Outlook is a popular email service for business communication and is often the first choice for large business users.

While it offers a wide range powerful features and integrations, Outlook doesn’t offer an easy way to parse/extract data from emails. Business data coming in via Outlook emails or attachments is usually extracted manually to Excel spreadsheets or other business applications.

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Why export emails from Outlook to Excel?

Emails contain a lot of vital business data. Businesses receive invoices, receipts, quotes, sales requests and more via email. It’s hard to organise and make sense of all that data on Outlook itself.

Exporting email data from Outlook to Excel allows businesses to examine all that data to gain valuable insights. You might also want to export Outlook emails to Excel simply to backup all your data or move to another email provider/server.

In this article we look at different ways to export data from Outlook emails to Excel spreadsheets. None of these methods is completely perfect, to be honest – formatting is often modified during the export.

We also look at how to automatically export Outlook emails to Excel without loss of data or formatting.

How to Export Outlook Emails to Excel

Here are some of the most used methods of exporting email data from Outlook to Excel:

Manually copy-pasting data from Outlook to Excel

Probably the dumbest approach here – but it still works.

Open emails or attachments one by one, copy all relevant data and paste into an Excel sheet.

Directly export from Outlook to Excel

Directly exporting emails from Outlook to Excel is pretty easy.

But this method will only retain plain text and basic links – all other formatting will be lost.

1. Open Outlook >> click on “File” >> and select “Open and Export”
2. Click on “Import/Export” >> select “Export to a file” >> and select Excel or csv as the file type
3. Select a destination folder to save the file in
4. Click “Finish”

Exit Outlook, open the folder and verify the Excel/csv file you just exported from Outlook.

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Automate your Outlook email to Excel workflows

You can automate your Outlook email to Excel workflows with an AI-based email parser or email extractor like Nanonets.

With Nanonets you can auto-forward all incoming emails to a Nanonets inbox. This will help perform bulk actions without having to open individual emails or attachments one at a time.

Nanonets can also help preserve original data formatting and extract only the specific data you need.

Here are the steps

Create an account

Sign up to get started with Nanonets.

Build a custom email data parser

Upload a few sample email screenshots, mark the data or fields that you want to extract and train a custom email parser.

The AI will learn to identify similar data based on the examples you show – the more the better. You can also define parsing rules to process the extracted data into appropriate output formats.

You might need more than one email parser to handle different use cases – e.g. lead data capture or invoice capture or extracting data from food delivery emails.

Create a Nanonets inbox

Set up a Nanonets inbox or receiving address. You will need to auto-forward all emails to this dedicated Nanonets inbox.

You could also set up an automatic import of files from cloud storage, databases or connect to other sources via an API.

Pro tip – You could also train an email parser to classify all your emails. This could help remove the manual step of forwarding select emails. You could just forward all incoming emails to your Nanonets inbox and the email classifier will do the rest.

Export as Excel or csv

Complete the entire workflow by selecting your preferred output format – Excel or csv (among other options).

You can also define where you want to save this exported file – in a specific desktop folder or in your cloud storage.

Takeaway

Exporting your Outlook emails to Excel has clear benefits – for data storage and analysis.

Doing this process manually will just not scale and is extremely labour intensive.

Email parsers and intelligent data extraction tools can help automate your Outlook email to Excel workflows. You can focus more time on data analysis and less on copy-pasting data into Excel!

Learn about the best email parsers here- https://nanonets.com/blog/best-email-parser/

Nanonets can also convert images to Excel.

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• Source: https://nanonets.com/blog/export-outlook-emails-to-excel/