Quick Guide: Convert Zoho Mail Emails to CSV Format

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Introduction: Zoho Mail is a popular email service widely used by businesses and individuals for its array of features, security, and simplicity. However, sometimes, users need to export their Zoho Mail data for backup, analysis, or migration purposes. One common format for this is CSV (Comma Separated Values), which is easily accessible and can be opened in spreadsheet applications like Microsoft Excel or Google Sheets. In this blog, we’ll walk you through the various methods, including the Zoho Email Migration Tool to convert Zoho Mail emails to CSV format. Before we move to the method, it’s essential to understand why you might want to convert Zoho Mail emails into CSV format. 

Essentiality to Convert Zoho Mail Emails to CSV?

Converting Zoho Mail emails to CSV format can serve various purposes. Next, we will go through some of the main advantages that you will get when you export emails from Zoho mail to CSV: 

  1. Data Backup: Preserve your email data outside Zoho Mail.
  2. Email Analysis:Analyze your email activity, such as sender, subject, or timestamp.
  3. Migration: Export data for importing to other services or for archiving purposes.
  4. Reporting: Generate reports of your email activity, such as counts, categories, or attachments.

How to Convert Zoho Mail Emails to CSV File 

To efficiently manage and analyze your Zoho Mail data, converting emails to a CSV file can be a practical solution. Here are the various methods you can use to convert Zoho Mail emails into CSV format.

Procedure 01: Manual Process to Export Emails from Zoho Mail to CSV

Unfortunately, Zoho Mail does not natively provide a direct option to export emails as CSV files. However, you can follow a few steps to extract the relevant data and then convert it into CSV format using other tools.

Step 01: Access Your Zoho Mail Account

  • Open a browser and go to Zoho Mail.
  • Log in to your Zoho Mail account using your credentials.

Step 02: Select the Emails You Want to Export

  • Navigate to the Inbox or the folder where the emails you wish to export are stored.
  • Select the emails you want to export. You can either manually select multiple emails or use the search bar to filter out the specific ones.

Step 03: Use the ‘Export’ Feature (for Labels/Folders)

While Zoho Mail doesn’t offer a CSV export option for emails, it does allow you to export emails from specific folders or labels:

  • Go to Settings in the top-right corner.
  • Click on Import/Export under the Mail tab.
  • Select Export and choose a folder or label you want to export.
  • Exported data will usually be in MBOX format, which can be converted to CSV using other tools.

Since Zoho Mail provides the ability to export emails in the MBOX format, you can convert MBOX files into CSVformat to get the Zoho data. 

Pointers you face while using the Manual Method

There are several potential challenges or pointers to consider when using the manual method to convert Zoho Mail emails to CSV. Here are the key issues you might face:

  • Zoho Mail doesn’t provide a direct CSV export feature, requiring third-party tools or manual steps.
  • Email formatting, including attachments and HTML content, may not convert properly to CSV.
  • The process is time-consuming, especially for large volumes of emails.
  • Risk of incomplete export or missing important metadata (e.g., subject, sender, date).
  • Manual methods lack batch processing or automation, making them repetitive.
  • Technical expertise is required to handle file formats like MBOX or EML.
  • The CSV file might not maintain consistent formatting or structure across emails.
  • Filtering options are limited, requiring manual selection of relevant emails.
  • Large file sizes from bulk email exports may exceed CSV limitations.
  • Manual conversion doesn’t provide real-time synchronization for ongoing emails.

From the lack of native support for direct CSV exports to the risk of data loss and the complexity of handling large volumes of emails, the manual method is time-consuming and often inefficient. For those who need to frequently convert emails or manage large email archives, using a dedicated migration tool like the DRS Zoho Email Migration Tool would be a much more practical and streamlined solution.

Procedure 02: Automated Process to Convert Zoho Mail Emails to CSV

The MigrateEmails Zoho Email Migration Tool is a powerful and user-friendly solution for businesses and individuals looking to export emails from Zoho Mail to CSV. It simplifies the email backup, archiving, and data analysis processes, providing a structured, easily accessible format for email data. One of the critical aspects of this tool is its reliability in maintaining data integrity. You won’t have to worry about losing attachments, email formatting, or metadata during the migration process. For businesses managing several Zoho Mail accounts, the DRS tool offers the ability to handle bulk email migrations across multiple accounts or mailboxes at once. After the emails are converted to CSV format, users can further process the files using Excel or other spreadsheet programs. 

Workflow for Exporting Emails from Zoho Mail to CSV

  1. Download, install, and open the Zoho Mail Migration tool on your PC.
  2. Log in using your Zoho Mail credentials (Zoho username and the third-party app password), then click Sign In.
  3. From the displayed folder tree, choose the folders you want to migrate.
  4. After that, pick a desired saving option as CSV and enter the pathy to save it 
  5. Select the additional features you want to apply during the migration.
  6. The migration process will then start, completing the transfer of Zoho emails.

Conclusion

Although Zoho Mail doesn’t offer a native way to directly export emails to CSV format, you can still achieve this using the MBOX export method. The process might seem a bit tedious, but with the recommended automated solution, you can easily convert Zoho Mail emails to CSV. 

If you’re dealing with a large number of emails or need to automate the process, using the automated solution is likely the best approach. For occasional exports, tools like Thunderbird will do the job efficiently.

About The Author:

Vikash is a subject matter expert in software development, specializing in simplifying complex concepts into clear, actionable insights. With extensive expertise in technology domains such as email migration, data recovery, cloud backup, and software solutions, he crafts engaging and informative content tailored to both tech-savvy professionals and everyday users. His focus is on providing value through content that is not only informative but also easily understandable, making intricate topics accessible to all audiences.

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