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Export Outlook Emails in a Specific Date Range to a PST File

Do you want to learn how to export Outlook emails by date and time? Many of our readers have been asking about this. Outlook is likely the most widely used mail client for businesses worldwide. You’re here because you want to export emails from a specific date and time range. Let’s say you want to export emails sent between 1 January 2023 and 23 May 2023. How do you choose the correct date range?

How to choose a date range when exporting Outlook emails

Here’s how to export Outlook emails by date and time:

  1. Open Outlook and
  2.  click on File.
  3. Choose Open & Export.
  4. Click on
  5. Import/Export.
  6. Select Export to a file and click Next.
  7. Select Outlook Data File (.pst) and click
  8. Next. Choose the folder to export from (e.g., Inbox) and click
  9. Next. Click on the Filter button. Go to the Advanced tab.
    Under Define more criteria, enter Received.
    Enter your specific date range (e.g., 2023/01/01 to 2023/01/04).
  10. Click Add to List.
  11. Click OK and then
  12. Next. Decide whether to export duplicate emails (in this case, select not to export duplicates).
  13. Click Next and then Finish.
  14. Choose a folder for the export and name the file.
  15. Click Finish.
  16. Optionally, add a password to the file.

Export to Excel Files

In the Outlook Mail pane, click in the search box. Type “received:2016/8/20..2016/8/29” in the search box. Adjust the date range as needed.
3. After the emails in the date range appear in the mail list, select all of them by clicking on one email and pressing “Ctrl + A”. Then right-click the selected emails and choose “Copy”. 4. Open MS Excel and create a new workbook. 5. Click on cell A1 and press “Ctrl + V” to paste the copied search results. The emails will be listed under the same columns as in Outlook.

6. Finally save the workbook.

Export to PST Files

1. At the beginning, go to “File” > “Open” > “Import”.

2. In the “Import and Export Wizard” dialog box, select “Export to a file” and click “Next”.

3. In the “Export to a file” screen, select “Outlook Data File (.pst)” and click “Next”.
4. In the “Export Outlook Data File” screen, select the “Inbox” folder and click the “Filter” button. 5. In the new popup dialog box of “Filter,” switch to the “Advanced” tab. Set “Fields” to “Received” by clicking “Field” > “All Mail fields” > “Received”. In “Conditions,” select “between”. In “Value,” enter “2016/8/20 and 2016/8/29” or your desired date range. Click “Add to List” and then press the “OK” button.

6. You will return to the “Export Outlook Data File” window. Click the “Next” button.

7. Click the “Browse” button to specify the location to save the exported PST file and name it.

8. Finally, click the “Finish” button. A small dialog box will pop up, asking you to create a password for the new Outlook file. You can decide whether to set a password according to your needs.

You have successfully exported the emails within the specified date range to a separate PST file, located in your designated destination folder. Deleting the exported emails from the original PST file can help reduce its size, thereby lowering the risk of PST corruption.

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