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.
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 Microsoft Outlook 2003, 2007 or 2010,
Use EasyMailTrimmer to removes redundant or inclusive emails from your mailbox automatically.
eeminders gives you an uncluttered inbox that shows you what you need to work on, in the order that you want to work on them. Defer/snooze emails out of your inbox and have them magically appear back when you actually need them. Get email reminders to follow-up on important emails right in your inbox. Get reminders for non-email actions in your Inbox. Prioritize or schedule your emails in the order that you need to work on them and more... Supports Outlook 2007, 2010 and 2013 (32bit and 64bit). Free 30 day trial available
Create and send personalized individually addressed e-mail messages using an easy Wizard in Outlook - plain text, HTML or rich text. Your recipient list can be in Outlook, Exchange Global Address Lists, Excel or Access files. You can use Categories or Distribution Lists to keep mailing lists. You can even defer and batch send your emails to get around ISP restrictions. This is your complete Outlook based solution for e-mail newsletters, business announcements and sales & marketing emails. Supports Outlook 2000, 2002, 2003, 2007, 2010 and 2013 (32bit and 64bit).
Sperry Software's Print On Demand add-in for Outlook is being released for Outlook 2010. The add-in places convenient print buttons on the Outlook toolbar so that you can simply select the emails and/or attachments you want to print then click the Print Email, Print Attachments, or Print Both buttons. This new version now works with Outlook 2010, both 32-bit and 64-bit. 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.
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
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.
Auto-Mate is an Outlook utility 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. While Outlook rules only run as messages are downloaded or when you click Run Rules now, Auto-Mate rules run on a schedule, enabling 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. Supports Outlook 2003, 2007, 2010, 2913. Now available for Outlook 2010/2013 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 184.108.40.206.
Bananatag tracks your emails in Outlook automatically so that you know when people open or click your email. It notifies you, and displays all your emails statistics in your online account.It also helps you by allowing you to store and insert links that you commonly use, so you don't have to copy paste from that Word document you have.
Boomerang is an add-in for Microsoft Outlook 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. For Outlook 2003, 2007, 2010, 2013.
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.
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.
Delegate Message Mover automatically moves Sent-As messages to the Sent Items folder of the mailbox given as the sender. Free.
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 accidentally 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)
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. Supports Microsoft Outlook 2007, 2010 and 2013 (32 and 64 bit)
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.
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.
Utility to decode attachments sent by Outlook that arrive as Winmail.dat files because you sent in Rich Text Format.
FileBucket enables users to seamlessly send emails with many file attachments from within Outlook. Send and receive large files without having to be concerned about the receivers or your own email server restrictions. Receive download alerts and send requests for data from others. No logging into websites or waiting for uploads to complete, FileBucket works in the background allowing you to monitor the upload queue as you wish. FileBucket is available for free with premium subscription options available
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.
Applies David Allen's workflow methodology to Outlook functionality, using categories, views, and other features.
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.
LuckyAudit lets you enjoy html email in Outlook. Present html email like a web page, more visually appealing. Automatically organize questions, answer options, and answers for easy access and presentation. Report, print, or export to PDF, Excel, and Word formats. Show public and local pictures with your html email. Decorate Outlook with html content under Outlook security and functionality solution.
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.
Write down important notes when you discuss the mail using hands-free telephone. Write all the related information next to the email you are reading. View the related notes anytime later. Work inside Outlook instead of writing on the paper.
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.
NEO Pro 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. Compatible with Outlook 2010 (32 bits), 2007, 2003, 2002 (XP), 2000, 98 and works with or without Exchange Server.
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.
OkInbox delays any non-urgent and unimportant email, bundles these emails in to a digest and delivers them as a single email newsletter at a later time and date more convenient to you. When you use OkInbox, the benefits become obvious. You get less email in your inbox. Less distractions from email constantly arriving in your inbox. Reduce task switching instead of having your attention diverted to new email. You'll be able to better focus on important email and other tasks.
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.
The most common request for Outlook is the ability to add notes to e-mails. Outlook Notes for Email provides the ability to add a native Outlook note to e-mails. For better visibility it also adds an optional yellow category to the message. All Outlook attachment features are available like preview and searching whereby it doesn’t require separate screenspace to display its content. Outlook Notes for Email comes with a 14 days free trial period and is available for all 32 and 64 bit Outlook versions.
Free gadget-like desktop and logon outlook unread mail for windows 7, windows 8 and windows vista including constant and popup views.
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.
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.
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.
Integrates with Exchange Server and allows you to set central email attachment policies that automatically send email attachments that meet certain conditions via managed file transfer, removing the email attachment and replacing it with a secure download link. Benefits: large email attachments no longer get blocked, files are sent encrypted, and senders receive reliable delivery notifications. Since Policy Patrol works at Exchange Server level, no client software is needed and any email client is supported.
Do you feel limited by the Outlook rules wizard? The Power Rules Manager add-in for Microsoft Outlook simplifies managing your Outlook rules. Your rules will be shown in a clear and simple grid, that can be sorted by simply clicking on any of the grid headers. Print your rules. Save your rules to a plain text file (TXT), a comma delimited file (CSV), or Microsoft Excel (XLS) formats. Works with Microsoft Exchange Server but doesn't require it. Works with Microsoft Outlook 2010 (64-bit and 32-bit) and Outlook 2007. (Note: does not work with Outlook 2003 or below.)
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.
Save Message is a MS Outlook add-in which can automatically save mails including attachments to the disk/net folder after emails arrive or are sent. Message body can be saved in plain, RTF, HTML or native Outlook format. There is a possibility to customize message header in the save file and to include attachments info to the saved file. Save Message can work with attachments which were included or embedded to the message or which were included to the message as OLE object.
This plug-in will show you the e-mail sender's local time when you open or reply to an Outlook message. Sender's Time Zone determines the time automatically, no setting and no configuring is required. You just open an e-mail message and besides the standard Outlook timestamp, you will see the sender's current time, your time zone difference and the time since the message was sent. In addition you can customize the displayed time for a certain sender. The plug-in works in Outlook 2003 to 2010 32-bit and 64-bit.
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 220.127.116.11
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.
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.
Email tracking service notifies you when your recipient reads your email and clicked on any links included in the email. Email analytics also available.
- 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