Extract Email Addresses From Outlook Folder

[Mariela Laflam]

Ive got to send a bulk email out to a bunch of people in reply to emails they sent me. I've got all the original emails stored in a single outlook folder. I want to extract all of the reply addresses from the emails in that folder so I can send an email to all of them.

The article Extracting Email Address from Outlook 2007 folder shows you how to export the FROM address of these emails, however a large amount of them came from a web service that sends emails 'on behalf of' the person I'm trying to mail to. So I need the reply-to address, and the export wizard doesn't do that.

When you export your contacts from Outlook for Windows, a copy of your contacts is saved to a CSV file, or other file type. You can then use this file to import your contacts to another email account.

If your ribbon doesn't have a File option in the top left corner, you're not using Outlook on a PC. See What version of Outlook do I have? to get to the export instructions for your version of Outlook.

THIS STEP IS KEY especially if you're borrowing a friend's computer: In the Select folder to export from box, scroll to the top if needed and select the Contacts folder that's under your account. Choose Next.

Generally we recommend closing the file without saving any changes; otherwise the file might get messed up and you won't be able to use it for importing. If that happens you can always run the export process again and create a new file.

I set up a folder in Outlook to house emails from a very specific K-12 group (a community chat where all communications are sent/received as an email). My original intent was to pull the names and email addresses from these emails to build a database for communication geared toward this group. Fast forward to today, there are 100's of emails in this folder and I never started the project.

Hi Jenna,

The Outlook Desktop app does not have a built-in feature to achieve this. You possibly will have to use Power Automate or a third-party solution.

Also be aware that Microsoft 365 does not support bulk e-mailing. In this case, I recommend using email delivery service such as Mailgun, MailChimp, etc.

It is easy to extract email addresses from one email message with copying and pasting. But how to extract all email addresses from folders in Microsoft Outlook? Here we will walk you through extracting all email addresses from specified folders in Microsoft Outlook, and exporting as other files in detail.

If you have Kutools for Outlook installed, you can apply its Add from Message feature to extract all email addresses from all emails in a mail folder, and then save as individual contacts quickly in Outlook.

Kutools for Outlook also provides the Add to Group feature to extract email addresses of senders or recipients from all emails in a certain mail folder, and save extract email addresses as contact group members in bulk.

The Microsoft code was giving me an error, and some investigating reveals that the schema page is no longer available. I wanted a semicolon-delaminated list of email addresses that were either in my Exchange organization or outside of it. Combining it with another S/O answer to convert inner-company email display names to SMTP names, this does the trick.

The answers above did not work for me. I think they only work when the recipient is in the address book. The following code is also to able to lookup email addresses from outside the organisation. Additionally it makes a distinction between to/cc/bcc

This is what worked for me with Outlook 2019. Use your internal domain name(s). Might need some tweaking yet - not heavily tested. Place code in the ThisOutlookSession module. (Updated to handle Exchange distribution lists 7/31/20.)

Following the above steps, you can extract only a few email addresses. It is not suitable when you have a huge database for extracting attachments from Outlook. Moreover, you may lose your database as this is a risky method.

As we mentioned above, you can use the manual solution to extract Outlook email addresses but it is not suitable in every situation and also have some drawbacks. Therefore, it is suggested to go for an automated approach which is simple to use and provide accurate results.

Setup another user with full access rights to that account, then have that user open a local copy of Outlook. That should cause all the emails to sync into that new local Outlook. Once it finishes you can pull that PC offline to avoid any potential issues and do your extraction from the local Outlook.

I went through the process of doing all 140 subfolders individually and removed all duplicates. I now have a spreadsheet with the remaining addresses. Is there an easy way to import them directly into a new Group?

This tutorial explains how to extract email addresses from emails stored in Microsoft Office Outlook, Outlook Express and Thunderbird, using Email Address Collector. Also see the video tutorial: extract email addresses from emails.

In order to extract email addresses from emails, you firstly have to select the email client from which to extract from. Email Address Collector supports all Windows versions of the following email clients: Office Outlook, Outlook Express, Thunderbird and Eudora.

You can now select to extract email addresses from email folders, Contacts folders or from all mailbox folders. For example, if you want to extract email addresses from your Outlook Inbox folder, simply select the Inbox folder in the top left panel:

Extract email addresses from email folders

After you choose how to scan the email folder(s), Email Address Collector will prompt you with extraction filtering options: you can choose to extract all email addresses that it can find in the selected folder(s) or you can choose to filter email addresses based on several options that are grouped in two filters sections:

Extract from emails using filters

Harvesting addresses is pretty simple. I showed how to do this for meetings in this earlier post. marthasmith wants to take it a step further and collect address for different Outlook items types (e.g. emails, addresses, contacts, etc.) and she wants to do this for all folders. The first requirement calls for detecting the item type being processed since different types of items have different properties. The second requirement can be satisfied through a recursive loop.

I was looking for something like this and it works a charm,

The only criticism is the fact that there is no check for duplicates

I came up with this solution and it works:

Add this at the top

Dim oArray() As Variant, x As Integer, y As Integer

Thanks for the feedback and the improvement to the solution. I recommend making one further refinement. Instead of using an array to store the addresses I propose using a Scripting Dictionary object. That will save the repeated iterations through the array looking for matches as well as resizing the array each time we add an address to it. Something like this. You will need to add a reference to the Microsoft Scripting Runtime in order to use this.

HI David

Thank you very much. This is what I am looking for.

But seems it only work when the subfolder has been selected, when I trying to run under the inbox folder, it give me runtime error 440.

Can you help?

Henry

Hi David

In other VBA relating to Outlook I have had a problem with: Add and request read receipts and delivery notifications. I think that could cause issues. I suggest to test this. Ie. change the code so it skips any request read receipts and delivery notifications. Agree?

Hi David

Have tested and now it run without error. Perfect. Thanks. Can we go to part B (sender name, email addresses and subject)?

If you want to spend the time, we can try to find the reason to the error later, but that is not urgent.

Thanks again and look forward to hear from you.

Concerning the additional details, why does it matter what message an address came from, especially since the solution is removing duplicates? Unless an address only appears once, then the additional details are going to come from the first message the address appears in. For example, say that the address j...@company.com appears in five messages. The code is only going to harvest it once, from the first message it appears in. That may or may not be the most significant of the messages the address is in. It may not even be a message. The first appearance might be in an appointment or a distribution list, in which case the code would get the details from there and would never record anything about all the other items that address appears in.

Please try this version. It should harvest the addresses from every item in every folder you have. It also de-duplicates the addresses. Depending on how many folders you have and how many items are in each folder, it may take a long time to run.

I have made all of the recommended changes to the script given to BBB, it is saying an ambiguous name detected: GetSender

No idea how to solve this problem. I have never used codes like this before. Please assist!

Do you have an idea if its possible to extract email signatures from the email body? I was trying to search on forums over the last few weeks and havent found much for answers to this. I would imagine there might be something embedded in the email that would indicate a section of the body to house the signature information.

Hi there,

I am a VB n00b, please be gentle!

This works well but returns exchange server and lanID data, as opposed to the email addresses themselves.

I suspect this works fine on a non exchange setup.

Is there any way to extract the email addresses behind the lanIDs?

many thanks!

This code assumes first names are in column A and last names are in column B. It also assumes the display name format in your address book is First - space - Last. It further assumes that the name of the address book you are tapping into is named "Contacts". Hopefully this works. It's what i could gleen off the internet in short fashion. Post back if you hit snags and we'll try to get you hooked up.

3a8082e126