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How to Extract Emails from a Particular Email Address in Outlook

Published By Raj Kumar
Anuraag Singh
Approved By Anuraag Singh
Published On July 1st, 2024
Reading Time 5 Minutes Reading

Consider that you are a user of Microsoft Outlook to host your emails and need to extract a single email via an email address using Outlook. Here is how this blog can guide you through the process.

What is the purpose of extracting emails from a specific email address?

Extracting emails from a specific email address means retrieving emails that have been sent or received from a specific email address; in other words, email extraction. There can be various motives behind why an individual would want to achieve this:

  • Communication Surveillance: Businesses or individuals might want to monitor their communication patterns with a particular organization. By getting emails, they can learn more about the nature, frequency, and substance of constructive communication over time.
  • Legal Requirements: In legal proceedings, investigators frequently review emails. It can be necessary to extract data related to a certain email address for administrative or legal purposes.
  • To Archive and Create Backup: The organization or any individuals also archive emails to maintain records for future reference or any disaster recovery. Extracting emails helps in creating a backup of your important data.
  • Dealing with Relationship Management for Customers: organizations may find it beneficial to incorporate email extraction within their CRM system. This helps in staying up-to-date with records, which can be essential in improving customer service.
  • Analyzing and Mining Data: Emails can be extracted by researchers who fish out data or detectives looking for clues among communication lines to identify trends without any prior knowledge regarding the context of a specific subject matter, feelings associated with it, or even patterns about what they are likely to find in this unexplored territory belonging to any individual company or sector.

Read more: What to do When Outlook Mailbox Full After Deleting Everything.

Extract Emails From A Particular Email Address In Outlook

A step-by-step guide to extracting email addresses from specific message folders in MS Outlook.

  1. Firstly, download Outlook and set up your account.
  2. Then Open the Import and Export dialog box in Outlook.
  3. Now, Select the Export to a file option, and then tap the Next button.
  4. In the Export to a file box, choose the Comma-Separated Values, and then select the Next button.
  5. Now select the mail folder that you want to extract email addresses from, and then tap the Next button.
  6. In the Export File dialog box, click the Browse option.
  7. In the Browse dialog box, select a destination for the new file, enter a name for this folder, such as Filename, and press OK.
  8. Click the Next button and select the Map Custom Fields button.
  9. Then Click on the Clear Map option. Select the From: in the From: box, and drag it to the To: box. After that, Drag the To, CC, and BCC: (Address) to the To: box in the same way. and click finish.

Note: Using this technique, the user cannot extract the whole email at once. Users have to extract each email one by one, which is time-consuming, and the chances of mistakes are very high. You may lose your important data.

Extract Emails From a particular Email Address In Outlook Using a Professional Tool

One of the best ways to extract emails from a particular email account is using the SysTools PST Splitter Tool. This solution is used to extract emails from email addresses. Users can easily split their PST files. This tool is also used to split your large PST files into smaller ones. This will help in managing the storage issues, and so many factors and problems can be solved by this solution for the PST files.

Steps that guide you to extract emails from a particular email address

  1. Firstly, download and launch the software on your system.
  2. Now, you can Add a file or a folder in the software.
  3. Then browse the destination path where you want to store the extracted file and click on Next.
  4. Now select the option split PST file by email to extract emails.
  5. You can choose if you want to extract emails from one email address or multiple email addresses. If you want to find all email addresses click on fetch.
  6. Now, The software will show you the summary of extracted Information. Hit Next to start the process to split PST.
  7. Lastly, the tool will start extracting emails and your extracted data will be stored at the destination path directly.

Key Features of the Professional Tool

  • Allows users to split PST files in multiple file formats.
  • Split archive and active PST files.
  • Split PST by multiple user email IDs in CSV.
  • Divide the file using the date range option without size limitations.
  • Find the PST file on a specific drive.
  • You can create a particular file for each folder.
  • Split from 1 MB to 1 TB as per user requirements.
  • Compatible with all Windows operating systems.


In this blog, we have discussed how to extract emails from a particular email address in Outlook and also discussed why we need to do this. And explained manual and automated methods. In the manual method, it is quite difficult to extract each email one by one, but in the professional method, the user can easily extract emails without any size limit, and the whole process is hassle-free.

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