Export Real estate agent emails to Excel

By the Mail → Excel team · Updated 2026-10-20

Four steps, one command, and a completeness check at the end — for inquiries and document collection.

Step 1 — connect read-only

Use an app password, never the main password. The script opens the folder in read-only mode, so nothing is marked as read or deleted.

python mail_to_excel.py --host imap.example.com --user you@example.com --days 31 --fields property,buyer,stage,documents,date --out real-estate-agent.xlsx

Step 2 — filter to one period

A month or a quarter, not «everything». Deals stall on missing documents, not on interest. The export shows exactly which file is missing for which buyer.

Step 3 — keep only the columns that matter

Column	Why it matters
`property`	Property address or listing code.
`buyer`	Buyer name or id.
`stage`	Pipeline stage as a fixed vocabulary, not free text.
`documents`	Which documents are required and which are still missing.
`date`	Message date in ISO 8601; sortable and unambiguous across time zones.

Step 4 — verify completeness

Run the same search in your mail client and note the message count.
Compare it with the row count in the spreadsheet.
If the numbers differ, the filter or the folder is wrong — fix it before using the file.

Example output

property	buyer	stage	documents	date
12 Oak St	M. Rossi	viewing	ID, proof of funds	2026-10-17

Pitfalls

Large attachments slow the export — Export metadata first and download attachments in a separate pass.
Buyer data is stored without a legal basis — Keep only what the deal requires and delete closed leads on schedule.

Provider notes

Yandex Mail requires an app password; enable IMAP in settings first.

Ready-made: the $3 script implements these steps and writes the Excel file with the columns above. Get the script.

FAQ

Can I track document completeness?

Yes — add one column per document type and mark missing ones empty.

Is this compliant with data protection?

Only with consent and a retention policy; the export is a tool, not a legal basis.

How many messages can it handle?

Thousands per run with a date filter; very large mailboxes are better exported month by month.

Will it change anything in the mailbox?

No. Read-only access is the default and should stay enabled.

Related guides

Real estate agent: columns and pitfallsThe compact overview for this role.
Universal IMAP guideApp passwords, decoding and Excel output.