How to Export Office 365 to CSV Format? Simple Steps

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admin

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Updated on
October 1, 2025

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6 minutes Read

Summary: In many scenarios, professionals and business users using Office 365 need to analyse, archive, or share their data. So users choose to export Office 365 to CSV for performing their analysis or management operations. CSV format provides a structured and easily accessible way to handle large volumes of data. In this guide, users will learn about the methods to export Office 365 emails to CSV format safely. First, starting with the manual to handle small conversions. Followed by a proficient MacSonik Office 365 Backup Tool to handle the bulk migration and maintain data integrity.

Simple Steps to Export Office 365 to CSV

1. First, install and access the Office 365 backup tool on your local system.
2. Then, choose modern authentication and sign in to your Office 365 account.
3. After that, click the required mailbox from the given mail List, then click Next.
4. Next, select the emails and folders you want to convert, then click Next.
5. Now, select the CSV from the list of saving formats.
6. Further, enable the advanced feature and browse the folder location to save.
7. In the end, click Convert to start the migration.

Why Export Office 365 Mailbox to CSV?

Users choose to export their emails to CSV is useful because:

• It formats email data in a structured format for analysis.
• Allows the analyst to easily work with email data in Excel or other applications.
• Helpful in reporting, auditing, and compliance work.
• Can share data with colleagues without permitting access to the mailbox.

Preparations Before Starting the Export

Users must have access to your Office 365 account. Follow these points to export Microsoft 365 Mailbox to CSV successfully:

• Back up any important emails from Office 365 as a precaution.
• Verify that your Office 365 subscription is active.
• Determine what folders or emails you’d like to export.
• If necessary, inform your group of the export.
• Choose a time to export when you expect low email activity, to avoid interruptions.

Manual Way to Export Office 365 Data to CSV

1. Initially, open Microsoft Outlook on your system.
2. Then, log in to the Office 365 account using your valid credentials.
3. After that, go to File > Open & Export > Import/Export.
4. Further, select Export to a file and click Next to choose Comma-Separated Values (CSV) and click Next.
5. Afterwards, select the folder you want to export and click Next.
6. Next, choose the location to save the CSV file and name it.
7. Finally, click Finish to start the export process.

Limitations of this method

• Large mailboxes take a long time to export.
• This method does not guarantee that attachments are included.
• The email’s metadata may not be fully exported or maintained.
• Also, any mistake in folder selection can lead to an incomplete export.

Verified Automated tool to Export Office 365 to CSV

The Office 365 Backup Tool simplifies and speeds up the process of exporting Office 365 emails. It has built-in easy-to-use features, multiple customization options, and consistent performance throughout the migration. Also, users may filter emails by date or folder, and choose whether to include or exclude attachments. Therefore, this proves to be a perfect choice for personal or business requirements. In addition, the Office 365 Backup Tool allows users to export emails from Office 365 to MBOX or other file formats.

Why Choose Office 365 Backup Tool

• The software offers the option to transform your data into alternative file formats like PST, EML, EMLX, and more.
• Furthermore, it has the option to migrate data into email applications such as Yahoo, Gmail, Hotmail, etc.
• The fully unlocked software does not impose any limit on the size of files during conversion or migration.
• It can search for and delete duplicate files, including attaching or omitting attachments depending on the user’s request.
• In addition, the software allows the user to set date ranges to export only emails from a selected date range.

How to Export Office 365 to CSV

1. To begin with, install the software and open the program on your computer.
2. Once it is installed, use modern authentication to log into your Office 365 account securely.
3. Now, go ahead and choose the mailbox that you want to backup from the list of mailboxes available, and click Next.
4. At this point, select the emails or folders you want to backup from the tree structure you see, and click Next.
5. Once you select the emails or folders, choose CSV from the list of formats available for your converted file.
6. Next, select some advanced filters if you need them, and then set a destination folder to store the files on your computer.
7. Finally, click Convert to begin exporting Office 365 emails to CSV.

After the complete conversion of emails to CSV, users can easily import Office 365 Emails to Excel.

Conclusion

In this blog, we have discussed the best methods to export Office 365 to CSV format. Although the manual method is free, it has many limitations, especially with larger mail items or mailboxes. Therefore, it’s highly recommended to use a professional Office 365 Backup Tool for a quick, reliable, and trouble-free export. Moreover, all your email data, including metadata, is maintained for easy analysis and management. Users can also use the specialized tool if they want selective export using the tool’s advanced filters.

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