Copying Email Fields to a .CSV File

MailDex® email manager by Encryptomatic LLC is a Windows software tool for managing and indexing email content. Use MailDex to quickly search across thousands, or even millions, of email messages.

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MailDex lets you convert emails to a .CSV (comma separated values) file which can then be used in different spreadsheet applications like Microsoft Excel or LibreOffice Calc. Once the email data has been imported to a spreadsheet, it can be manipulated and scrutinized in different ways.

Use MailDex to manage email and convert to CSV files.

One common use case for importing email into a spreadsheet is for graphing and analysis. Another use case is to capture email addresses from archived emails.

Converting email to CSV requires a few basic steps.

First, install MailDex (a 15 day free trial is available for evaluation purposes). Create a “Index Project” and add email content to the project. MailDex lets you add email from many common mail formats, including Outlook .pst, .ost. .msg, Thunderbird .eml files, and .mbox email files common to Gmail, Thunderbird and other email providers.

After the emails are added to a MailDex project and indexed, you create search the content to discover the emails you want to convert to .CSV.

In this example, lets find all emails that contain the word “Snow.” From the “Search” tab, type a term into the search box.

Searching emails with MailDex

MailDex will populate the maillist with all email messages in the index containing this term.

In our example, lets chose ten emails to convert to a .csv file. To choose an individual email, hold the Windows Control button and click on the individual emails you want to convert. Note: To select all emails, click in the maillist and type control-A.

Selecting emails in MailDex

Now that emails have been selected, we can save them to a .CSV file. This is done from the “Mail” tab, where we will select the “Export to CSV” export profile.

Choose CSV export format, then click the “Export” button.

MailDex will prompt us to enter a location and name for the .CSV file. I’ll call mine “emails.csv”

You now have a .csv file you can open in a spreadsheet.

How to open a .csv file in Excel

Here’s what you should know before you open a .csv file containing email data in Microsoft Excel or any other spreadsheet.

If you simply click on the csv file, it may not import correctly. You may find that data fields are not separated.

Importing a .csv file in Excel is easy, but you need to know the simple steps to get the best result.

Open a new Excel spreadsheet (do not click on the email.csv file). Choose the Data tab, then “From Text/CSV,” as in this image.

Opening a .csv file in Excel: Data > From Text/CSV

You will be prompted by Excel to choose an a .csv file. Go ahead and do that.

Importing CSV to Excel

Excel will give you a preview of the data in the CSV file. Notice in our example that MailDex has separated the email data into many different columns, including file attachment file names, from name, from email address, email subject, submit date and time, recipient, etc.

Click Excel’s “Load” button and the email data will be loaded into Excel from the .CSV file created by MailDex.

You are now ready to manipulate the email data in your spreadsheet!

If you have any questions about Email-to-CSV export, please post in the comments below. You can also reach out to the MailDex support team. We will be glad to help you during your MailDex free trial!

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