So you have a folder that you keep all your sales inquiries. Now from out of nowhere you are instructed to send each person an email with your company’s new catalogue.
The thought of having to manually go through each email and copy and paste the email address is nauseating and you wonder how many sick days you have left this year…
Before you reach for the phone to call HR, I have a solution for you !
[Update 24 July 2012 - you can get the new solution that extracts email address from folders and subfolders too]
Here is what you do:
- In Outlook 2007, click on File, Import and Export and the Wizard opens up.
- Select the option to Export to a File and click on Next
- Select Microsoft Excel 97-2003 (or a CSV file) and click on Next
- Select the folder that your sales inquiries reside in and click on Next
- Click on Browse to select a location and then type the file name that you want to export the information to and then click on Next
- Here is the important bit – click on Map Custom Fields. This will bring up a list of all the available fields that are available in that folder.
Since we are only interested in Email address, click on Clear Map and then from the Left side click on From: (address) and drag that to the Right list - Click on OK
- Click on Finish
Now watch the magic happen – all the Email address will be exported neatly into an Excel spreadsheet that you can now manipulate and use as you wish !
[Bonus Material: How to remove duplicates from the Excel file]
You can also check out the How to Extract Folder Name from Outlook 2007
Also you can check out the How to Exctract all Attachment from Outlook to save onto the computer – not one by one
one more to check out: How to search for an Outlook folder by name
This is also available on YouTube for a step by step tutorial:
Great tip. So simple and works.
I was looking for some dedicated software to do it and nothing worked well. Finally i found it and was surprised that it was so obvious.
Thanks a lot!
By: Jaro on February 17, 2009
at 3:36 am
Wow thanks this saved me a lot of time
By: Lauren on March 20, 2009
at 6:26 am
good god – I have looked everywhere for doing this and was being directed to do everything from creating macros to buying software.
By: thank you on May 4, 2009
at 5:56 pm
Worked like a charm! Thanks.
By: Rick Rennison on June 4, 2009
at 10:25 pm
Wow. I’ve actually spent hours copying emails….this is unbelievable….thanks so much for posting your knowledge.
By: Lisa Dominguez on August 19, 2009
at 10:28 pm
Brilliant!! OMG I so love the simple things that work but always look for the biggest sledgehammer to crack the problem. Thank you for saving me heaps of time and effort. You rock!
By: Melanie on October 9, 2009
at 5:59 am
Excelent bit of information! Thank you. I have 1 problem though, my folder that contains all the email addresses is also neatly divided up into hundreds of more folders, one for each person/company. I tried the method listed above but this only extracts addresses from the folder I select, not the folders within! Can anyone help me out on how to include the folders within?
Many Thanks,
Dan
By: Dan on October 15, 2009
at 2:21 pm
I’m also looking for an answer to this.
Up to now, the only way I’ve been able to do it is by creating a copy of the master folder and then drag all the emails into a single folder, then run the process described.
It takes a while but is still much quicker than C+P to a separate folder….
By: CM on September 7, 2010
at 6:50 pm
Thank you! You just saved me HOURS of work.
By: Jessica on November 19, 2009
at 2:15 am
Thanks a bunch. Ditto what everyone else said!
By: Replicant 1 on December 4, 2009
at 4:49 am
I’m looking for something that can pull email addresses out of the bodies of messages residing in an Outlook folder.
For example: I get a bunch of bounces from aol, but the email address that is bad is located in the message body.
Any tip for that?
By: ddm on December 14, 2009
at 5:53 pm
wow; just found it – it’s the “To Address”
cool; thanks.
By: ddm on December 14, 2009
at 6:01 pm
WOW!!!! This was great… now if I can just figure out how to handle the “CC:” fields (multiple emails in one excel cell) I will be good.
By: Bobby R. Bowden, MBA on December 15, 2009
at 3:34 pm
[...] Folder Names from Outlook 2007 As a follow up to the previously successful post of how to Extract Email Address from Outlook 2007 folder, here is another simple and yet very effective method to extract the folder names out of Outlook [...]
By: Extract Folder Names from Outlook 2007 « The Techie Guy’s Weblog – we get IT on December 27, 2009
at 10:06 pm
Thank you very much!
By: verzan on December 29, 2009
at 1:13 pm
That was Awesome! Thank you:) I have figured out how to get your addresses matched with names in COLUMNS:
1. Export as tab (windows)
2. In the text file, manually ENTER at the end of each section (once at the end of to:names or cc:names for example, then again at the end of to: addresses or cc: addresses)
3. Copy from this text file ONLY the data lines, not the column headers
4. PASTE into Excel
5. COPY in Excel the ROWs you just pasted
6. PASTE again somewhere below (or a new worksheet) with a PASTE SPECIAL, TRANSPOSE
7. Now you have columns with names(alias) that match their addresses
By: Greg S. on January 12, 2010
at 5:23 pm
Great, saved me loads of time! Very clearly explained, too.
By: Terry Pritchard on April 1, 2010
at 1:39 pm
What a fantastic and simple solution to a difficult problem I had! Thank you!
It will save a lot of time, though I do want to extract the body text (a series of fields with data) into their own columns, at some point in the future. Example
contact_phone:
contact_zipcode:
contact_name: etc
By: Michael on April 7, 2010
at 5:12 pm
Thank you for the tip, it saved my day!
By: André Ribeiro on May 3, 2010
at 7:24 pm
Thanks, man…!!!
By: Oshenic on August 6, 2010
at 9:22 am
Genius, you are the King
This has caused me so much trouble and nobody seemed to have the answer.
Now I can refund some terrible software that is supposed to do this job.
By: Off Road Motorcycles on October 14, 2010
at 1:33 pm
Very useful information and sure saved us a lot of time. Thanks a lot matey!
By: Darrell Summerscales on October 26, 2010
at 2:12 pm
Man, thanks for this awesome trick, help me a lot…
Cheers from Brazil
By: Gio on November 9, 2010
at 2:26 pm
THANK YOU!! I hate that I have to use Outlook at work and dealing with all my newsletter unsubs is grueling. Can’t believe this tip isn’t plastered all over the place. You saved the day!!
By: Lauren McG on November 21, 2010
at 5:40 pm
Great! After much trial and error, this worked!
By: Ivan on December 10, 2010
at 4:47 pm
Woah! Thank you! I shared this on FB because you were so much helpful. And you did not try to sell me anything, either!
By: Rothman on December 17, 2010
at 7:09 pm
Hi all,
Looks like this is something that Microsoft should make easier for everyone !
Glad I could help so many people and thank you for the positive comments and feedback.
Have a great festive season and all the best for 2011 !
By: thetechieguy on December 22, 2010
at 12:35 pm
Great response and very helpful. I have one similar problem I just can’t find a resolution to …. In one of my outlook folders I have many hundreds of emails many have attachments – I want to extract all the attachments into a folder (not an outlook folder). I can do this but only one at a time. Is there any way of selecting a bunch of emails and extracting all the attachments at once?
By: Bill Best on December 30, 2010
at 2:33 pm
awesome question. I was amazed to see that once again Outlook doesn’t have this facility – so I wrote one myself
check out this post: http://thetechieguy.wordpress.com/2010/12/31/extracting-all-attachments-from-outlook-to-your-computer-not-one-by-one/
Thank you for the thought-provoking question and I hope this helps you and other people.
By: thetechieguy on December 31, 2010
at 10:37 am
[...] attachments from Outlook to your computer– not one by one Following up on the popular Extracting Email address from outlook folder , I have been asked the following: “Great response and very helpful. I have one similar problem I [...]
By: Extracting all attachments from Outlook to your computer– not one by one « The Techie Guy's Blog – IT translated into simple English on December 31, 2010
at 10:35 am
genius !! i had been searching for address extractor for two days. i am surprised at the simplicity of the final result. thanks a lot.
by the way. is it possible to extract sender’s name alongwith the email address?
By: sk on January 5, 2011
at 6:12 pm
Hi,
To extract sender’s name along with the email address all you have to do if follow the steps above.
Except when you get to this step also add the info in bold below.
•Here is the important bit – click on Map Custom Fields. This will bring up a list of all the available fields that are available in that folder.
Since we are only interested in Email address, click on Clear Map and then from the Left side click on From: (address) and drag that to the Right list
from the Left side click on From:(name) and drag that to the Right list
continue as above.
You will then see in your XLS file:
FromName FromAddress
Liron Segev liron@swiftconsulting.co.za
Hope this helps !
By: thetechieguy on January 5, 2011
at 7:45 pm
Great post! Thank You!
By: Janos on January 7, 2011
at 3:10 pm
Good One!!
By: Ganesh on January 19, 2011
at 5:29 pm
Works awesome.
Only bummer is I spent so much time to organize the emails into sub folders have to run a few times.
With the multiple to, or cc I copied these columns to a new worksheet.
Select Data then Text to Columns, delimeter of ; and you will seperate the long string to individual columns for each of the to addresses, same for cc
Going to try the file extract next.
By: Steve on January 21, 2011
at 4:19 pm
[...] http://thetechieguy.wordpress.com/2008/04/22/extracting-email-address-from-outlook-2007-folder/ [...]
By: How To Extract Email Addresses from Outlook | Red Hot Internet Marketing on February 17, 2011
at 4:07 am
[...] This post can be found here: http://thetechieguy.wordpress.com/2008/04/22/extracting-email-address-from-outlook-2007-folder/ [...]
By: Don’t get ripped off – its free: how to extract or export email address from outlook folder « The Techie Guy's Blog – IT translated into simple English on March 10, 2011
at 10:12 pm
Thanks a lot….well explained, did exactly what I’ve been looking to do. Attaboy!!
By: Leo on March 19, 2011
at 7:33 pm
[...] is a bit vague as it doesn't specify from an address book or from the messages themselves.http://thetechieguy.wordpress.co…8:07pmView All 0 CommentsCannot add comment at this time. Add [...]
By: How can I get a list of email addresses from my Outlook Account? - Quora on March 26, 2011
at 5:07 am
Thank you! You saved me hundreds of work hours and I was able to build my mailout list to import into my email marketing software. MANY MANY thanks.
By: Thanful! on April 8, 2011
at 4:44 am
You are absolutely BRILLIANT!!
By: Franklin Ambrose on May 12, 2011
at 12:26 am
Simply brilliant! This really works. Thanks.
By: Allwell on May 27, 2011
at 4:35 pm
Thanks so much. It works like a dream!
Saved me opening 500 emails and copying email addresses.
By: Etienne on May 30, 2011
at 6:41 pm
Thank you, works great!
By: proActive Safety Services on July 13, 2011
at 5:00 pm
This is great, it worked perfect thank you.
By: xinix world on August 5, 2011
at 3:30 pm
You are a genius! Thanks!!! It worked!:-)
By: Kam Retnasami on August 16, 2011
at 5:14 pm
This is awesome! You really saved me. Thanks!!!
By: Elyse on August 29, 2011
at 10:34 pm
Thanks alot…Thats simple but an effective way…Thank you so much for such a nice tip.
By: Ahmed on September 8, 2011
at 8:50 am
Man, you are the man…saved my day….was trying to download so many softwares to extract email IDs from my outlook 2007……Excellent work, bro…keep it up !!!
By: Nitin on September 11, 2011
at 5:46 pm
Thanks a lot man. it really helped me. but i got another question. is there anyway by which i can prevent same address from copying again and again ?
By: Zeus Zeus Zeus on September 12, 2011
at 10:11 am
Glad I could help !
not sure I am following the part about “is there anyway by which I can prevent same address from copying again and again” ?
If you are asking is there a way for the export to only export unique email address – I am afraid the answer is nope…
What you can do is deduplicate the exported list in Excel.
By: thetechieguy on September 12, 2011
at 4:55 pm
It is not working for me… I follow the procedure, but at the end I get a file that only has the words “From (Address)” in it.
In other words, it has the name of the field, but not the email addresses.
Help.
By: Lorenzo on September 29, 2011
at 5:15 am
Worked now! I was importing from Inbox, which is what I wanted, but my Outlook has two Inboxes, since I am using it to pull from a remote server. In the list of Folders you can choose from when you are exporting, only the original Inbox shows! So the only way I could make it work was to move all my messages into the official Inbox. Weird.
By: Lorenzo on September 29, 2011
at 5:19 am
I’m wondering if anyone knows how to export bounceback email addresses from outlook. I keep doing mail merges and get a million bouncebacks and have to go through one by one and flag them in my excel spreadsheet. If anyone has advice they will be saving my life!!
Jen
By: Jen on October 25, 2011
at 9:34 pm
This also worked on Outlook 2010 with an added step. After Outlook Options opens up, you click on Advanced and then export.
By: Jason on October 26, 2011
at 7:41 pm
my goodness, you’re a lifesaver!! thanks
By: Warren on November 27, 2011
at 8:21 pm
glad I could help !
By: thetechieguy on November 27, 2011
at 8:23 pm
Thanks for a brilliant articles. I was hoping you could help me a bit further though please? I was wanting to somehow extract an email address when it is contained in the body part of an email too. So if say someone you knows mentions another person’s email address in their message you can export that or more likely for when your host tells you an email message has failed to deliver you can extract the bad email address from their message out to Excel or Access. I want to run an un-matched query against my address book and the bad email addresses to get rid of them and clean things up a bit. Any help would be great
By: Chris on December 5, 2011
at 2:16 am
Hi Chris,
I see what you are trying to do. The problem is that there is no set format for undeliverable emails so extracting the email address so you can remove it from your contacts is not a simple task.
What you can do is run the same steps as I describe here but also add the BODY to the extract (not just the Email). This will export all the email messages.
you can then use Excel to open that file, go to the body column and there do a filter on the @ sign. Its not going to be pretty but it will work.
Idealy you need to get someone to run a script that will search that Body column, find anything with the @ sign, then copy everything from the “space” before the @ sign till the next “space” (ie the email address) to another column.
By: thetechieguy on December 5, 2011
at 6:43 am
Thanks again. Great advice. I did exactly as you described and copied in the body part too. On that column once exported to Excel I added a module that did just what you said, found the @ then worked right and left to find the space. Works great. I had a few trailing and leading symbols to get rid of but did that in a further column using RIGHT and LEFT FIND functions. Thanks for the initial idea though – that was the hardest part. Have a great Xmas and all the best for 2012
By: Chris on December 12, 2011
at 6:25 am
I tried to do this for all of my sent email in preparation for an eblast and it worked very well for items that are still in my sent folder which only went back a few weeks. Is there any way to retrieve email addresses from emails no longer currently in your sent box?
Dani
By: chrystinadaniellei on December 7, 2011
at 11:20 pm
unfortunatly not – when you do this you have to point it to a folder that has emails in it so it can process them
By: thetechieguy on December 8, 2011
at 7:27 am
I LOVE YOU!!! I´VE DONWLOADED A LOT OF PROGRAMS TO DO THIS AND THEY COULDNT DO IT!!!
By: PEPE on December 20, 2011
at 6:33 pm
Nice tip, but two problems: You can only do one folder at a time and this is time consuming if you have dozens of folders as I do. Secondly, you have to then parse out all the multiple email addresses from emails where there ware more than one cc. Also very time consuming for multiple files. I finally decided to drop the 25 bucks for ACCM’s email extractor and it solved both these problems, but I have to say it was a little scary buying from a web site in China.
By: DeuxChaveliers on January 9, 2012
at 6:02 pm
Hi – yes there are lots of paid for apps that will automate this process. Some do it better then other, some have more/less features etc. The point I am making is that you dont need to spend money for something that is available for free – just very well hidden for some reason.
By: thetechieguy on January 10, 2012
at 1:41 pm
Ohhhh Great Post…. Last time i paid 40 Euros
By: Farooq on January 30, 2012
at 10:28 am
Thanks for your tips, i have done about it.
By: navchantha on February 27, 2012
at 7:27 am
Some good commercial tools are available which help in extracting emails and phone numbers from outlook
Examples are here
http://www.technocomsolutions.com/emailxtractoroutlook.htm
http://www.technocomsolutions.com/outlook-phone-number-extractor.html
By: TechGuru on February 29, 2012
at 10:45 pm
Man, a million thanks is a little of my appreciation! Best wishes on your way.
By: Abiola Kings on March 22, 2012
at 11:47 am
Thank you very much – It is a very quick and hassle free method. LAthough for all mail folder, it needs to be repeated
– But thats a small price for the ease of ops.
Now if you could tell me if theres is a magic to gathering all the email ids that seem to go in the memory and just appear when we start tying the id in the ‘to’ box.
Thanks a lot in advance
By: Sona Gupta Joshi on April 19, 2012
at 11:14 am
what you are looking for is called AutoComplete – what version of Outlook are you using ?
By: thetechieguy on April 19, 2012
at 7:55 pm
Outlook 2007 on Windows 7 and XP
By: Sona Gupta Joshi on April 24, 2012
at 7:16 am
How to collect email ids hiding in the auto complete ? – using Outlook 2007 on Windows XP and Windows 7
By: Sona Gupta Joshi on April 26, 2012
at 12:43 pm
WOW. I actually spent a whole month trying to do this. And you simplified it into 5 steps. Thank you so much.
By: jahir lopez on June 3, 2012
at 3:27 pm
Thanks a lot Dear! Really Helped me.
By: Zak on June 11, 2012
at 5:21 pm
HEy Techie Guy, Sounds like this has worked flawlessly for others and I tried it but it didnt work for me…could I be doing something wrong? I have one sub box that I want to extract from….I did everything you wrote and when it converted to csv, it only had the FromAddress in column A Could you give me some advise?
Thanks,
Tony
By: Tony on June 27, 2012
at 11:58 pm
hmmm not sure – maybe try this on another folder and see if you get the same results.
By: thetechieguy on July 2, 2012
at 4:02 am
Hi Techie,
This worked great! Thanks for the help…I think I saw some other people post about this, but is there a way to dig into the sub folders as well with out manually going in and selecting each folder?
By: snc on July 19, 2012
at 7:50 pm
not at the moment – this was a quick mock up example of why you dont need to pay big bux for features that Outlook should provide. If I get some time, I will expand this to sub folders too
By: thetechieguy on July 22, 2012
at 10:07 am
Update – I wrote a solution that extracts email address from folders and subfolders: http://thetechieguy.com/2012/07/24/extracting-email-address-from-outlook-folder-subfolders/
By: thetechieguy on July 24, 2012
at 9:04 pm
I had given this project to our IT dept a week ago,we are a ft250 company so have quite a large resource. They were suggesting Macro’s and all other mainy technical answers but none were working. Out of frustration I googled it and this site popped up. After following your intructions I collected 600 plus emails in about 5 mins. I am now going to do the same with my colleagues
Thank you very much
By: Scott on July 20, 2012
at 12:27 pm
[...] the popular post Extracting Email Address from Outlook 2007 folder I am asked if there is a way to export email address from Outlook folder but also include [...]
By: Extracting Email Address from Outlook Folder & Subfolders « The Techie Guy – Liron Segev on July 24, 2012
at 8:58 pm
Update – If you want to extract email address from folders and subfolders check out this updated solution I wrote: http://thetechieguy.com/2012/07/24/extracting-email-address-from-outlook-folder-subfolders/
By: thetechieguy on July 24, 2012
at 9:05 pm
Hi – I like this very much, but when I try to select the folder to export from I can only see those in my Hotmail and Personal Folders sections, not in my separate business accounts. For some reason they do not appear in the list – any thoughts please?
By: Jim on July 26, 2012
at 6:45 pm
This is a built in Outlook feature so not sure as cant replicate it. Try this tool: ttp://thetechieguy.com/2012/07/24/extracting-email-address-from-outlook-folder-subfolders/
By: thetechieguy on July 26, 2012
at 9:15 pm
Just thought – is it because they’re IMAP accounts rather than the MAPI of Hotmail?
By: Jim on July 26, 2012
at 8:53 pm
[...] of the most read articles on the blog is still the old favourite: Extracting Email Address from Outlook 2007 folder post which I wrote in 2008. When you follow the steps there it results in an Excel file being [...]
By: Remove Duplicate Email Addresses from the Exported Excel File « The Techie Guy – Liron Segev on August 7, 2012
at 5:13 pm
Hey all – if you want to know how to remove Duplicates from the exported Excel file – check this out: http://thetechieguy.com/2012/08/07/remove-duplicate-email-addresses-from-the-exported-excel-file/
By: thetechieguy on August 7, 2012
at 5:14 pm
When I initially commented I clicked the “Notify me when new comments are added” checkbox and now each
time a comment is added I get three e-mails with the same comment.
Is there any way you can remove me from that service? Bless you!
By: Sourish Pau on August 23, 2012
at 8:31 am
there should be unsubscribe option on those emails. Not sure why you getting them 3 times though…
By: thetechieguy on August 23, 2012
at 11:48 am
I’ve only got 2 copies!
– but I was only getting one up to now…
By: Jim on August 23, 2012
at 4:23 pm
Its fantastic man. It saved hours of work for me. Thanks you so much – Sridhar
By: Sridhar on August 24, 2012
at 10:02 am
it’s very good from last three days , everyday 2 hours i was finding good software to extract Emails from Microsoft outlook 2010 email folder. but today morning i find it , it’s miracle , so simple. God knows all other software will work or not , but this build in export facility from outlook 2010 works very well. thanks your posting.
By: Shivji on August 31, 2012
at 4:30 am
Found the solution at your site quickly and it did just what I wanted it to do on the first try. Thank you!
By: Carol Davidson Chastain on September 10, 2012
at 10:18 pm
Works like a charm, glad to have solved it without other software.
By: bva on October 8, 2012
at 9:19 pm
Thank you so much. Great and easy to use solution.
By: Ian Andre Espinet on November 22, 2012
at 4:55 pm
THANK YOU THANK YOU. A BIG THANK YOU. THIS WAS SO SIMPLE AND SO EASY. AM SO GLAD I CAME ACROSS YOU PAGE.
By: Anshula Chaturvedi on December 2, 2012
at 12:40 pm
one more thing – the email ids are extracted, duplicates removed. now how does one remove multiple email ids in the same field – i.e. say in ‘TO’ : there are 4 email ids.
is there a way to remove those
By: Anshula Chaturvedi on December 2, 2012
at 12:42 pm
You should be a part of a contest for one of the best websites online.
I will recommend this site!
By: Red Bottom Shoes on December 17, 2012
at 5:00 pm
[...] Extracting Email Address from Outlook 2007 folder (99 COMMENTS) [...]
By: TheTechieGuy: 2012 year in blogging « The Techie Guy – Liron Segev on January 1, 2013
at 12:10 pm
IS there an easy way or sw available to
batch delete email addresses when they are
bouncebacks? I realize that there are
many reasons for bouncebacks but
I looked high and low for a sw or
solution to easily getting rid of this problem?
My wife is in charge of a prayer
email chain and I just sent an email out
and received back hundreds of
undeliverable’s and wanted a simple
solution to removing addresses from
the emails themselves.
Brent Carey
bccarey@bresnan.net
By: Brent Carey on January 9, 2013
at 6:12 pm
Thank you so much for saving me 3 hours work time. Very appreciated!
By: Danny on January 18, 2013
at 11:59 pm
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By: Shirley on February 7, 2013
at 7:44 am
Great, fantastic way to get email addresses out of Outlook – Well Done !
Do you know of a way of extracting addresses from within an folder of emails in Outlook to export into Excel. We have over 1000 of these emails which are all emailed to us from the same third party with lead details in the body of the email we get. At present we cut and paste into Outlook contacts and our Newsletter software but an automated process would be fab. Any ideas ?
By: James Flynn on February 12, 2013
at 4:43 pm