How to export Gmail emails to CSV (for Excel or databases)

Aid4Mail makes it easy to export Gmail emails to a CSV file that can be used in Excel or uploaded to another tool or database. Compared to competing tools:

  • Aid4Mail is faster.
  • More accurate with no data loss
  • Offers more control over the conversion process.

If you don’t yet have a copy of Aid4Mail, you can use our free trial version to test it out or purchase a low-cost 2-week Aid4Mail Converter license.

Aid4Mail can connect directly to your Gmail account via IMAP or it can also process a Google Takeout or Google Vault export to CSV. In this tutorial, we will be connecting directly to the Gmail account via IMAP.

Please follow the steps below to export Gmail emails to a CSV file. For any setting that’s not specifically mentioned, you can either use the default (preset) value or consult the Aid4Mail 5 user guide for details.

Step 1: Open Aid4Mail’s settings

Session name Gmail to CSV

  1. In Aid4Mail, select the Settings tab.
  2. Update the Session name to so it describes for the task at hand. In this example, we will be converting John Doe’s Gmail emails to a CSV file so we’ve entered John Doe Gmail to CSV as the session name.
  3. Below the session name there are three sections: Source, Target and Filter. Each can be displayed or hidden by selecting the +/- symbol next to the section heading. This tutorial requires them all to be displayed.

Step 2: Set IMAP as your source

Source settings for the IMAP format.

  1. In the Format list, select IMAP (including Gmail, Microsoft 365,, Yahoo! Mail, AOL …).
  2. Select Add under IMAP account:. Now add your IMAP account email address under Email address: and then select Autocomplete. Aid4Mail will now retrieve the Server name/IP address, Username:, Port and Connection security:. Next enter your password or an app-specific password under Password: and then select OK.Source IMAP settings for the IMAP format. 
  3. Now select the account in the IMAP account: drop-down list.

Source IMAP account selection

For further information about processing a Gmail account, take a look at the following articles:

How can I process a Gmail account?

I’m unable to process a Gmail account because of 2-step authentication.

Step 3: Set CSV as your target

  1. In the Format list, select CSV.
  2. Choose whether to create the CSV for Excel or not. Turn this option on to ensure the CSV file respects the limits imposed by Microsoft Excel, notably the cell size. If you are not planning on using the file in Excel, you can turn this option off.
  3. Specify where you want your CSV file to be saved. You can write directly in the field or use the Select button to browse your file system.
  4. Select the Column configuration you want in the CSV file. You can select one of the default options in the drop-down list or you can create your own by using the Add button. Aid4Mail allows you to fully customize which items of information from the emails you want added to the CSV File. As shown below, there are 95+ items that can be selected. For this example, we are using All metadata with extracted attachments.

Step 4: Set your filter (optional)

  1. Under Folder filtering, pick Folder selection. Your Gmail accounts folder structure will appear in the box below.
  2. Select the folders you want Aid4Mail to process. The others will be skipped.

Step 5: Run your Gmail to CSV conversion

Select the Run button or Session > Run from the menu. Aid4Mail will convert your Gmail emails to CSV. It will automatically open the Progress tab so you can monitor what’s going on. Once finished, you will find full reports in the Progress log and, if relevant, the Error log.

Step 6: Open the CSV file in Excel

You can do this by selecting File > Open  from Excel’s main menu and navigating to the target location you entered in Aid4Mail to select the CSV file.

That’s it!

We hope you found this tutorial helpful in showing you why Aid4Mail is the best Gmail to CSV converter on the market. As shown above, Aid4Mail can export Gmail emails to CSV quickly and accurately. Plus it provides you with full control over which data you want added to the CSV files.

If you’re looking for further information, first take a look through the Aid4Mail 5 user guide and our knowledge base articles.

If you still have questions, don’t hesitate to contact our award-winning Helpdesk.

If you’d like to buy an Aid4Mail license, please visit the online store.

Or if you’d like to try Aid4Mail first before purchasing, download a free trial and run your own tests exporting Gmail emails to CSV. We want you to have full confidence in Aid4Mail!

About Fookes Software

Fookes Software Ltd
La Petite Fin 27
1637 Charmey (en Gruyère)

For over 25 years we have been developing award-winning tools and productivity software. We also have more than 20 years of expertise in the field of email processing and analysis.

Our clients include Fortune 500 companies, government agencies, law firms, universities, and professionals specializing in e-discovery and forensics from around the world.

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