How to Extract Email Addresses from Outlook to Excel?

Outlook is the top-most favored email management application among professional and tech users. Also, many organizations rely on this application to perform their email operations due to wider integration with Microsoft applications and built-in security features. But several times users forget important email addresses, or may feel uncomfortable entering their email addresses manually when composing a new email.

Before indulging in such speculation, users prefer to extract email addresses from Outlook to Excel. By doing so, they can easily access email and use it at their convenience. However, many of the users don’t know how to do the same. EmailsKB, as being a helpful and trusted platform, will provide free and topmost effective methods to extract email addresses from Outlook folders. So, join your hands with us and let’s get started!

Method to Extract Email Address from Outlook to Excel: Step-by-Step Guide

Now, we will see how to extract emails from MS Outlook. Here are some easy-to-follow stepwise methods that will help you out. Go through each and choose them at your convenience:

Method 1. Directly Extract Email Address via Outlook

If you’re a desktop Outlook user and looking to extract email addresses from Outlook to Excel, then this method is for you. Just follow the steps below and get your email address in an Excel file:

1. Open your Outlook, click on File, then Open and Export>Import/Export.
2. Tap on Export to a file and click on Next.
3. Choose Comma-Separated Values. Click Next.
   
4. Select the Contacts folder and tap Next. (Note: You can select any folder as per your needs.)
5. Click Browse and provide the saving path, type a name for your file, and click OK. Once done, click Next.
6. Click on Finish. The email address, along with other data, will be saved in a CSV file.
7. Open the CSV file in Microsoft Excel and go to File, tap on Save, and choose Excel format (XLSX). Click Save.

The extracted email address will be saved in an Excel file at your provided location. Moreover, if you have configured your Gmail account in Outlook, you can also follow the same guide to extract email addresses from Gmail using Outlook.

Method 2. Extract Email Address via OWA

If you are an OWA (Outlook Web Access) user, then you can execute this method to extract email addresses from Outlook folders. Here are the steps to follow:

1. Log in to Outlook for Web and go to People.
2. Click on Manage Contacts and select Export Contacts.
   
3. Choose All contacts and click Export. Your contacts with email addresses will be downloaded in a CSV file.
4. Open that CSV file in Microsoft Excel and go to File>Save As and select Excel (XLSX) file.

Note: After you copy email addresses from Outlook to Excel, it’s important to clean the duplication/unwanted data.

Method 3. Copy Email Addresses from Outlook to Excel

If you want to extract specific email addresses from Outlook to Excel, you can copy a single/specific email address from the email body. It is the simplest method, but it may bother you when copying bulk emails. Here is how to do this:

1. Open Outlook and access the desired email that has your specific emails.
2. View the email & tap on File and go to Properties.
3. From Internet Headers, locate, copy, and save your required email address in Excel file.

Now you have your Outlook email address in Excel file.

Note: This method is quite simple, but not suitable for extracting bulk email addresses.

Reasons to Extract Email Addresses from Outlook

You may need to extract email addresses from Outlook folders due to a variety of reasons. Some of them are as follows:

• Easier and quicker collaboration with employees and clients.
• Secure backup or archive of the email address for legal, audit, etc.
• Re-establish the communication during mergers or acquisitions.
• Sending emails to bulk users for promotions or newsletters.
• Offline accessibility of email addresses for future needs.

Common Challenges While Extracting Emails from Outlook to Excel

Here are a few challenges you’ll have when you export contacts from Outlook to Excel. Be prepared for it to avoid further hassle:

• Duplicate email addresses.
• Time consumption for large mailboxes.
• Incomplete data if you copy incorrectly.
• Risk of data errors when handling bulk data.

Ending Notes

Knowing how to extract email addresses from Outlook to Excel is useful for all kinds of users/organizations relying on email communication. Once you export the email address into Excel, your data becomes easier to organize and allows you to gain control over information. With the right method & strategies, you can easily extract emails from Outlook folders, & export contacts from Outlook to Excel efficiently.