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 formatting. Otherwise, you'll paste Outlook items, not rows of text.
- Switch to a list view, if not already using a list view.
- Right click on the row of field names and choose Field Chooser.
- Drag the fields you need to copy to the row of field names.
- Drag the fields you don't need off of the row of field names.
- 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 selection.
- Go to Excel and paste (Ctrl+V)
Use Format Columns to change the format of the date or number fields. To open the format columns dialog, right click on the row of field names and choose View Settings, Format Columns
You can paste into any application that accepts paste, however if you paste in Word, you need to use Paste Special, As Text.
Video Tutorial
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.
I'm looking for a way to get the full body of the email into Excel. The exporting method outlook provided only does 250 emails, and the copy and paste method spaces out the different lines. Is there any way I can get all of the contents on one line?
You need to VBA to export the body. I have a code sample here https://www.slipstick.com/developer/vba-copy-outlook-email-excel-workbook/
The PROBLEM is that you don't get hour (on date data) if the date is not from curret week! I would like to have always date+hour... not only hours (if Today) or days' name (if Yesterday...)
Make sure you change the Column formatting. View menu, View settings - Format Columns. Default is Best Fit and gives you only the date for older items.
Choose a format that has the time included. These formats are based on your windows long and short date formats but the '12/1/17 8:49 AM' format should work then you can customize it more in Excel. (its not the selection in the screenshot - sorry)
Hi Diane,
Thank You! We have been looking for a simple way to copy Outlook data to excel. Do you know of a more automatic link from an outlook contact to an excel spreadsheet?
You can automate things like this using VBA - i have some macros on the website - search for Excel to find them.
Hi,
I am trying to add messages field as well but it comes in different row . is it possible to be in one line?
Unfortunately not when you use copy and paste - the line breaks in the body lead excel to think its supposed to be in a new row.
I can't seem to copy a contact or list of contacts into Excel when the Home Address field is present. Everything is fine except the City State and Zip end up in the cell below the Name. I've tried this 20 times with different views, Paste Special, etc. Frustrating!
That is because the address fields contain EOL characters that make outlook think they belong in a new cell. If you need that field, you'll need to use a macro or the normal export function. or use the individual address fields rather the one with all parts of the address in one field.
Excellent! Yes, I used the different parts of the address- Home Address Street, Home Address City, Home Address State, etc instead of just Home Address and it copied over just fine. Thank You!!!
THANK YOU!! You saved me so much time with a simple solution! Thanks again. :)
This is the best way to extract the right type of info needed. But how do we get to add fields in the view that are not showing in the Field Chooser? For example Associated Contacts and Description in Calendar as well as Notes in Contacts?
I'll have to look up the field name for associated contacts, but the big text field in items is 'notes' in field chooser, except in mail folders, then it's 'message'. Fields like this, that are in all folders, can be pulled from any of the 'all fields...' Groups in field chooser.
Thank you Diane! I would appreciate your assistance on the associated contacts field name.
This does not work for me. :( There is no "Field Chooser" option for me in my version of Outlook (2016 for Mac). I am on the Calendar.
right click on the row of field names at the top of the list - the fields available in the mac version are listed right on that menu. However, i don't think you can copy the list on a mac.