Extract emails from word

There may be times when we need to extract a bunch of email addresses from Microsoft Word documents. But searching them one by one will become laborious if these emails are scattered around multiple documents.

This guide will show you two quick ways to pull out all email addresses from Word documents without using any third-party tool. So let’s get started.

In addition to simply searching for words, phrases, and numbers, you can use special characters and wildcards in the Advanced Find feature in Word to extract all the emails at once. To do that, follow these steps:

1. First of all, launch the Word program and open the document you want to extract the emails.
2. Now, you will land on the Home tab by default. If not, click the Home tab.
3. Next, you can see the Editing part on the right side of the ribbon. Click on the drop-down arrow next to the Find option. From the drop-down list that then appears, click on Advanced Find.
4. In the Find dialog box, type [A-z,0-9]{1,}@[A-z,0-9,.]{1,} as a search string in the field provided.
5. Then, click More >> to open various other options. Here, make sure to check the Use wildcards option.
6. Click the Find in button to show the drop-down and then choose the Main document. It will find and highlight every email address in the word document, as shown in the screenshot below.
7. Now all you need to do is to copy these emails to the clipboard. Either you can use the Copy button in the Clipboard section in the Home tab, or simply use the shortcut Ctrl + C.
8. Now, all you need to do is to copy these emails to the clipboard. Either you can use the Copy button in the Clipboard section in the Home tab or use the shortcut Ctrl + C. Either will do fine.
9. After that, open a Notepad document or a new document in Word and paste the copied items there using the paste button or Ctrl + V shortcut.

This way you can extract email addresses from Word documents effortlessly. Now, save them in your preferred location.

You can also use Visual Basic for Applications (VBA) to run customized codes to pull out emails easily. Here are the steps to do so.

1. Launch the Word and then open the source document first.
2. Now, open the VBA editor. If you have the Developer tab already enabled, you can directly click the Visual Basic option to launch the editor. Alternatively, you can use the Alt + F11 keyboard shortcut.
3. Once the editor opens, click the Insert menu at the top and choose Module.
4. In the new window that appears then, copy and paste the below-given codes.

Sub Extract()
Dim mailVariable As String
With ActiveDocument.Range
With .Find
.ClearFormatting
.Replacement.ClearFormatting
.Text = "[A-z,0-9]{1,}@[A-z,0-9,.]{1,}"
.Replacement.Text = ""
.Wrap = wdFindStop
.Format = False
.MatchCase = False
.MatchSoundsLike = False
.MatchWholeWord = False
.Forward = True
.MatchByte = False
.MatchAllWordForms = False
.MatchWildcards = True
.Execute
End With
Do While .Find.Found
mailVariable = mailVariable & .Text & ";"
.Collapse wdCollapseEnd
.Find.Execute
Loop
End With
If mailVariable <> "" Then
Documents.Add Template:="Normal", NewTemplate:=False, DocumentType:=0
ActiveDocument.Range.Text = mailVariable
End If
End Sub

1. Now Run the code by simply pressing F5 on your keyboard.

Once you run the code, it will create a new document automatically with all the email addresses extracted from the source document. You can save the new record and use it as per your requirement.

When you need to send emails to several people at once, you may find it difficult if you do not have a clear list of email addresses. And things can get a bit tricky if you need to navigate through the entire documents and find them manually. But, with the two methods explained above, you can complete the task in a few seconds and use them however you want.

Furthermore, these are not limited to the native .doc and .docx files. Since Microsoft Word supports many formats, you can use these methods to extract emails from documents such as TXT, XML, and more.

Here is a tutorial to extract all email addresses from Word documents in Windows 11/10. If you have Word documents (DOC, DOCX) with multiple email addresses and you want to use those email addresses for any purpose, it will be really tiring to manually search for them. An easier solution for you is to extract all email addresses from the document and then use them as you want. Now, to extract email addresses from Word documents, you don’t need any third-party solution. In this article, I am going to show two simple tricks to extract email addresses from Word documents. You can do so in the Microsoft Word application. Let us check out the methods now!

Here are the two methods to extract all email addresses from a Word document in Windows 11/10:

1. Extract email addresses using the Advanced Find option in MS Word.
2. Use VBA code to extract all email addresses from a Word document.

Let us talk about these methods in detail!

1] Extract email addresses using the Advanced Find option in MS Word

You can use the Advanced Find/ Find and replace option in Microsoft Word to extract all email addresses from Word documents. Here are the main steps to do so:

1. Launch Microsoft Word.
2. Open a Word document containing email addresses.
3. Go to the Find > Advanced Find option.
4. Enter a string in the Find what field.
5. Enable the Use wildcards checkbox.
6. Click on the Find In > Main Document button.
7. Return to the main document and use the Copy option.
8. Create a new blank document and paste copied email addresses.

Now, let’s elaborate on these steps now!

Firstly, run the Microsoft Word application on your PC and then import a Word document that contains the email addresses that you want to extract.

Now, in the Home tab, go to the Editing section and click on the Find drop-down button. Then, tap on the Advanced Find option. This will open up a Find and Replace dialog box.

In the Find and Replace dialog box, from the Find tab, enter the [A-z,0-9]{1,}@[A-z,0-9,.]{1,} string in the Find what field.

After that, press the More button which will open up various options.

Next, enable the Use wildcards checkbox.

Then, click on the Find In drop-down button and select the Main Document option.

As you do that, all the mail addresses will be highlighted and selected in the source Word document, as shown in the below screenshot.

Now what you have to do is that click on the Copy button present in the Home tab. Alternately, you can also use copy hotkey i.e., Ctrl +C shortcut key. It will copy all the email addresses present in the Word document to the clipboard.

Next, create a blank Word document or open the Notepad app and simply paste the copied email addresses using the dedicated option or Ctrl + V hotkey.

You can now save the document with extracted email addresses from the Word document and use the email addresses however you want.

Read: How to disable Splash Screen in Office programs.

2] Use VBA code to extract all email addresses from a Word document

You can also use a simple Visual Basic for Applications (VBA) code in order to extract all email addresses from Word documents. Here are the main steps to do so:

1. Open the Word app and then import the source document.
2. Launch VBA Editor.
3. Insert a new module.
4. Enter the VBA code for email address extraction.
5. Run the VBA code to extract all email addresses.

First, open the Word app and then import the input Word document from which you want to extract all email addresses.

Now, launch the VBA Editor using the Alt + F11 key combination. If you have enabled the Developers tab on the main ribbon, you can go to the Developer tab and click on the Visual Basic option to open up the VBA Editor.

Next, in the VBA Editor window, go to the Insert menu and click on the Module option.

After that, in the right section, enter the below VBA code in the editor window:

Sub ExtractAllEmailAddressesFromDocument()
Dim strEmailAddresses As String

' Extract all email addresses in a document.
With ActiveDocument.Range 
With.Find
.ClearFormatting
.Replacement.ClearFormatting
.Text = "[A-z,0-9]{1,}@[A-z,0-9,.]{1,}"
.Replacement.Text = ""
.Forward = True
.Wrap = wdFindStop
.Format = False
.MatchCase = False
.MatchWholeWord = False
.MatchByte = False
.MatchAllWordForms = False
.MatchSoundsLike = False
.MatchWildcards = True
.Execute
End With 
Do While .Find.Found
strEmailAddresses = strEmailAddresses & .Text & ";"
.Collapse wdCollapseEnd
.Find.Execute
Loop
End With

' Open a new document to paste the email addresses.
If strEmailAddresses <> "" Then
Documents.Add Template:="Normal", NewTemplate:=False, DocumentType:=0
ActiveDocument.Range.Text = strEmailAddresses
End If
End Sub

Then, go to the Run menu and click on the Run Macros option or simply the F5 key. A Macros dialog window will open up where you need to select the created macro and then click the Run button.

As you click on the Run button, a new Word document will open up with all the extracted email addresses from the Word document.

You can simply save the document with extracted email addresses and use them as required.

As Microsoft Word supports a variety of document formats, these email address extraction methods can be used for a non-Word document too, such as XML, ODT, etc.

Now read: Extract email addresses using Easy Email Extractor.

How to start the email extraction process

Choose your perfect plan for Atomic Email Logger

All Corporate discounts

Extract addresses from PDF for the following markets:

How to install Email Logger on MacOS
Intel or Apple M1
Take a look

Why Atomic Logger

Latest updates will make your work even easier

In case you’re wondering…

Related articles