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Export email addresses from Outlook to Excel

Excel 2010 NL tips, Outlook 2010 NL tips
10195, 10195-10, Excel, Exporteren, Outlook

Exporting all email addresses from a specific folder in Outlook—for example, to use in a mailing—can be done in just a few clicks.

Whether you have created a folder for everyone who subscribed to your newsletter or for another purpose, there are situations where you need a list of email addresses that only exist within email messages.

Export email addresses from Outlook FI

The steps below explain how to extract data from all emails in a specific folder and export it to Excel.

Video

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Procedure: Export email addresses to Excel

  • Make sure you know where the emails are located from which you need the addresses
  • It is easiest to create a separate folder for this purpose
  • In our example, we created a folder called “Newsletter”
    Export email addresses from Outlook 01
  • This folder contains the email messages to which we want to send a mailing
  • Select the tab >> File
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  • Choose >> Options
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  • Select >> Advanced
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  • Go to the section >> Export
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  • Click the button >> Export
    Export email addresses from Outlook 06
  • The Import and Export Wizard will start
  • Select >> Export to a file
    Export email addresses from Outlook 07
  • Click >> Next
  • Select >> Microsoft Excel 97-2003
    Export email addresses from Outlook 08
  • Select the folder to export
    Export email addresses from Outlook 09
  • In our example, this is the folder >> Newsletter
    Export email addresses from Outlook 10
  • Select the folder and click >> Next
  • Select where the export file should be saved by clicking Browse
  • Enter a file name
  • Click >> Next
    Export email addresses from Outlook 11
  • The action to be performed is now displayed
  • Using the option (button) Map Custom Fields, you can choose what to export and what not
    Export email addresses from Outlook 12
  • We usually choose all fields. The advantage is that you won’t miss anything, and you can simply ignore columns you don’t need
  • Finally, click >> Finish
    Export email addresses from Outlook 13
  • The export will start
    Export email addresses from Outlook 14
  • Once the export is complete, an Excel file will be available with the exported data from Outlook
    Export email addresses from Outlook 15

When is this useful

If people have signed up for a newsletter or event via email and you have all those emails stored in one folder, you may want to export the email addresses from that folder.

Advice

We used a newsletter as an example, but nowadays there are many useful tools available that manage email addresses for mailings. Therefore, use this method mainly for occasional cases when you need addresses that are not stored elsewhere.

Other topics

  • You can use this Excel file to create a mailing with Word and Outlook