systems
Q1. How can we convert OST and PST to CSV manually?
A. Yes, we can easily export Outlook data to CSV manually. Follow these steps:
Open Outlook on your system.
Go to File → Open & Export → Import/Export.
Select Export to a file and choose CSV.
Pick the required folder and complete the export.
Q2. Is manual ways for CSV conversion suitable for large mailboxes?
A. No. Manual methods are slow and difficult to manage when exporting large amounts of Outlook data. They also offer limited filtering and control, which increases the risk of errors.
Q3. What data is included when we save PST to CSV?
A. CSV files contain text-based email information such as sender, recipient, subject, date, and message body. Attachments and rich formatting are not included.
To save PST and OST to CSV, users should first consider the size of the mailbox and the purpose of export. Since manual methods are useful for small and one-time tasks only. They become slow and unreliable when working with large sets of data. An automated solution provides a faster and safer way to Export MS Outlook mails to CSV with better accuracy. It also helps maintain data structure and easy understandability of the data. Choosing the right method ensures smooth exports and long-term usability for business, legal, and personal needs.
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