Import email in excel

Take a look at my Outlook Inbox.  We want to bring in only the messages stored in the “Action Required” folder below the main Inbox folder.

If I can send all these messages into an Excel Table, reading through and processing the messages will be a bit easier to manage.

Creating an Outlook Query in Excel

We begin by starting a blank workbook in Excel and creating a connection to our Outlook Inbox using Power Query.

Select Data (tab) -> Get Data -> From Other Sources -> From Microsoft Exchange.

Enter your email address in the Mailbox Address field.

If this is the first time you have connected to your Outlook account using Power Query, you will need to provide your account name and password to permit Power Query the needed access to your Exchange email.

This is a one-time requirement.  Further connections will utilize the same credentials provided at this step.

In this example, I will use my email address associated with my Microsoft account.

Provide your password and click the Connect button to proceed.

Connecting to the Outlook Inbox

Power Query creates a connection to the Outlook mailbox and displays the top-level sections of the account.

If you click on one of the listed tables you can see a preview of the data in that table, such as all the email folders and their contents.

These tables make it easy to import the full data then filter and sort the data in any way you need.

We’ll select the Mail table and click the Transform Data button to load the contents of the email into Power Query.

Filtering the Inbox for Only Needed Messages

Once we have brought the Inbox information into Power Query, check out these categories across the top of the table.

These headings allow us to sort and filter the table to include only the needed items.

Useful columns for filtering include:

• Recipients names & email addresses
• Date and time the email was sent
• Date and time the email was received
• Message importance/priority level
• Attachment indicator and attachment filenames
• Message read/unread status

An interesting column is the “Body” column.  This contains two versions of the email message: a plain text version and an HTML version of the message.

I want to filter the “Folder Path” column to only include messages from the “Action Required” subfolder.

You can also filter using pre-build text filters for items that begin, end, include, or don’t include specific text.

Other columns, like the “Subject” column display all the email subject lines.  The “Sender” column contains nested information about the name and email address of the sender.

If we want to include the “Sender” information in the output table, we can click the Expand Table button at the top of the “Sender” column and click OK to extract the names and email addresses as additional columns in the current table.

Getting Rid of the Unwanted Columns

As the table contains many unneeded columns, an easy way to get rid of those columns is to use the Choose Columns feature located on the Home ribbon.

From here we can easily select only the needed columns from the table.

Updating the Table When New Messages Arrive

As all the transformation steps have been recorded in the query, it will be a simple matter of pressing a Refresh button to re-execute the steps, updating the table results.

To send the results to an Excel Table, click the “Close & Load” button on the far left of the Home ribbon.

Updating the Query Results

When a new message is received that meets the query criteria, we can click the Refresh button on the Data or Table Design ribbons (or right-click the table and select Refresh) to re-execute the query to bring in the latest messages.

We see a newly added message in the “Action Required” sub-folder.

To bring the new message into the Excel Table, click Refresh.

The new message appears at the bottom of the Excel Table.

Getting Outlook and Excel to Work Together

When pulling messages from an Outlook folder, it’s a good idea to set up a rule in Outlook that automatically sends specific messages to the desired folder.

This way, you don’t even have to have Outlook open and running for the Excel query to reach into the Inbox and download the needed information.

You can set the query to automatically refresh when the Excel file is opened, making this a 100% hands-free operation.

If you get a lot of emails and you need to analyse the data in them, then importing your emails from Outlook into Excel with VBA will save you a lot of time. In this post we’re going to explore a way to import all emails in a given folder that were received after a certain date. Obviously, you will need to have Microsoft Outlook installed on your computer for this to work.

If you’re unfamiliar with VBA, then it’s probably a good idea to read this post about How To Use The VBA Code You Find Online before continuing reading and working with the completed workbook.

For this code you will need the Microsoft Outlook 16.0 Object Library enabled. In the visual basic editor, go to Tools then References and check the box next to it and press OK button to enable it.

In this example I’m going to be importing from an Outlook folder called Inbox/Net Sales Report/Sales. If you wanted to import from a subfolder of Sales then you would need to append another .Folders(“Subfolder Name”) onto the Set Folder = line of code.

I have added named ranges to the workbook as referring to a cell with a named range in VBA rather than the generic cell address such as Range(“A1”) means you can move things around in your workbook without worrying about breaking your code. These are the named ranges the code will use.

• From_date – This cell will allow the user to input a From Date so that only emails received (and in our Sales folder) after this date are returned.
• eMail_subject – This cell contains the Subject column heading. Subjects from emails will be imported just below this cell.
• eMail_date – This cell contains the Date column heading. Date received from emails will be imported just below this cell.
• eMail_sender – This cell contains the Sender column heading. Sender information from emails will be imported just below this cell.
• eMail_text – This cell contains the Email Text column heading. The main text body from emails will be imported just below this cell.

Here is the code.

Sub GetFromOutlook()

Dim OutlookApp As Outlook.Application
Dim OutlookNamespace As Namespace
Dim Folder As MAPIFolder
Dim OutlookMail As Variant
Dim i As Integer

Set OutlookApp = New Outlook.Application
Set OutlookNamespace = OutlookApp.GetNamespace("MAPI")
Set Folder = OutlookNamespace.GetDefaultFolder(olFolderInbox).Folders("Net Sales Report").Folders("Sales")

i = 1

For Each OutlookMail In Folder.Items
    If OutlookMail.ReceivedTime >= Range("From_date").Value Then
        Range("eMail_subject").Offset(i, 0).Value = OutlookMail.Subject
        Range("eMail_date").Offset(i, 0).Value = OutlookMail.ReceivedTime
        Range("eMail_sender").Offset(i, 0).Value = OutlookMail.SenderName
        Range("eMail_text").Offset(i, 0).Value = OutlookMail.Body
        
        i = i + 1
    End If
Next OutlookMail

Set Folder = Nothing
Set OutlookNamespace = Nothing
Set OutlookApp = Nothing

End Sub

It’s a pretty simple VBA procedure, but it can be very useful if you have to deal with a lot of similar emails.

Here’s how:

1. In your workbook, click the worksheet with the contact information you want to import.
2. Click File > Save As.
3. Choose where to save your file.
4. In the Save as type box, choose CSV (Comma delimited) (*.
5. Click OK.
6. Click Yes to have Excel save the current worksheet as a CSV file.
7. Close the CSV file.

Import contacts from Excel to Outlook
Open Outlook, go to File > Open & Export and click the option Import/Export. You’ll get Import and Export Wizard. Select the option Import from another program or file and then click the Next button.

How do I copy bulk email addresses from Excel?

Right-click and select “Paste special” Select “All” and select “Transpose” then click “OK” The email addresses are now all in that cell reading across (the LF characters are gone) With the new cell still selected press Ctrl-C or right-click Copy.

How do I import email addresses from Excel to a group?

Open the address book list and select the contacts folder we created. Select all the contacts in the list and add them to Members. Click OK and Save & Close. To send email to the contact group, type the group name on the To line, or type it on the Bcc line if you want to hide the addresses from recipients.

Can I import email addresses from Excel into Gmail?

Google Mail allows you to import a contact group from an Excel file into Google Contacts. This process consists of two steps: saving the contact group Excel file as a . CSV file and then importing the . CSV file into your Google Contacts.

How do I create a CSV file from Excel contacts?

Here’s how:

1. In your workbook, click the worksheet with the contact information you want to import.
2. Click File > Save As.
3. Choose where to save your file.
4. In the Save as type box, choose CSV (Comma delimited) (*.
5. Click OK.
6. Click Yes to have Excel save the current worksheet as a CSV file.
7. Close the CSV file.

How do I format an Excel column for email addresses?

Select the cells that you want to only allowed to type with email addresses format, and then click Data > Data Validation > Data Validation, see screenshot: 2. In the Data Validation dialog box, under the Settings tab, choose Custom from the Allow drop down, and then enter this formula: =ISNUMBER(MATCH(“*@*.?*

How do I copy and paste email addresses?

Select the email address that you want to copy. Click the email address once to highlight it then press Ctrl + C simultaneously to copy. Move the cursor to the body of the letter then press Ctrl + V to paste it.

How do I copy and paste multiple email addresses?

Now that all the recipients are highlighted, press CTRL+C to copy them or right click on the selected addresses and choose Copy. Press the “Add Members” button and select “From Address Book”. Place your cursor in the field next to the “Members->” button. Press CTRL+V to paste the copied addresses.

How do I convert Excel to contacts?

Type a name for the contact list in the “File Name” text box. Click the “Save as Type” drop-down box and select “Microsoft Excel 5.0/95 Workbook (*xls).” Click “Save” to save the file as another Excel spreadsheet. Doing this ensures that you can return to the spreadsheet later and update if needed.

How do I send an email from Excel to Gmail?

If you have Outlook installed and are using your Gmail account in it, you can email directly from Excel using File > Share and then Choosing Send a Copy from the window that pops up.

How do I Import a CSV file into Gmail contacts?

Importing contacts to Gmail via a CSV / VCF file

1. Click the Google Apps button at the top right.
2. Click the Contacts button.
3. Click the Import button in the Contacts window.
4. Click the Select file button and select the contact file to be imported.
5. Click the Import button.

How do I import contacts into CSV file?

Convert Excel file to CSV

1. Open the Import file. This can be done through spreadsheet software such as Microsoft Excel and can also be done via TextEdit (Mac) or Notepad (Windows)
2. Select your import File.
3. Enter your contact details for Name and Email.
4. Click Save As.
5. Rename the file if you prefer then select .
6. Click Save.

How do I import contacts from Excel to CSV and Gmail?

Open your Google contacts in Gmail. Click the More button above the contact list and select Import. Click the Choose File button and navigate to your . CSV file.

How do I convert Excel to CSV without losing data?

In the Save as type box, choose to save your Excel file as CSV (Comma delimited).
Do this by following the below instructions:

1. Select the column with such data.
2. Open Data >> Text to Columns.
3. Select Delimited >> Next >> Deselect all delimiters >> Next >> Select Text as Column Data Format and Finish.
4. Save as CSV.

How do I save a list of email addresses?

Find the message from a person you wish to save to your contact list and click the subject line to view the message. Click the gray downward pointing arrow, located on the top-right of the message, and select “Add to Contacts list.” The sender’s email address to your contacts.

How can I get a list of email addresses?

16 Easy Ways to Collect Email Addresses — Expert Tips

1. Make sure there’s something in it for them (and never, ever, spam)
2. Offer useful resources.
3. Use Facebook ads.
4. Offer free tutorial videos.
5. Promote your newsletter signup throughout your website.
6. Get personal.
7. Use popups to promote special offers.
8. Host contests!

How do I save an email address to a group?

To create a contact group using the contacts picker:

1. While composing an email message, open the contacts picker by clicking the To: link.
2. In the Search contacts box, start typing the name of a contact you want to add to the group.
3. When you are finished, click Save as Group.
4. Enter the name of the group, and click OK.

What is a distro copy?

Distribution files satisfy only limited researcher needs, and are not intended to substitute for the original record if the original is damaged, destroyed, or not retained. Distribution copies are generally derived from preservation master or reproduction master files.

How do I import contacts from Excel to Gmail?

Step 2: Import CSV File to Gmail

1. To begin with, sign-in to the Gmail account. For that, provide the credentials i.e., Username and Password in the appropriate fields.
2. Now, click on Google apps icon, from there select Contacts.
3. Then, click Import Contacts to import phone numbers from excel to Gmail.

How do I create a CSV file from email address?

1. From the menu in Windows Mail, Select Tools > ‘Windows Contacts…’
2. Click Export in the toolbar.
3. Highlight CSV (Comma Separated Values).
4. Click Export.
5. Click Browse….
6. Select a folder in which to save the exported contacts.
7. Type the desired name (such as “Windows Mail contacts”) under ‘File name’.

I am trying to import email information from a sub-folder of a shared inbox in Outlook into an excel spreadsheet. I encountered lots of issues so far, namely accessing the sub-folder of the inbox, but have found solutions. The problem I now have is the code stopping after the same number of emails that are present in the Inbox. For example, I am trying to get information from the «Archive» folder (a sub-folder of the Inbox) but if there are 20 emails in my Inbox, then the code stops when the count reaches 20 and only gives me the information for 20 items in the «Archive» folder

See my code below executed from Outlook. I have marked where the code stops. It gives me the error «aOutput(lCnt, 1) = Subscript out of range» when I hoover the cursor over «aOutput». If I skip the code to the «SetxlApp…» line it will give me the excel sheet populated with data for all emails up to that point (20 emails i.e. the same number of items in my Inbox) but I need it to keep looping through the rest of the folder (could be thousands of items). Could anyone shed any light on this please? Any other suggestions? Thanks for your help.

Sub EmailStats()

Dim olMail As Outlook.MailItem
Dim aOutput() As Variant
Dim lCnt As Long
Dim xlApp As Excel.Application
Dim xlSh As Excel.Worksheet
Dim flInbox As Folder
Dim olFolder As Outlook.MAPIFolder

Dim myNamespace As Outlook.NameSpace
Dim myRecipient As Outlook.Recipient
Set myNamespace = Application.GetNamespace("MAPI")
Set myRecipient = myNamespace.CreateRecipient("Team Inbox")

Set flInbox = Application.GetNamespace("MAPI").GetSharedDefaultFolder(myRecipient, olFolderInbox)

Set olFolder = flInbox.Folders("ARCHIVE")
ReDim aOutput(1 To flInbox.Items.Count, 1 To 4)

For Each olMail In olFolder.Items
    If TypeName(olMail) = "MailItem" Then
    On Error GoTo ErrorSkip
        lCnt = lCnt + 1
        aOutput(lCnt, 1) = olMail.SenderEmailAddress '**Code stops here**
        aOutput(lCnt, 2) = olMail.ReceivedTime
        aOutput(lCnt, 3) = olMail.ConversationTopic
        aOutput(lCnt, 4) = olMail.Subject
    End If
ErrorSkip:
Next olMail

Set xlApp = New Excel.Application
Set xlSh = xlApp.Workbooks.Add.Sheets(1)

xlSh.Range("A1").Resize(UBound(aOutput, 1), UBound(aOutput, 2)).Value = aOutput
xlApp.Visible = True

End Sub