Software or Outlook add-on to query emails & record contact information in Outlook 2016 contact

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What is a good software program or Outlook add-on to query emails & record contact information in Outlook 2016 contacts?

I have tens of thousands of emails I need to record as Outlook 2016 contacts and am looking for the best way of doing this.
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Bill PrewIT / Software Engineering Consultant
Top Expert 2016
Commented:
Some great utilities at this site, basic features free, advanced features for pay.  Take a look at this one, it might meet your needs...



»bp
IT GuyNetwork Engineer

Author

Commented:
What other software programs or utilities can do this?
IT / Software Engineering Consultant
Top Expert 2016
Commented:
There are quite a few tools that can do this if you are willing to pay, a few more below.  It really depends on if there is anything interesting about your environment, and the addresses you want to capture, and how you want the contact info created, etc.  Review the features of each, try any trial versions that they provide (pretty common) and find one that meets your needs.

You can also do this with a VBA macro right in Outlook, but if you are not already familiar with VBA that is probably not the best choice here.



»bp
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Mike LazarusAct! Evangelist - CRM Consultant

Commented:
Outlook has real issues with performance and sync when over 10K contacts
This doc is still valid for later versions - https://technet.microsoft.com/en-us/library/ee832791.aspx 

Depending on what you need to do with them, you might consider a separate CRM solution?
IT GuyNetwork Engineer

Author

Commented:
Mike Lazarus,

What other CRM solutions do you recommend? Will these other CRM solutions be able to query emails & record contact information from user's signatures with a minimum amount of intervention?
Mike LazarusAct! Evangelist - CRM Consultant

Commented:
What sort of queries do you need? Just keyword search on the email body content?
Can you give an example of the type of content you want to record and what you want to do with it?
IT GuyNetwork Engineer

Author

Commented:
I need to record all contact information from all emails (which is usually found in the user's signatures at the bottom of the emails).

This will be done for existing email accounts that already contain over a million emails.

I want to be able to automatically create contacts from all emails that record as much of the contact's information as possible without creating duplicate contacts for the same person.

These email signatures follow different conventions and formats as indicated in the two signature examples below.
Mike LazarusAct! Evangelist - CRM Consultant
Commented:
Parsing the different sig formats needs a tool that specialises in that.

One I've used in the pass is AddressGrabber link to Act! CRM:
AdressGrabber - https://www.egrabber.com/addressgrabber.html
Act! Premium - https://www.glcomputing.com.au/main/34/1

AG can also check the data against LinkedIn, etc to update info missing from the emails.
Then Act! can be used to handle and maintain the data
Bill PrewIT / Software Engineering Consultant
Top Expert 2016
Commented:
I think any type of sophisticated email body parsing to pull out accurate contact info from text or signatures will cost some money, and even then results may be mixed.  Recognizing an email address isn't too hard, but then determining the matching name, company, address, phone numbers from emails could be a real challenge.  I've seen a few tools that try to do this (like below), but never used any so can't recommend one.



»bp
IT GuyNetwork Engineer

Author

Commented:
I'm trying these different programs and will post my feedback.
Blue Street TechLast Knight
Distinguished Expert 2018
Commented:
Hi Knowledgeable,

Why not Microsoft Dynamics CRM: https://dynamics.microsoft.com/en-us/ ?

It will do exactly what you want natively, more efficiently & effectively. There is a native function called Auto Capture. There is no need for these additional add-ons. For more details, see here: https://www.youtube.com/watch?v=cCUCo6ewrZc and here's how to configure Auto Capture: https://community.dynamics.com/enterprise/b/dynamics365enterprisecloudfronts/archive/2016/12/02/auto-capture-dynamics-365

Let me know if you have any other questions!
IT GuyNetwork Engineer

Author

Commented:
Blue Street Tech,

I have successfully integrated Microsoft Dynamics 365 with Office 365 and Outlook 2016 by following the steps in this URL.

Now please provide me with instructions on how to Use Dynamics 365 to query Office 365 email account to automatically create contacts based upon extracted email signature info.

You can provide me with these instructions in this new question I just posted.
IT GuyNetwork Engineer

Author

Commented:
Blue Street Tech,

I'm more than happy to accept your solution and award you points but the problem is that I have set up Microsoft Dynamics 365 with Office 365 and Outlook 2016 and have followed all the steps in the URLs that you have provided so far.

However, I am still not able to query emails & record contact information within Outlook 2016 contacts as I have stated I am looking to do.

So far, the solutions recommended by the other experts have worked better than using Microsoft Dynamics. The problem is that I have tried these other recommended solutions and they require too many manual steps on my part (such as opening each email and they haven't been as accurate as I have hoped when it comes to recording information. Certain information (such as addresses and fax numbers) have been skipped or not properly recorded in some cases.

That is why I am hoping to find an enterprise solution such as Microsoft Dynamics (or if Dynamics doesn't work another enterprise solution such as Sales Force) that will do this.

So, if you or anyone else can provide me with the remaining steps on how I can use Microsoft Dynamics to query the emails and record this information I will gladly award you and anyone else who assists with this solution points.

Otherwise I will award the points in this question to the other solutions that have been provided.

Please let me know what additional configuration or steps are needed to do this and let me know what additional information is needed.
IT GuyNetwork Engineer

Author

Commented:
I'm requesting more attention for this question so hopefully I can get more info on how to use Microsoft Dynamics to do this.

Please let me know if any further information is needed.
Blue Street TechLast Knight
Distinguished Expert 2018

Commented:
Are we talking about the same question here:
What is a good software program or Outlook add-on to query emails & record contact information in Outlook 2016 contacts?

I have tens of thousands of emails I need to record as Outlook 2016 contacts and am looking for the best way of doing this.
I answered that with Capture which will track all your conversations for contacts. Maybe we passed like ships in the night and that is not what you are looking for but you saw the links that explained exactly what it did and proceeded so I understood that as fitting your needs otherwise why would you go down that road, right? Then you have setup a separate question that you cited here mentioning how to set this up: https://www.experts-exchange.com/questions/29077890/Use-Dynamics-365-to-query-Office-365-email-account-to-automatically-create-contacts-based-upon-extracted-email-signature-info.html, which far different from this question, "Use Dynamics 365 to query Office 365 email account to automatically create contacts based upon extracted email signature info"

So for this question, all you asked was "What is a good software program or Outlook add-on to query emails & record contact information in Outlook 2016 contacts" this question is recommendation-based...nothing more!?

Certainly, you can't imply or expect anyone to guess that when you ask, for example, what is a good roof for my house also means please show me where to buy the materials, how to get laborers and how to install it?

Help me understand what I'm missing here. :)

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