This is one of my favorite Outlook features and it works with all versions of Outlook and with all Outlook folders. It also works with any application that accepts paste, not just Excel.
Create a view that contains the fields you need, then copy the rows and paste into any application that accepts paste. Some applications, like Word, require Paste Special, As Text to remove OLE. Otherwise, you'll paste Outlook items, not rows of text.
- Begin by selecting the text. Hold Ctrl as you scroll down or use the PgDown or End key to select the items faster.
- Press Ctrl+C to copy the select.
- Go to Excel and paste (Ctrl+V)
Right click on the row of field names and choose Field Chooser to add fields to the view. Just drag then from Field chooser to the field row. Drag off and drop any fields you don't need.
Use Format columns to change the format of the date or number fields.
Tips:
- Disable in-cell editing – its easier to select the rows.
- Right click on the row of field names and choose Customize, then reset to reset the view.
- Remember, you need to use Paste Special, As Text when pasting into some applications.
Video Tutorial
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Last reviewed on Feb 25, 2012
I have an Apple MacBook Pro with Microsoft Office 2011 for Mac. I tried following your steps to copy and paste e-mails from my inbox into an Excel spreadsheet. However, it won’t paste them. Any suggestions? Thanks!
By the way, I’m using Outlook 2011.
Yeah, that trick is for Window’s Outlook. Sorry. I’ll check and see if there is a way to make it work in Office 2011.
Hi Diane -
For some reason I’m not getting audio with the tutorial. I tried Outlook’s tool but can’t get the “Received Date” field.
Would you be available for a quick (but paid) phone consult to help me transfer the contents of one PST into another ?
Thank you,
Joe Sheets
The received date isn’t included in an export, so if that is “outlook’s tool”, it’s ‘expected behavior’.
Why do you need to transfer the contents? You can just open the old pst file in outlook – if you need to combine two pst files, either drag folders or messages from one pst file to the other pst or import the pst file.
Thanks for this tip, it is saving me time and brain space – so simple yet effective!!!
Yes, I loved this trick when I was on Windows and NEED to do this in Mac now. Desperately. I cannot export the date fields. So so frustrating.