How to Convert Outlook Emails to Dataset for AI Model Training
In this article, we’ll guide you on how to convert Outlook emails to dataset for AI, as in today’s world, artificial intelligence and machine learning are emerging with Outlook emails data, which can able to detect spam, understand the languages experienced by users and can reply automatically. MS Outlook is one of the commonly used email clients, which includes a load of critical data.
So, if you’re looking to export Outlook emails for machine learning, then by using both manual and automated solutions, you can effectively do the process by saving your time and efforts.
Why Need to Convert Outlook Emails to Dataset?
A dataset needs to be perfect to train AI and always be in a CSV file format, as it only accepts Excel format; if it’s not, then maybe your result will be affected by it. Each email consists of many structured or unstructured data, to make it perfect, that’s why there is a need to export Outlook emails for machine learning. Check below the importance of it:
- To detect the spam
- Replying automatically through chatbots
- Categorisation of emails
- Sentiment analysis
- To train natural language processing (NLP) models
Therefore, using Outlook emails data for training AI can seamlessly increase the performance and rate of accuracy for the machine learning models. Let’s explore different solutions that can help us convert Outlook emails to dataset in CSV format.
Effective Methods to Convert Outlook Emails Data for Training AI
You can use both methods as per your needs:
- Using Manual Method
- Using an Automated Solution
Let’s quickly understand their working:
#1: Manual Method to Convert Outlook Emails Dataset
You can manually export Outlook emails to CSV using the built-in feature of Outlook
Working:
- Open MS Outlook, navigate to File, click on Open & Export, then on Import or Export.
- Select a File to export to in CSV format.
- Choose Email Folder with its Destination path where you want to export.
- Click on Export button.
- No need to install any software as it’s a built-in Outlook feature.
- Provides a structured data of subject, sender, and date.
- It only gives basic categories.
- Very time-consuming process to bulk convert Outlook emails to dataset.
#2: Use an Automated Tool to Export Emails for AI Model Training
To prevent these drawbacks faced by manual method, we recommend that you use OST Converter Pro, which is made by SysTools, to quickly and easily convert Outlook emails to dataset for AI, which gives you perfectly structured data in CSV format, which is reliably accepted by the AIML models.
These professional tools can seamlessly mass export emails to EML, PST, MBOX, PDF and many more formats. It can extract all of its formatting and attachments, such as date, sender, subject and body, while keeping the original structure intact. Let’s understand this tool more with its working.
Step-by-Step Guide to Transfer Outlook Emails to Dataset
- Download and launch the aforementioned tool on your respective Windows OS.
- Press on add file button to upload OST/PST file as both are supported by this professional tool.
- Then, click on Export Button to choose the CSV file format in select export type.
- Select the destination path by clicking on browse tab.
- Tap Ok to save your file in provided location, also you can save it in a new folder.
- Press export to convert Outlook emails to dataset in CSV file format.
- After conversion process, click save button, where you can preview your report of the resulting file by navigating to selected location.
Tip: If you’ve exported your emails and want to edit something more in the file, then you can follow the steps given below:
1) If you’re a normal user, you can edit the file by using online AI tools like ChatGPT, Gemini, etc., which can easily help you to edit the file according to your choice.
2) Or if you’re a developer, then you should customise your data using Python scripts, which can help your dataset look the same as what you want. But the problem is that it requires a lot of technical knowledge. You can edit your data like:
- You can clear the signatures, junk, any notes or disclaimers.
- Delete personal information like emails, name, and phone number.
- Also, you can label the data according to important, spam, promotional, social, etc.
- And finally, save the dataset in CSV format so that your AIML model is compatible with it.
Here are Some Cases Used for Outlook Email Dataset in AI Training
- Your model will automatically sort your emails into the folder.
- It will check whether your email is spam or phishing.
- Recognise the user’s tone of speech and what emergency occurred.
- It will help train AI model to give an auto reply to the customer’s problem.
- Also, make your customer support bots well-trained, which will help to solve the real issue faced by a user.
Here is an example shown below to help you understand:
For example: Imagine you’ve 4-5 emails in your MS Outlook, they are not structured yet, by using the automated suggested tool above, here it is:
| Sender | Subject | Body | Date | Label |
| [email protected] | DPR | Today’s work | 20-07-2025 | Not Spam |
| [email protected] | Discount Offer | Get 25% off on your second purchase | 21-07-2025 | Spam |
| [email protected] | News | Here’s the Hourly update | 22-07-2025 | Spam |
| [email protected] | Meeting | The meeting gets postponed | 23-07-2025 | Not Spam |
Conclusion
In this article, we’ll explore how to convert Outlook emails to dataset for AI training and machine learning using both manual and automated methods. We got to know that manual is more complicated and time-consuming, but using tool by SysTools, which is very effective and efficient for transferring Outlook emails to dataset for an AI model. It’s very useful for an AI professional, developer, or any organisation which are looking forward to exporting Outlook emails for machine learning.
FAQs about Changing Outlook Emails Dataset for AI Model Training
Q.1 Can I use Outlook emails to train an AI model directly?
A. No, first you need to convert them into a CSV file format.
Q.2 Is it possible to automate the Outlook email export?
A. Yes, using recommended automated software above helps to automate the complete process.
Q.3 Can I extract the attached file as well?
A. Yes, it allows the extraction of attachments, tables, etc.