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How to export emails by date range to Excel file or PST file in Outlook?

Let’s say you need to export emails received between 2016/4/15 and 2016/5/10 in Outlook to a separate PST file or Excel workbook, any ideas? This article introduce two workarounds to export Outlook emails to Excel workbook or PST file by date range.

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arrow blue right bubble Export Outlook emails by date range to Excel file

For exporting emails by date range from Outlook to Excel, please do as follows:

1. Shift to the Mail view, and open the mail folder where you will export emails by date range.

2. Type the search criteria received:2016/4/15..2016/5/10 into the Instant Search box.

Note: received:2016/4/15..2016/5/10 means searching emails received between 2016/4/15 and 2016/5/10, and you can change the date range as you need.  

3. Now all emails received in the specified date range are found out. Select all search results, right click and select Copy from the right-clicking menu. See screenshot:
Note: You can select all search results with clicking any one email in the mail list and pressing the Ctrl + A keys simultaneously.

4. Create a new workbook, select the Cell A1, and press Ctrl + V keys simultaneously to paste all search results into the new workbook.

5. Save the new workbook.

And now all emails received between the specified date range are exported to an Excel workbook.


arrow blue right bubble Export Outlook emails by date range to Outlook Data File (.pst)

If you need to export emails by specified date range to PST file in Outlook, please do as follows:

1. Click File > Open & Export > Import/Export (or File > Open > Import).

2. In the opening Import and Export Wizard, please click to select the Export to a file option, and click the Next button.

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

4. Now the Export Outlook Data File dialog box opens. Please click to select the mail folder which you will export emails from, and click the Filter button. See screenshot below:

5. Now in the popping Filter dialog box, please go to the Advanced tab, and specify filter criteria as:
(1) Click Filed > All Mail fields > Received;
(2) Choose between from the Condition drop down list;
(3) Type the date range into the Value box. In my case, I type 2016/4/15 and 2016/5/10 into the Value box.
(4) Click the Add to List button.
(5) Click OK > Next.

Note: If you need to export emails in different date ranges, 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 opening Export Outlook Data File dialog box, click the Browse button to open the Open Outlook Data Files dialog box, next specify the destination folder you will place the PST file into, name the PST file in the File Name box, and then click OK > Finish.

7. In the new Create Outlook Data File dialog box, please click the OK button.
Note: If you need to add a password to the exported PST file, please type your password into both Password box and Verify Password box, and then click the OK button.

So far, we have exported the emails received in the specified date range to a separate PST file in Outlook.


arrow blue right bubbleDemo: Export emails by date range to PST file in Outlook

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arrow blue right bubbleRelated Articles


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  • 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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