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How to Export Emails from Office 365 to Excel?

Published By Ashwani Tiwari
Tej Pratap Shukla
Approved By Tej Pratap Shukla
Published On March 22nd, 2024
Reading Time 7 Minutes Reading

Overview: Learn how to export Emails from Office 365 to Excel. This can be a little tricky for some users. But do not worry because, in this technical write-up, you will learn about the easiest way to complete this task.

Table of Contents:
  1. Reasons of Exporting Emails from Office 365 to Excel
  2. What are the Methods of Exporting
  3. Manual Method- Export Office 365 Mailbox to Excel
  4. Drawbacks of the Manual Solutions
  5. Automated Method- Export Emails from Office 365 to Excel
  6. Conclusion

First of all, users must have a backup of their data as Microsoft doesn’t provide any facility to save Office 365 files including contacts and calendars. Therefore, the users will not be able to access their files in case of corruption, unavailability of server, or absence of internet connection. Hence, it becomes extremely important to export contacts/calendars from Office 365 to Excel.

Why Export Contacts/Calendars from Office 365 to Excel?

  • While exporting Office 365 data to Excel is a convenient option for backing up the documents. Exporting data to Excel is a reliable solution as you can also access the data offline.
  • By exporting the Office 365 data you can protect the data from different attacks like ransomware etc.
  • This practice can define the low risk of missing data like appointments etc.
  • Excel is a powerful data analysis tool that can used to analyze your contacts and calendar data. You can perform various filters like sorting, filtering, creating charts, etc.
  • Excel files can be easily integrated into the various programs and system applications. This makes the solution reliable for users and allows them to export their Office 365 emails to Excel format.

Also Read: Export Outlook Contacts to Excel

Methods to Export Office 365 Data Files into Excel?

There are two methods through which you can export the data of Office 365 mailbox to Excel. Manual method and the automated solution.

The manual method has the option to export the Office 365 data files but side by side it also has disadvantages. As far as professional solutions are concerned, it is the most convenient way to export without any fear of data loss.

So let us discuss both methods one by one. After that choose your reliable method as per your requirements.

Method 1- Export Office 365 Mailbox to Excel Manually

“How to export emails from Office 365 to Excel” is the most common query of those users who have the daily handling of Office 365. This is so because Office 365 offers various features which attract users. After discussing all the obvious reasons for exporting, many users ask for the methods.

So, let’s discuss the manual method first.

Steps to Export Office 365 Emails to Excel via Import/Export Method

  • Step 1- First, open the web browser and then sign in to your Office 365 account. Then, provide the credentials of the Office 365 account.
  • Step 2- Navigate to the Outlook application and open the files menu select “Open & Export
    tap on open and export
  • Step 3- Now, hit “Import/Export” option as mentioned below
    import and export
  • Step 4- Then, choose “Export to a file” and click “Next“.
    export to a file
  • Step 5- Choose the folder that you want to export.
    select the email folder
  • Step 6- Afterthat, browse to the location where you want to save your CSV file.
    browse the path
  • Step 7- Tap on the start export. Once the export is complete open Excel and navigate to the location where you have saved the CSV file.
  • Step 8- Now you can simply organize the emails of Office 365 in the Excel sheet.

After performing all these steps you can simply export emails from Office 365 to Excel but surely it has drawbacks as well.

Drawbacks of the Manual Solutions

  • This process requires the user’s time as it is very time-consuming, especially when dealing with a large volume of emails.
  • By transferring the Office 365 data manually there is a chance of happening of human errors such as selecting of wrong emails or incorrectly configuring export settings.
  • This manual option does not provide you with any kind of advanced features while exporting.
  • It might be technically sound for users who don’t have deep knowledge of technology.

Method 2- Export Emails from Office 365 to Excel Via Professional Solution

Now as you want to export Microsoft Office 365 emails to Excel, there is no direct method to export the data. But we have one option for our users. What you can do, is simply export the Office 365 mailbox to PST file format and then transfer it into CSV file format.

So, if you want to export your Office 365 emails to Office 365 through a professional solution then you have to perform the steps in two phases.

Phase 1- Export Your Office 365 Emails to Outlook file format

For this, you first simply need to download and install the Office 365 Export tool and perform the steps which are mentioned below:

Download Now Purchase Now

  • Step 1- First provide the source as Office 365 and the Destination as Outlook.
    select source and destination to export emails from office 365 to excel
  • Step 2- Then, select a category from the workload selection bar and apply date range filter options.
    select category and apply date-range filter
  • Step 4- Now provide the details like email ID and application ID of Office 365 and valid the required permissions.
    provide Office 365 Email ID and Application ID and Validate
  • Step 5- Next, add a backup folder path and validate certain permissions to the software.
    add backup folder path and validate
  • Step 6- Now, there are multiple ways to add users from the source account i.e. import users, fetch users, and download template.Select import user, Fetch Users, Download Template
  • Step 7- Next, you’ll find the Show Selected toggle, which shows the list of users you’ve chosen. You can also look for a particular mailbox and select the user to export. you can view the list of selected users
  • Step 8- Finally, click on Start Export to export Office 365 emails.  click on Start Export to export office 365 emails

Now, let’s move forward toward the 2nd phase.

Also Read: How to Import Skype Contacts to Outlook in 2020?

Phase 2- Converting PST Files to Export Into Excel

For this type of conversion, you need to have here a professional solution PCVITA PST Converter Software. 

You can simply use this tool to convert PST to CSV file format without any data loss. This software can easily export your entire data from Outlook mailbox and save it locally. 

Download Now Purchase Now

Follow the steps Mentioned Below to know the working of the software:

  • Step 1-  First download and install the software and click on add files which you want to convert.add file
  • Step 2-  Now, select the file or search the file as per your requirements and click or search file
  • Step 3- Here you can export specific emails or the complete mailboxselect export selected
  • Step 4- Now select the CSV export option and tap on export select the export option
  • Step 5- Now browse and choose the destination. browse and choose the destination
  • Step 6- Lastly, select the necessary checkboxes to proceed with the export process. tick the options and tap on export option

After performing all the steps what you finally need to do is :

  • Simply just open the CSV file saved on your system.
  • Tap on the save option in the top left corner.
  • there you will see the option of saving a CSV file in Excel format. 


And there you have it. Here in this guide, we have explained to you both manual as well as automated solutions. The manual method has major drawbacks when it comes to exporting. Exporting Emails from Office 365 to Excel has its clear benefits. You can accomplish the task whether through manual or professional tools. Thus, it is highly suggested not to take any risk and simply opt for the expert’s recommended solutions. 


By Ashwani Tiwari

I am an Expert Technical Analyst, specialized in assisting users with complex technological challenges. Through my blogs and articles, I offer expert guidance to help tackle these technical issues effectively. My true passion lies in providing valuable insights and simplifying complicated technicalities, enhancing user understanding and confidence.