Extract data from Outlook

Chuck Hughes
Chuck Hughes used Ask the Experts™
on
Need to extract a email when it comes into my email from selected users and export data to access database.

Outlook 2013
Access 2013

Database: Work Search Progress
Table Name: Emails
Table Structure: ID
Subject - Short Text
From - Short Text
Senders Name - Short Text
Received - Date/Time
Contents - Long Text
Has Attachments - Yes/No
Created - Date/Time
Modified - Date/Time
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JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
Outlook has a proprietary database. A good way to do this is to export the Outlook data to Excel (Native to Outlook - Outlook, File, Open and Export) and then import the Excel File to Access.
Distinguished Expert 2017

Commented:
Unless you are comfortable with creating macros/VBA in Outlook, you can't intercept the email as it arrives.  To do this from Access, you need to periodically start a process to read your email folders (it would help if you can create a rule that puts the emails you are interested in into a special folder).  You can then download the attachments or parse the email string and save the data to Access.  Your procedure should then copy the email to a "completed" folder and delete it from the original folder.  That way, only unprocessed emails exist in the input folder.

I attached a Word document with the contents of a link that I think might get you started.  I included the URL in the document.  This site does not want links to competing sites so I attached what you need.

If that doesn't cover what you need, we'll need more information.
ImportMailFromOutlook.docx
Alexei KuznetsovMicrosoft Outlook MVP

Commented:
@John: this is the easiest way, but unfortunately Outlook can't export Received, Has Attachments, Created and Modified fields to CSV =(
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Author

Commented:
Pat,
I can create vb script in Outlook if I have guidance. And as far as the attachment it's not a big deal not to have it.


Chuck
Most Valuable Expert 2015
Distinguished Expert 2018

Commented:
The clean method is to open Access:

- go to External Data
- select More, Outlook Folder

The External Data window opens.

- select option three: Create a link to the data source ... click OK
- follow the guide/wizard to link the Outlook folder of your choice.

When finished, the linked table will hold all the fields you list.

/gustav

Author

Commented:
Thanks Gustav,
But I'm looking at exporting it from outlook when it arrives so it doesn't get deleted or something. If I have to wait and go and open Access and run the import wizard I might have missed something. Also I'm looking to export only certain users and data.  


Chuck
Most Valuable Expert 2015
Distinguished Expert 2018
Commented:
You would link to one user and one folder only for each table. Once linked, there is no wizard to run, just open the table (or a form bound to it).

If it is only to retain data, set up automatic forwarding to another account or an external service. For key personel, we forward everything from our Office 365 (Exchange) accounts to a collection of free accounts at Outlook.com for this very purpose.

/gustav
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
Can you please come back and close the question?

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