How to export search results in Outlook to PST/Excel file?

Export search results to PST file in Outlook

Export search results in Outlook to Excel file

In fact, there is no direct way to export search results which you find out by "Advanced Find" feature or "Instant Search" feature in Outlook. However, we can filter emails with the same criteria as search criteria when exporting. Please do as follows:

1. Click "File" > "Open & Export" > "Import/Export" (or "File" > "Open" > "Import") to open the Import and Export Wizard.

2. Now in the Import and Export Wizard, please click to highlight the "Export to a file" option and click the "Next" button.

3. In the Export to a File dialog box, please click to highlight the "Outlook Data File (.pst)" option, and click the "Next" button.

4. Now you get into the Export Outlook Data File dialog box, please click to select the folder you will search emails within, and click the "Filter" button. See screenshot below:

5. In the popping up Filter dialog box, please specify the filter criteria same as the search criteria, and then click the "OK" > "Next" buttons. See screenshot above:
Note: In my case, I specified the filter criteria on the "Advanced" tab with below steps: (1) Click "Field" > "All Mail fields" > "From"; (2) Choose "doesn’t contain" from the "Condition" drop down list; (3) Type the internal domain into the "Value" box; (4) Click the "Add to List" button.

6. In the new Export Outlook Data File dialog box, please click the "Browse" button to open the Open Outlook Data File dialog box, next specify the destination folder you will place the exported PST file into, name the PST file in the "File name" box, and then click "OK" > "Finish". See screenshot below:

7. The Create Outlook Data File dialog box comes out, and please click the "OK" button to close it.

Note: If you want to add password to the exported PST file, please type the password into both "Password" box and "Verify Password" box, and click the "OK" button.

Up to now we have exported all emails meeting the search criteria as a PST file in Outlook.

If you need to export all search results in Outlook to a separate Excel workbook, please follow below steps:

Note: If you can search emails with the "Instant Search" feature, please type the search criteria in the "Instant Search" box, and then copy all search results to workbook with Step 5-7.

1. Shift to the "Mail" view, click to open the mail folder where you want to search emails, and click "Folder" > "New Search Folder".

2. In the New Search Folder dialog box, please click to highlight the "Create a custom Search Folder" option, and click the "Choose" button. See screenshot:

3. In the popping up Custom Search Folder dialog box, please name the new search folder in the "Name" box, and click the "Criteria" button. See screenshot:

4. Now in the Search Folder Criteria dialog box, please specify the criteria same as the search criteria and click "OK" > "OK" > "OK" to close all dialog boxes.
Note: In my case, I specified the criteria on the "Advanced" tab with following steps: (1) Click "Field" > "All Mail fields"> “From”; (2) Choose “doesn’t contain” from the "Condition" drop down list; (3) Type the internal domain into the "Value" box; (4) Click the "Add to List" button.

5. Go ahead to open the new search folder, select and copy all emails in the search folder. See screenshot:
Notes: (1) For selecting all emails in one mail folder, please click any one email in the folder, and then press "Ctrl" + "A" keys simultaneously; (2) Press "Ctrl" + "C" keys at the same time to copy selected emails.

6. Create a new workbook, select the Cell Al and press "Ctrl" + "V" keys simultaneously to paste the search results into the new workbook.

7. Save the new workbook.

So far, we have exported all searching results to an Excel file already.

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