Export Sales ops emails to Excel

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

Four steps, one command, and a completeness check at the end — for lead and follow-up tracking from email.

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 lead,company,stage,owner,next_step --out sales-ops.xlsx

A month or a quarter, not «everything». Deals live in threads, not in the CRM. A weekly export catches everything that never reached the pipeline.

Column	Why it matters
`lead`	Contact name; deduplicate on email.
`company`	Company name for B2B leads.
`stage`	Pipeline stage as a fixed vocabulary, not free text.
`owner`	The person responsible — assignments often happen in Cc.
`next_step`	The single next action, written as a verb.

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.

lead	company	stage	owner	next_step
J. Smith	Orion Ltd	demo	A. Lee	send proposal

Personal addresses mix with company leads — Add a «domain type» column (free mail vs company) instead of guessing intent.
GDPR requests become impossible to answer — Keep an exported copy per period and delete on schedule; record deletion dates.

Gmail app passwords require 2FA; sales teams on Workspace should use OAuth to avoid admin blocks.

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

Can this feed a CRM?

Export CSV and map columns to the CRM import format; deduplicate by email before importing.

How do I track follow-ups?

Add a «days since last reply» formula in the sheet — it surfaces stalled threads immediately.

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.