The following pages are a collection of mail utilities for Microsoft Outlook that don’t fit any of the categories listed under More Information. There is a separate page for each type of utility and those who don't fit within the four main types of utilities are under Mail Tools for Outlook. If you are still using the older exchange clients or Windows Messaging, available tools are listed at Mail Tools for Exchange Client and Windows Messaging.
Sending and Retrieval | Mass Mail | Compose Tools | Duplicate Checkers | More Information
Tools in the Spotlight
EasyLinkMail threads multiple emails of the same topic and creates one single email with duplicates removed automatically. A great and easy to use tool for organizing email topics. It makes it easy to find out who said what and when from all participants’ in just one single email that sorted in chronological order. For Outlook 2003/2007. Version 3. | |
Use EasyMailTrimmer to removes redundant or inclusive emails from your mailbox automatically. | |
Add notes to your email in Outlook with the click of a button. The notes do not change your original emails in anyway so you can safely reply/forward emails with no risk of unintentionally passing on confidential notes. Your folders will display which emails have notes attached for your quick reference. EmailNotes also adds buttons to Outlook so you can send notes with emails when you want to. Notes are saved inside Outlook so they get backed up every time you backup your Outlook data. Free Evaluation Copy Available. | |
Outlook COM add-in that enables you to receive reminders from any mail, calendar, contacts, or tasks folder in your default information store (Exchange mailbox or Personal Folders file) except the Outbox. | |
NEO Pro 5.0 is an email organizer and search engine for Outlook that indexes emails (including multiple message stores), as they are sent and received, into convenient virtual folders such as Correspondent, Date, Attachment Type and Category for instant access. NEO Pro introduces Conversation View, which allows users to expand the thread in the message list. Includes email notation so that users can add notes to individual messages for future reference. Messages with notes are indexed and available in a virtual folder for quick access. Compatible with Outlook 2010 (32 bits), 2007, 2003, 2002 (XP), 2000, 98 and works with or without Exchange Server. | |
View thumbnails of image attachments, run a slideshow of attached picture files without to saving the attachments to disk. Quickly save all attachments to a folder or easily export every attachment in every message in the current folder. Preview image attachments as you add them to a new e-mail message, view the extended file properties of images that were taken with a digital camera (camera model, date picture taken, exposure time, etc.) Works with all common image files. Supports Vista and optimized for Outlook 2007. Version 2. | |
Print just the attachments or just the email message (with the attachment file names). New "Print Both" button allows you to select multiple emails and then print both emails and their attachments. Now uses internal routines as the default for printing to PDF for a better printing experience. Version 3.5 Enter code WD9BHK53 during checkout. | |
Sperry Software's Safeguard Send Add-In for Outlook checks outgoing emails for violations of conditions - if you're sending to specific domains, or if you're sending outside of the company, if you're emails have certain (potentially classified) keywords, or if you're sending to too many people at once, and more. It also now has support for Outlook 2010, both 32-bit and 64-bit. Free, fully functional, 14 day trials are available. |
Tools
Provides automatic coloring of lines of text, depending on the nesting level of correspondence in replies and forwarded emails allows you to look over your e-mail messages more quickly and easily manage incoming e-mail. | |
Sperry Software's Always BCC add-in for Outlook is being released for Outlook 2010. The add-in automatically adds a CC/BCC email address to all outgoing emails - making it perfect for compliance reasons. It can also include a cc or a bcc based on conditions you set up, for instance if you are sending from a particular account. The add-in now works with Outlook 2010, both 32-bit and 64-bit. | |
COM add-in by Outlook MVP Ken Slovak that adds an Attachment Security Options page to the Tools, Options dialog in Outlook 2000 SP3 or higher to allow you to manage which file attachments are blocked. New version adds support for the .gadget extension for Outlook 2003 SP3 and Outlook 2007 SP1. It also adds detection for those SP levels. Shareware. Version 1.9.6 | |
Attachments to Folders gives Outlook the ability to extract or move attachments to a Microsoft Windows folder or another Outlook Folder. | |
Attachments2Zip automatically zips and encrypts sensitive large or small e-mail attachments. Allows you to see zip attachments' content without opening the file archive. Open only selected files from multiple files zip attachments in one click without opening all archive files. Auto-Encryption With Predefined Password. Now you can enable auto-encryption of ZIP archive in options, and your attachments will not only be zipped, but also encrypted automatically before they are sent. | |
An add-in for Outlook that allows you use define rules to move mail from your Inbox (or other folders) based on several criteria, including the age of the message. Auto-Mate fills this gap an enables you to apply rules to messages that have been in your Inbox for a given number of hours, days or weeks. Available in Standard or Pro Version 5.0. Supports Outlook 2003, 2007, 2010. Now available for Outlook 2010 64-bit. | |
Use AutoBCC to automatically send a blind-copy of all your outgoing messages to another address, for monitoring team communications with customers or just to improve workflow. Free. | |
Create rules for filling TO, CC, BCC and SUBJECT fields of new message based on the folder where the original message is stored. Add-in allows to use different settings for different folders. The fields you don't want to change will remain the same. It only allows automatic address management, while message body remains intact. Works with Microsoft Outlook 2000 and up, fully compatible with Microsoft Exchange Server public and shared folders. | |
Custom action for Rules Wizard to mark messages that meet certain criteria as read and suppress the new mail indicator in the system tray. Improved integration with client-based spam filters. You can now simply designate any folder as AutoRead-enabled, providing an ability to mark new messages in that folder as read and/or remove Outlook's "New Mail" icon when new messages arrive into that folder. Version 2.0.0.47. | |
Boomerang is an add-in for Microsoft Outlook 2007 that allows you to take a message out of your Inbox for a few hours or a few days, until you're ready to deal with it. Ask it to return a message tomorrow afternoon, and at noon tomorrow, it will bring that message back into your Inbox. | |
ChangeSender adds one important piece of functionality to Microsoft Outlook when used with Exchange Server: It allows you to choose the sender address your emails are sent from with an easy selection box. | |
Available in two versions, a free personal edition and a more powerful professional version, ClearContext IMS is an add-in for Outlook that automatically prioritizes, organizes, and color-codes the e-mail in your inbox, placing the most important e-mails from the most important senders at the top of the inbox, ready to be dealt with immediately. Less important e-mails, such as newsletters and correspondence from low priority senders, are placed further down in the inbox and junk/spam e-mails are moved to the bottom. ClearContext IMS automates the e-mail filing process to help you keep your entire mailbox organized. Version 3.0 | |
CureCRM for Outlook lets you see a threaded list of conversations with prospects or leads - it also automatically extracts contact information such as phone numbers, address, etc. When setting up meetings, Cure provides busy sales professionals with an automated scheduling assistant. | |
Delegate Message Mover automatically moves Sent-As messages to the Sent Items folder of the mailbox given as the sender. Free. | |
Matches up messages in your "Sent Items" folder with the "Read:" replies, so that you can tell at a glance if your message has been read. Works with Exchange Server, MS Mail, and Internet Mail. Registered version automatically removes the "read: receipts" for you. Formerly Boldon James Auto Correlator. | |
Removes extra quoting characters, white space, and line breaks from incoming mail messages to make them more readable. | |
Converts pictures and tables to text. | |
Email Exchanger is a utility for automatic scheduled retrieval of messages for all the services in your Outlook, Exchange or Windows Messaging profile. Outlook/Exchange does not need to be running. | |
POP mail download program that removes HTML content and embedded files (retained as one or more attachments) from a message before Outlook opens it. Also zips any attachments that aren't already zipped. Can be set to leave only "safe" HTML in the message. | |
Email Recovery undeletes accidently deleted single messages as well as corrupted and lost large mail bases together with attached pictures, music, and video, HTMLs, documents and archives. Program works with live, damaged or even inaccessible HDD and saves recovered data to any available drive you choose. Processes following files. Works with the following formats: DBX, PST, OST, EML, MSG, TBB, Firefox, vista mail, WAB, VCARD, VCF | |
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) | |
Monitors bounced messages to notify you which contact may need updating. For Outlook 2000 or later. | |
Uses a system tray icon to display the number of messages being downloaded during the current connection session. The author says it needs the Microsoft Exchange Server service in the profile, but I've found that it works at least some of the time without it. | |
Preview Microsoft Outlook email attachments without leaving Outlook, even if you do not have the creating software installed. Instantly access attached documents, spreadsheets, audio files and more than 100 file types. | |
Utility to decode attachments sent by Outlook that arrive as Winmail.dat files because you sent in Rich Text Format. | |
Recovers POP3 mailbox passwords from accounts on your machine by emulating the POP server. Two versions: free for end users and paid for administrators and tech support. | |
Lets you forward a single message as an embedded attachment or a link. | |
Applies David Allen's workflow methodology to Outlook functionality, using categories, views, and other features. | |
Multi-purpose add-in for Microsoft Exchange client and Windows Messaging. | |
An incident ticket management groupware add-in that leverages Microsoft Outlook, Exchange and SharePoint. Provide an easy way for support staffs to collect ticket data from emails, assign technicians and problem areas, set due date and other custom metadata. And then use this information to generate trouble tickets in one of the administrator defined SharePoint lists, where customer issues can be tracked and collaborated with other technicians and stakeholders to seek early resolution. | |
The MailChimp add-in for Outlook provides integration between MailChimp mailing lists and Outlook contacts. Export contacts to MailChimp, Import contacts from MailChimp, View MailChimp lists and campaign details from within Outlook. | |
Utility to organize mail by adding a unique reference to each conversation thread, tracking all messages related to that thread in an indexed database, and filing them to specific location. It "remembers" where you filed mail from specific senders and uses the same folder for new mail from that sender. You can also designate mail from certain senders as bulk mail. Cleans out junk mail on demand. Identifies suspected spam or viruses. Provides reminders for tasks linked to conversations, and sends notifications to SMS, pager, or other mail account. | |
Mailinfo tells you if the recipient received, viewed or has not opened your email. Receive daily reminders to follow up on emails you sent which haven't been confirmed by Mailinfo. | |
Integrates with Outlook to apply rules for inbound and outbound e-mail. Rules can be scheduled and can update data, route mail, run applications, and perform other functions. Can also schedule report deliveries. | |
MailToFile for MS Outlook is the integrated solution for filing emails outside your Outlook application. You can store your emails directly into a customer or project folder, with only a few mouse clicks. An archived message doesn't change: it remains a regular email! You can easily open, reply and forward all messages. With MailToFile you always have all your digital correspondence filed together. | |
Custom Outlook message form that makes it easier to read the Internet headers. For Outlook 2000 only, because it requires you to make it the default form using the Forms Administrator tool. | |
Makes Netscape use Outlook as its default mail program. | |
Outlook Attachment and Picture Extractor can extract and save attachments out from Outlook 2000/XP/2003/2007. Save Outlook attachments and pictures into a directory of your choice. Shrink your *.PST file by removing attachments from mails. Version 1.6 | |
Attachment sharing made easy. An Outlook utility used for easily saving attachments into folders that the user has made accessible from within Outlook. Used for quick inhouse or global network file sharing, project work, backup and more. Works with mapped network drives. | |
The Outlook Email Notifier is a plugin for Microsoft Outlook 2010 that displays an icon in the system tray when new email arrives. Outlook 2010 already has this feature, but it does not work for IMAP email accounts. This plugin works with IMAP (and all the other account types). Free. | |
Print your Outlook Emails the way you want. Outlook Printer allows you to customize the printing of your Outlook mails with an easy to use interface. Prints incoming e-mails automatically. | |
Outlook to Outlook moves email, contacts, and calendar items quickly and easily from your PC running Microsoft Outlook to your new PC running Microsoft Outlook. | |
Document Exporter brings PDF, XPS and other widely used formats such as DOC, MHT and HTML to Outlook 2007 enabling you to save or simply attach your emails as PDF/XPS. You can batch convert multiple mail (or post) items to multiple file documents in a single-click. Additionally, you can merge and save multiple related mail (or post) items to a single file document. Whatever the technique you use, Document Exporter preserves all the inline/embedded images, hyperlinks in the generated documents. | |
An automated ticketing system for one-person helpdesk and issue tracking in Microsoft Outlook. Log, analyze, track and escalate support requests in an organized and structured process in Outlook. Auto-process incoming support requests and send automated notification emails or SMS alerts. Supports enforcement of SLA in line with ITIL guidelines. Integrated knowledge base, asset tracking and statistical tools. Support for Skype and Phone calls. Includes a self-service website where end-users can submit new support requests, check status, search through the knowledge base. Improves your efficiency to enable faster response time. | |
An incident management and tracking add-in that allows you to raise trouble tickets from emails in Outlook to SharePoint lists, where customer issues can be tracked and collaborated with other technicians and stakeholders to seek an early resolution. Assign technicians and problem areas, set due date and other custom metadata to the SharePoint trouble tickets from within Outlook. Provides an automatic way for escalation and update of trouble tickets in SharePoint list from within Outlook. | |
Exports Outlook messages to a text file with complete Internet headers. Visual Basic 6.0 source code included. | |
Outlook add-in to allow you to read the plain text version, HTML source, Internet headers, and attachment information, of any incoming message, all from one tabbed interface. Also includes ability to reply and forward HTML messages as plain text, and a "Reply to Some" feature to generate a reply to selected recipients (fewer than "Reply to All"). Free for personal use. Works with Outlook 2000 through Outlook 2010 (32-bit only) and any version of Windows (32- or 64-bit). New release features full ribbon integration with Outlook 2010. | |
Print4OL is a Outlook COM-Addin for printing or showing single (memo style) or multiple (table style, report style, calendar style or label style) items in MS-Word®, using Word Templates. Supported on Windows XP/Vista, Outlook and Word XP/2003/2007 with latest Service Pack. | |
Bulk mail tool to send an individual message to multiple recipients. Addresses can come from any address list and may include distribution lists. | |
Exchange store event sink that removes read receipt requests from all messages arriving in the Inbox, either per store or for individual mailboxes. Works with Exchange 2000/2003. | |
Reminder Manager provides reminders from any email, calendar, tasks or contacts folder in any open mail store. This allows you to set reminders on items in any folder in your mailbox or PST file, secondary PST files or public folders. Reminders can be emailed to any pager or email enabled communications device. | |
This will warn you before you send e-mail, and it will remove any Exchange or Windows Messaging Rich Text formatting so that people not using Exchange or Outlook won't get weird looking messages from you. | |
Send And Move assists you in getting organized with your Outlook folders by moving every sent mail to the preferred folder immediately after sending. | |
Sender's Time Zone is a plug-in for Microsoft Outlook that displays the sender’s current time and your time zone difference when you read or reply to an Outlook e-mail message. | |
Free Outlook 2000 COM add-in to file each sent message in a folder corresponding to the sending account in Internet Mail Only mode. Separate commercial version for Outlook 2000 Corporate/Workgroup mode and Outlook 2002 also available. | |
COM add-in for Outlook 2000 or 2002 to tag incoming mail messages with information from a database, so you can more easily identify messages from clients. Also checks for large or missing attachments on outgoing messages. | |
ITIL helpdesk with automated ticketing and issue tracking for support team to log, analyze, collaborate, track and escalate support requests in an organized and structured way in Outlook. Can auto-process incoming support requests, auto-assign technicians, enforce service level, set due date and send automated notifications to cut the overhead of manual tasks significantly. Comes with integrated Knowledge Base, Asset Tracking, SLA, Report builders and OLAP Statistical tools. Support for Skype, SMS and Phone calls. Includes Web Access sites for technicians and end-users. Improves your efficiency to enable faster response time. | |
ITIL help-desk with automated ticketing and issue tracking for support team to log, analyze, collaborate, track and escalate support requests in a structured way in Outlook and SharePoint. Can auto-process incoming support requests, auto-assign technicians, enforce service level, set due date and send automated notifications to cut the overhead of manual tasks significantly. Comes with integrated Knowledge Base, Asset Tracking, SLA, Report builders and OLAP Statistical tools. Support for Skype, mobile SMS and Phone calls. Includes Web Access sites for technicians and end-users. Improves efficiency of support team to enable faster response time. | |
Outlook COM add-in for Exchange Server users who need to send mail from a second mailbox. The add-in ensures that messages sent with the second mailbox's From address or deleted from the second mailbox stay in the Sent Items or Deleted Items folder of the second mailbox. Version 7.4.0.1 | |
Weight Diet for Outlook helps users to shrink their mailbox size and organize emails by finding & eliminating obsolete emails, such as duplicate, autoresponder or mail failure messages. Users can specify which mail folders to scan and how to filter messages so only certain emails will be found. Weight Diet can reduce the mailbox size by moving email attachments out of the user's mailbox file while keeping a shortcut to the original attachments in the email message. Avoid the frustrations of sending large files by email, use Weight Diet to upload file attachments to file sharing servers and replace the attached file with its download link in the outgoing email message. | |
The full collection of add-ins by Ben Goetter for Microsoft Exchange and Windows Messaging. Definitely worth the download. | |
Xobni is the free Outlook plugin that saves you time finding email, conversations, contact info, and attachments. Get lightning-fast search and learn more about the people in Outlook through information drawn from around the web. LinkedIn, Twitter, Facebook, Salesforce, Hoover's info, and more-all right inside Outlook. |
More Information
- Content Control Tools
- Compression Tools
- Decoder Tools
- Distribution List Tools
- Fax Tools — includes tools for scanning documents into Outlook items
- Junk Mail Tools
- Mailing List Tools
- Notification Tools
- Security Tools — Some of these also provide message tracking.
Signature Tools — including random quotes
- Microsoft Outlook Message Form Samples — more sample message forms
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Last reviewed on Dec 8, 2011
my pop mail server pop.att.yahoo.com now yields a large number of polling errors when my Outlook 2007 tries to fetch my e-mail. This was not always true, but Yahoo says it’s now a permanent headache with their pop servers.
Outlook stops polling when it gets a polling error. Do you have an add-in for Outlook that make a single polling failure less annoying?
No, I don’t think we have any addin that can do that. What is the error? You can reduce network password dialog errors by lengthening the time between mail checks – Ctrl+Alt+S to open the dialog. We recommend setting it to at least 8 – 10 minutes.