Data Entry and Updating Tools

Last reviewed on April 13, 2012   —  2 comments

This is a collection of tools useful for updating your Microsoft Outlook Contacts folder. Among this list are tools that "grab" contact data from emails or web pages and create a contact for you. Others will create a contact using the senders display name and email address when you reply to email.

Like the Plaxo service, some of the add-ins will verify the email addresses in your contacts by sending out email messages to everyone in your contacts folder. If the recipient replies with updated information their contact is automatically updated. We don't recommend these services as a rule and many recipients consider this a form of spamming, especially if you use a tool that adds everyone you reply to, to your contacts folder.

Shared Address Books | Duplicate Checkers | Phone Number Updates
Online Services | Other Tools
Code and Form Samples | More Information

Tools in the Spotlight

Actual Contacts for Outlook

Actual Contacts for Outlook is a Microsoft Outlook add-in for validating and updating your address book. Select contacts and ACO will send them a message containing a form. E-mail addresses in your Outlook can be verified with just a few clicks.

Add Contacts

Add Contacts automatically adds e-mail addresses to the contact folder when you reply a message and/or send a new message. You can assign categories to the newly created contacts and you can choose any folder as the contact destination, either in your personal mailbox or in public folders on Microsoft Exchange server. When adding a contact, Add Contacts checks the folder for possible duplicates.

Distribution List Manager

Use Distribution List Manager to create distribution lists from many emails all at once or from a single email with a lot of addresses (or anything in between). It works with To, CC, and From recipients when adding distribution list members from emails; add to existing lists or create a new list each time you add a member. See the current count of members of your distribution lists before you add the new member and receive a warning you when you approach or exceed the Outlook distribution list limit. Enter code WD9BHK53 during checkout.

Mailing List Service

Adds senders of selected email messages to the Contacts folder or a separate mailing list text file. Can also export from contacts to a mailing list file. Part of the Mapilab Toolbox.

Subscription Manager

The Subscription Manager add-in (SUM) is designed to automatically add to or delete subscribers from Microsoft Outlook distribution lists based on e-mail message with the command SUM in its "Subject" field. Subscription Manager is the first mailing list management software for Microsoft Outlook. Part of the MAPILab Toolbox.

Tools

Add Email Address

Add Email Address is an Outlook add-in that puts people you reply to in Contacts. It can also scan your Inbox and create contacts out of all those email addresses. It now supports Outlook 2010, both 32-bit and 64-bit.

AddressGrabber

AddressGrabber enables easy capturing of address details from any Email, web site or document into Outlook with a click of a button and reduces data entry time. Just highlight the address and click on AddressGrabber. AddressGrabber also enables easy transfer of address details between Outlook and ACT! or Goldmine.

Area Code Updater

Do all of the telephone numbers for your Contacts have area codes? If these phone numbers are located in a region where a transition to 10-digit dialing has occurred or will in the near future, then properly updating these numbers is essential. This is especially true if you synchronize your contacts with a smart phone and want to ensure that you are dialing the correct number. No need to update every Contact one by one - simply run the Area Code Updater Appin and let it handle it for you!

ContactCopy

ContactCopy creates Outlook contacts from text containing contact information (like email signatures, contact data on websites, etc.) ContactCopy recognizes addresses and phone numbers from the USA and more than 20 European countries.

ContactGenie Toolkit

ContactGenie Toolkit: 28 functions for Outlook 2000-2010 enabling changes to individual standard and custom fields; standardization for Message Class, CompanyName, FileAs, EmailDisplayAs, Fullname, and other fields; contact and NK2 info export; export contacts to CSV file; global changes for CompanyName, Company Address, Email and Web addresses. Preview/override any pending changes. Add Birthday/Anniversary/user-defined dates to default calendar. Personal Distribution Group management and more.

Copy2Contact

Converts text in virtually any Windows application into Outlook contacts, appointments, tasks, or notes. Copies text to create an entire contact or appointment at once, without retyping. It works from email signatures, web search results, documents, resumes, and any other source of contact or event information.

Email Address Collector

Email Address Collector is an email extractor software designed to extract email addresses and contacts from the email folders of Microsoft Outlook, Outlook Express, Thunderbird and other popular email clients.

eMail-Lead Grabber

Automatically downloads emails from web forms and third party sites, processes them into Outlook and assigns follow-up whenever a lead fills up a Web Form on your web site. Send an Auto-Response Email to the incoming email and also Distribute the Lead email among your Lead Processing Team. Can also create contacts from structured text files, in addition to mail messages.(Formerly Web Response Grabber)

eReturn Detective

Monitors bounced messages to notify you which contact may need updating. For Outlook 2000 or later.

Evercontact for Outlook

Evercontact for Outlook detects contact details in your incoming email signatures and adds this valuable info to your address book. After a 3-minute installation, Evercontact for Outlook works 100% in the background detecting new contact details and adding them to your address book. You'll see the contact updates in a right pane in Outlook and by clicking on any update you can see the email it came from and view/edit any contact info in your address book. Outlook 2003, Outlook 2007, Outlook 2010 (32 bits or 64 bits), Outlook 2013

gwabbit

gwabbit is an Add-in for Microsoft Outlook and the BlackBerry that finds, gwabs and adds contacts from your emails to your Outlook address book with a single mouse click.

ListGrabber

Create Outlook contacts (or entries in several other applications) from address lists in web pages.

More Productive Tools for Outlook

More Productive Tools for Outlook is an innovative tool that expands your ability to get information into and out of Outlook quickly and effectively. More Productive Tools provides you with a vast array of capabilities to make your Outlook use more productive and efficient. Supports Outlook 2000, 2002 (XP), 2003 and 2007. Currently Free. Beta

Outlook Company Updater

A Microsoft Outlook form to update information for all Contact records related to a particular company. Free.

Plaxo Contacts

Send and receive contact updates. If you exchange contacts with other Plaxo users, your contact records for those users stay up-to-date automatically. Free.

Public Contact After Reply

Public Contact after Reply for Outlook (Public CAR) is an addin for Outlook which automatically creates an Outlook contact after you reply to an email. Free.

Public Mail2Contact

Public Mail 2 Contact is a freeware Outlook addon that generates contacts from existing e-mails and verifies whether the e-mail-address does already exist as contact of Outlook. Adequate filters prevent Public Mail 2 Contact from creating duplicates in Outlook during the conversion. The usage of individual blacklist filters permits to exclude specific e-mail-addresses, domains or suffixes. This helps to avoid the continuous visualization of the same domains or e-mail addresses during conversion.

Relationship Secure

Request updated information from Outlook contacts and process responses automatically. Remind you about contact-related events and send email greeting cards. Keep track of contacts you haven't heard from in a while. All data is local to Outlook, with nothing stored on an external server.

Reorder Contacts Form

A Microsoft Outlook form to update Contacts records so that they display in the Address Book sorted as you choose -- by last name, first name or the FileAs field. Free

ResumeGrabber

ResumeGrabber is a resume data entry tool that intelligently extracts contact details and resume in any format and creates a new contact in Outlook and attaches the resumes to the contact.

Signature2contacts

Capture name and addresses from e-mail signatures, Outlook items, a web page or a document and automatically create a Contact. Version 1.11.2176

Updater for Outlook

Updater for Outlook allows you to perform data manipulations on any Outlook object including custom (user-defined) fields and forms and the multi-valued Keywords data type.

ZoomInfo Community Edition

Run this Outlook plugin in the background and get access to the 50 million business profiles available in the ZoomInfo.com database. You will find email addresses, can create targeted lists, research prospects and more. As long as you have the plug-in installed and are actively contributing business contacts, you get full, ongoing access to the entire ZoomInfo Database.

Written by

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

Please post long or more complicated questions at Outlookforums.

2 responses to “Data Entry and Updating Tools”

  1. Marco

    Hi Diane,

    I am currently working on a contact list within Outlook 2010 with a little over 5000 contacts that belongs to my boss. I exported the contacts to an excel spreadsheet and there are a few fields that I find in the excel spreadsheet, but not in Outlook. Those fields are HomeStreet2, HomeStreet3, BusinessStreet2, BusinessStreet3, OtherStreet2 and OtherStreet3. I have searched all over Outlook and the internet for information on what these fields mean, but I have found nothing conclusive. Could you please explain where these fields are in Outlook and how to input information within those fields in Outlook 2010? Any help would be greatly appreciated.

    Thank you

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