Export Email Addresses from an Outlook Folder

These steps will allow you to export the messages from a particular Outlook folder to Excel. You can then cleanup the email addresses and us...

These steps will allow you to export the messages from a particular Outlook folder to Excel. You can then cleanup the email addresses and use for other purposes. Example: Create an Outlook Distribution List or add the email address to your Barracuda Whitelist or Blacklist.

Note: The Export steps will walk you through exporting only the From: (Address) value. In other words, you will export addresses from the folder who sent you an email message. If you want to gather other addresses, Examples:To: (Address), CC: (Address), BCC: (Address), you can repeat the export process to gather these addresses one at a time. The email Address Cleanup in Excel is much easier if you are only dealing with a single column of data.

Export Steps for Outlook 2007 and Outlook 2003

1. From the File menu choose Import And Export.
2. Click Export to a file. Click Next.
3. In Create a file of type, choose Microsoft Excel 97-2003. Click Next.
4. In Select folder to export from, click the folder you that want to export. Click Next.
5. Click Browse.
6. Name the file EXPORT ADDRESSES. Click OK. Click Next.
7. Click the Map Custom Fields button. 
   If this button is not highlighted, click the check box for Export "E-Mail messages" instead.
8. Click Clear Map.
9. From the left side, drag the From: (Address) value to the right side of the dialog box. Click OK.
10. Click Finish. You can now go to the Email Address Cleanup section.

Export Steps for Outlook 2010

1. Click the File tab, and then select Options.
2. In the navigation pane (left pane), click Advanced.
3. In the Export section, click the Export button.
4. Click Export to a file. Click Next.
5. In Create a file of type, choose Microsoft Excel 97-2003. Click Next.
6. In Select folder to export from, click the folder that you want to export. Click Next.
7. Click Browse.
8. Name the file EXPORT ADDRESSES. Click OK. Click Next.
9. Click the Map Custom Fields button. 
   If this button is not highlighted, click the check box for Export "E-Mail messages" instead.
10. Click Clear Map.
11. From the left side, drag the From: (Address) value to the right side of the dialog box. Click OK.
12. Click Finish. Click OK. You can now go to the E-mail Address Cleanup section.

Email Address Cleanup

Note: These steps assume that you will be using either Excel 2007 or Excel 2010.

1. Open EXPORT ADDRESSES.xls.
2. Right-click on Row 1 and choose Delete.
3. Click the A COLUMN ID (the entire column should become selected).
4. In the Cells group, click Format and then select AutoFit Column Width.
5. In the Editing group, click Sort & Filter and then select Sort A to Z.
6. Save the file.
7. Click the Data tab.
8. In the Data Tools group, click Remove Duplicates. Column A should be checked. Click OK.
9. If any duplicates are found, you will be told. Click OK.
   Note: To use these addresses for an Outlook Distribution List or for a Barracuda Whitelist or Blacklist, the addresses must be in the format of username@domainname. Examples: vcv1@psu.edu, redcross-email@usa.redcross.org
10. Perform cleanup on the addresses. Delete any rows that don't have valid email addresses.
    TIP: If you are performing these steps for Barracuda, you can Whitelist or Blacklist an entire domain by using just the final portion of the address. Example: If you receive messages from the Penn State Listserv, you would edit one the the lists (Example: L-AGIT-ENEWS@LISTS.PSU.EDU) to be LISTS.PSU.EDU. If you added that to the Barracuda Whitelist, all list messages would come through Barracuda. On the flip side, if you didn't want to receive email from a particular domain, you can add this domain name to the Barracuda Blacklist.
11. When you are finished editing, Save the file.

Note: You can see the following How To's for help with moving the addresses to Create an Outlook Distribution List or add the email address to your Barracuda Whitelist or Blacklist.