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How to Create a List of Email Addresses from a Folder of Messages in Outlook

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If you’re someone who uses Outlook for email, and if you’re like me- someone who “occasionally” loses track of who he communicates with, then I think you’ll appreciate today’s Quick Tip.

Sometimes I want to email a group of people who were all part of a previous email discussion or all worked on the same project. To do that, I’d usually have to open a load of messages and manually copy and paste each email address of every person I want to reach out to. I figured there must be a better way, and there is!

It’s not hard to find this info by simply googling for something like “Extract email addresses in Outlook” but it is hard to find a straight forward tutorial that simply gives you the steps without a bunch of ads and other nonsense on the page.

So, if you want to automatically create a list of email addresses from a bunch of messages in Outlook, try this:

First, you’ll need to move all the messages you want to extract addresses from into a new folder. Or, if you have a “Project Folder” or a “Client Folder” maybe you can skip this step.

  1. Select the folder you want to export from by clicking the folder in Outlook.
  2. Click File > Open & Export > Import/Export
  3. Click Export to a file > Next > Comma Separated Values > Next
  4. Make sure the correct folder is selected/highlighted
  5. Click Next
  6. Browse to a location to store your export and give the file a name
  7. Click OK
  8. Click Next
  9. Click the checkbox to the left of Export “Email Messages” from folder: Your Folder
  10. Click Map Custom Fields…
  11. Click Clear Map
  12. Drag and drop From: (Name), From: (Address), To: (Address), CC: (Address) from the left window to the right window
  13. Click OK
  14. Click Finish

You’ll see a progress meter while the export is going. Once the meter disappears, the process is complete.

 

Navigate to the location you selected and look for the file you created. The combination of fields we selected in step 12 will give you everyone included on every message in the selected folder. You can repeat the process and keep or remove fields as needed. Using some of your other Excel skills, there are many ways you can use this list. Maybe we’ll investigate some of those options in a future post.

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