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

For example, you need to find out emails from external senders in Outlook, and then export all found emails as an Excel file or PST file. Any good ideas? It’s easy to search external emails with Advanced Find feature in Outlook, but how to export? Try below workarounds:

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arrow blue right bubble Export search results to PST file in Outlook

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.

Note: If you need to export emails meeting one of multiple criteria, such as emails received on or before 2015/1/1 or on or after 2016/7/1, you need to enable the Query Builder to specify two search criteria.

Here I recommend you to quickly enable the Query Builder by Kutools > Options > check the Restore "Query Builder" tab in Outlook Advanced Find dialog option, which is supported by Kutools for Outlook. See screenshot:
ad query builder 1
And then specify the complex search criteria on the Query Builder tab in the Filter dialog box as below screenshot shown:
ad query builder 2

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.


arrow blue right bubble Export search results in Outlook to Excel file

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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Kutools for Outlook - Brings 100 Advanced Features to Outlook, and Make Work Much Easier!

  • Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by custom; Auto Reply without exchange server, and more automatic features...
  • BCC Warning - show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments, and more remind features...
  • Reply (All) With All Attachments in the mail conversation; Reply Many Emails in seconds; Auto Add Greeting when reply; Add Date into subject...
  • Attachment Tools: Manage All Attachments in All Mails, Auto Detach, Compress All, Rename All, Save All... Quick Report, Count Selected Mails...
  • Powerful Junk Emails by custom; Remove Duplicate Mails and Contacts... Enable you to do smarter, faster and better in Outlook.
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