Sending and Retrieval Tools

Last reviewed on November 7, 2014   —  6 comments

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.

Mass Mail | Compose Tools | Duplicate Checkers | Other Tools | More Information

Tools in the Spotlight

Attachment Forget-Me-Not

The Attachment Forget-Me-Not Outlook add-in scans each outgoing email for phrases like "see attached" or "draft version". It then asks you if you meant to attach a file before sending the email, giving you a chance to insert the attachment. Version 4.0 is being released that works with both Outlook 2010 32-bit and Outlook 2010 64-bit.

eeminders for Outlook

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

Email Scheduler

One of the utilities in the MAPILab Toolbox, Email Scheduler allows you to chedule messages to be sent at specific date/times or intervals by setting up a task for each message. MAPILab Toolbox is a set of 18 different add-ins for Outlook.

EmailMerge Pro for Outlook
EmailMerge Pro is the fastest, easiest way to mail merge

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. Outlook based solution for e-mail newsletters, business announcements and sales & marketing emails. Supports Outlook 2000, 2002, 2003, 2007, 2010 and 2013 (32 and 64bit).

Follow Up Reminders

Sperry Software's Follow Up Reminders add-in for Outlook is being released for Outlook 2010. The add-in reminds you about emails that have not been responded to. It features a revamped user interface including quick snooze buttons, resizable reminder windows and more. It also now has the ability to automatically create Outlook appointments (or tasks) when you send emails. The add-in now works with Outlook 2010, both 32-bit and 64-bit.

Redirect for Outlook

Redirect individual messages (resend with original headers so the reply goes back to the original sender) instead of forwarding them.

Schedule Recurring Email

Schedule Recurring Email schedules email to send later. The maximum number of emails that can be scheduled can be in the hundreds. You can schedule emails that go out hourly, daily, monthly, early, or randomly. The monthly and yearly patterns can be adjusted by a number of days so that schedules like "2nd to last workday of the year" or "3 days after the first Tuesday of every month" can be specified. Works with all Outlook accounts, including IMAP and Outlook.com.

Tools

3StepShare

3StepShare is designed to facilitate the sharing of Outlook folders (calendar, contact, task and email) without the need for Exchange, server computers, monthly hosting fees, or a computer specialist to install and keep it running. See for yourself just how easy 3StepShare makes sharing Outlook calendars, contacts, tasks, and email with your colleagues and friends. Trial version available.

Always Bcc

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.

Attach2Link

Attach2Link replaces large attachments with a "blind-link" in the message and stores the original file on a website through an FTP transfer or Web-http transfer. Slimmed down messages can be sent without fear of rejection and local storage space is dramatically reduced as attachments are replaced by a link to a file remotely stored.

Attachment Manager for Outlook

Attachment management addin for Outlook enables you to detach attachments and embedded images as files in a local or network drive and link them up within the emails, for easy reference and retrieval. Remove links and re-attach files back when required, or when replying or forwarding the emails. You can also set Attachment Manager to monitor any number of mail-enabled folders and mailboxes to automatically detach incoming emails, with no manual intervention. You can set the addin to skip detachment of certain attachments.

Attachments Reminder

Attachments Reminder will automatically remind you that you wrote 'attachment' - or any other keyword you select - before you really send the message scanning each outgoing email. You will have then the opportunity to attach a file to your outgoing message. Outlook 2000 - Outlook 2010, 32-bit only.

Auto Follow Up

Auto Follow Up automatically sends email follow up messages when a contact failed to reply to an email after a specified period of time. Users can choose to follow up emails when the message is composed or they can select an already sent email and enable follow up for it. Auto Follow Up supports a variety of follow up options. The user can specify how long to wait for a reply before triggering the follow up email, enter the email content of the follow up message, choose how many follow up emails to be sent and how long to wait between them, select to be alerted or not, and more.

Auto Reply Manager

Auto Reply Manager allows you to define and send auto email replies from your desktop, notifying your contacts that you are away, confirming incoming email messages, automatically forwarding emails or simply sending custom email templates. Works with Outlook 2000 to Outlook 2007.

AutoBCC for Outlook

Free Add-in to automatically send a blind-copy of all your outgoing messages to another address.

AutoFill BCC

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.

Blank Subject Reminder

Blank Subject Reminder will automatically remind you that you have a blank subject before you really send the message scanning each outgoing email. You will have then the opportunity to insert a subject to your outgoing message. Works with Outlook 2000 to Outlook 2010, 32bit only. (Note: Outlook 2010 has this feature built-in.) (Formerly RSOutlook)

CDBOutlookCorporate Tools Plugin

Offers "Reply As Folder" functionality with option to force the use of the From address when replying as folder (controlled centrally). Sent items can be filed in a sent items sub folder. Appends Company Signature based on sender domain Suffix. By default, it blocks external mail sending except From group folders. Has centralized application management and error logging. Trial version available.

CentralUniSent for Exchange 2007

CentralUniSent utility ensures that messages sent from mailboxes users have 'Send as' permission on will be moved to the Sent Items folder of the mailbox the message was sent from. Also you can easily see who was the original author of the message. This application is an Exchange store event sink, no need to install software on the client side. Enable/disable moving of Sent items for each mailbox individually via the user interface.

ChangeSender

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.

ConfidentSend

ConfidentSend is an add-in for Microsoft Outlook 2003/2007 to remove hidden data & metadata from email attachments. ConfidentSend is able to remove 39 types of potentially confidentiality compromising hidden data from 18 file types, including Microsoft Office documents (Word, Excel, PowerPoint), OpenOffice.org / StarOffice documents, PDF documents, and popular image and media file types such as JPEG, PNG, and SVG.

Delegate Message Mover

Tired of having to manually move Sent-As messages from a delegate's Sent Items folder to the Sent Items folder of the mailbox given as the sender? Delegate Message Mover for Outlook automatically moves Sent-As messages to the Sent Items folder of the mailbox given as the sender.

Document Exporter for Internet Explorer

Document Exporter for Internet Explorer brings PDF, XPS, DOC and other widely used formats to the most popular Internet browser ever, enabling you to save web pages to one of this supported document type or simply attach to your Microsoft Outlook emails in a single click. Whichever format you export, Document Exporter preserves all the inline/embedded images, hyperlinks and make textual contents editable in the generated documents. Supports Internet Explorer 7 and above. No PDF printer or Adobe Acrobat drivers required.

Email Exchanger

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.

Email Responder

Email Responder for Microsoft Outlook is an out-of-office assistant. Auto reply with away message templates; change your status and reply templates remotely. Change your free-busy status according to your Calendar or your Skype availability status. Choose which Calendar to use for the status. Turn on or off Email Responder status according to a schedule. Choose contacts to automatically reply to or do not auto reply to emails containing custom keywords in the email subject. Windows 8 and Outlook 2013 support. Ver. 2.30

FileBucket

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 subscription options available

GERTES

GERTES (Global Email Response-Time Expectation System) is a new worldwide system that allows you to set an expected response-time on any email that you send. Works with Outlook and other email clients.

Hightail

Hightail provides companies and individuals with the ability to transfer large files up to 2GB in size. The Hightail solution combined with an Outlook plug-in allows users to send large attachments right from their mailbox without worrying about file size limitations. The Corporate Solution allows IT and network teams to easily manage all users by integrating and centrally managing large file sending right from Outlook. Registration required.

InsertText 4Outlook

InsertText reduces the time it takes to write and respond to emails while also increasing the accuracy. InsertText gives you the fastest way of creating and using templates/pre-written responses in Microsoft Outlook. Write templates that you can reuse later or insert repeated text/graphics fragments or create new emails directly from templates. Much more than just copy & paste and easy to use even if you have hundreds of templates. Your templates can include email specific fields such as the message, Subject, To, CC and BCC fields. Works inside Outlook and from the System Tray. Version 3.0.20

Mailinfo

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.

Missing Attachment PowerToy

The Missing Attachment PowerToy detects when an outbound e-mail message contains words which you typically use when including attachments and offers you the opportunity to revise the e-mail before Outlook sends it on its way. Free. Outlook 2007 only.

OutDisk for Outlook

OutDisk for Outlook automatically uploads files to your FTP server, with no user knowledge of FTP required. OutDisk insulates users from the complexities of FTP. Once setup, the user selects files in a manner that's very similar to using OutDisk's paperclip to attach files to an email. Multiple users can share one FTP account. Each user can have a unique "working" directory. OutDisk will create a unique subdirectory for each email beneath the working directory. This adds security: by not co-mingling files, the recipient can only access the files that they are intended to access.

POP before SMTP Proxy

Small program to handle mail servers that require you to connect to your POP account before you can send mail with your SMTP account. Suitable for Outlook 97, 98 or 2000. Not needed with Outlook 2002.

Red Oxygen Office SMS

Red Oxygen Office SMS add-in allows you to send text messages from Microsoft Outlook 2013. Messages are sent from Outlook just like emails, but are delivered to phones as text messages. Replies are delivered to your Outlook Inbox as emails (or to your mobile device). Office SMS can scan your Outlook calendar and automatically send appointment reminders and notifications to your cell phone as text messages. Recurring reminders are fully supported.

ResponseTemplates

Response Templates for Microsoft Outlook (Outlook 2003, 2007, 2010) is an intuitive addin that allows you to create and store email templates for replying to frequently repeated email questions. Using an easy to retrieve folder storage system built into Outlook, Response Templates enables you to easily find and insert the items you need (text snippets, sentences, paragraphs, URLs, attachments, etc.) into your emails for quick, easy and professional replies to customer emails.

SafeSend Outlook Add-In

SafeSend Outlook detects external recipients in outgoing emails and meeting invitations, requests users to confirm external emails recipients, expands Outlook distribution lists. Supports multiple domains within corporate structure and multiple email accounts per user. Allows custom safe-domains. Puts minimum load on your Exchange server.

Send2

Create distribution list and send bulk e-mail to recipients by pulling out them from selected Microsoft Outlook folders, e-mails, contacts, meetings, or tasks in one click. Plug-in integrated in Microsoft Outlook actions menu, shortcut menu, into toolbar, and right-click item menu. Add recipients to Distribution list that already exists. Add recipients to new e-mail "To", "CC", or "BCC" field in one click. Time-saving tool for routine tasks. Version 1.41

SendAsGroup for Exchange

Use SendAsGroup to send e-mail which is handled through generic department distribution groups. For internal mail they want to be able to send mail from their own account, however when this user sends e-mail out of the office, the From address needs to be set to the address of the distribution group. Also available for Exchange 2000/2003.

SendGuard 4Outlook

Send Guard will detect and prompt you whenever you make any of these mistakes and more: forget to send an attachment you promised in a message, Reply-to-All or forget to Reply-to-All, send emails using the wrong email account, send emails with blank or incorrect subjects, said something you oh-so-knew-better than to say.

SendLater

SendLater is an easy-to-use and convenient email scheduler with a recurring* email option. It allows you to schedule automatic email follow up and handle your email correspondence in a timely manner even if you are away from your computer. You can set up repetitive* emails at daily, weekly, monthly, yearly or custom time intervals. It is a perfect personal email reminder. Set up your own email address as a recipient, specify reminder sending time and never miss an important date or deadline again. SendLater 3.30 version.

SentRoute

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.

SilentMail for Outlook

SilentMail for Outlook monitors outgoing emails and sends a blind carbon copy (BCC) of every email to a specified address. SilentMail for Outlook does this by copying the message from the Outbox mail folder, making the monitoring process invisible for the user. Supports all versions of Outlook. Does not require Exchange server.

SmartReply 2007 for Outlook 2003/2007

This utility allows an Outlook user the ability to easily select the From address of the new, replied or forwarded message. The message can be replied with the same From address as original message has been sent to. You can also set a different signature for each e-mail address.

SmartReply 2010 for Microsoft Outlook 2010

SmartReply 2010 is a utility for Exchange Server users who need to send email using different addresses. This utility provides an Outlook user with the ability to easily select the From address of the new, replied or forwarded message. The message can be replied with the same From address as original message has been sent to. Also you can set a different signature for each e-mail address.

Team KnowledgeBase for Outlook & SharePoint

Team KnowledgeBase connects Microsoft Outlook to SharePoint to leverage the information and KB articles stored on one or more SharePoint lists, such that support staffs can easily browse through KB articles in Outlook, or make use of the search functionality to locate a relevant KB article of interest, and insert it to the outgoing email reply as PDF file attachment, or embedded inline content or as hyperlink URL directly from within Outlook. Reduce customer support and improve staff productivity, all inside Outlook.

TeamKB for Outlook & Exchange

TeamKB for Outlook and Exchange is an enterprise-grade knowledge base, allowing you and your team to share information, reduce customer support, improve staff productivity and eliminate time wasted searching for information across disparate systems such as shared folders and paper documents, all inside Outlook. With TeamKB, your team can document best practices and solutions to common problems and reply to time-consuming and repeated queries from your users in a click.

VBOffice SAM

SAM automatically sets the sender, signature, and folder for sent items based on several criteria. Use SAM to assign a sending account or SendOnBehalf address and signature to contacts, folders, or categories. Works with Outlook 2007, 2010 and Outlook 2013.

WhichAddress for Exchange

WhichAddress allows you to see what address the message was originally sent to, when you have multiple SMTP addresses. The actual SMTP address can be displayed in Outlook instead of mailbox name. WhichAddressPF version provides the same capabilities with public folders.

Add-ins that do bulk mail with Outlook may be unusable unless they have been rewritten to accommodate the "object model guard" in the Outlook E-mail Security Update. One possible workaround is the free Express ClickYes utility, which "clicks" the Yes buttons on the Outlook security prompts automatically. Note, however, that while Express ClickYes is active, a virus could also gain access to addresses and send messages.

Also see:

More Information

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.

6 responses to “Sending and Retrieval Tools”

  1. Elaine wirth

    Where are my reviews saved

  2. Bernadette Jacobson

    I just changed servers and for some reason, I can't receive or send email through Outlook 2010. I now have a server that goes through my phone but uses Ethernet. I prefer Outlook and want only one email server. So I want to use only Outlook for my emails. Outlook worked very well for me, Why my new server doesn't allow me to use it, is a big Problem for me. I made the mistake of first putting it on Phone line because I thought it was land line. Does that Matter, and how can I get Outlook back as my email account?

  3. Peter Smith

    I have just started with Outlook 2013 (Win 8.1) at home and am a regular user of Outlook 2002 at work. I have just found about .ost as well as .pst files as I have 1 IMAP account - Gmail. However I have tried to import files from my previous Windows Live Mail - how do I find where each imported file lives, in the pst or ost file please?

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