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.
Mass Mail | Compose Tools | Duplicate Checkers | Other Tools | More Information
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.
Tools in the Spotlight
Redirect individual messages (resend with original headers so the reply goes back to the original sender) instead of forwarding them. Part of the Mapilab Toolbox. |
Tools
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. | |
Email Responder plug-in for Microsoft Outlook is an out-of-office assistant. Auto reply with away message templates; change your status and reply templates remotely. Change or schedule your free-busy status manually (Away, Out of Office, Vacation, Tentative, Custom) or use you Microsoft Outlook Calendar or Skype availability status. Auto response to selected Contacts or Distribution lists only. Enable Microsoft Outlook auto forward. Windows 10 and Outlook 2016 support. | |
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 | |
SendLater is a free Outlook add-in e-mail scheduler with recurring email option. Prepare all your email notifications and reminders in advance and schedule their delivery. Re-send email automatically if a reply is not received. Set up repetitive follow-up emails at comprehensive time intervals. When sending recurrent emails, you can set path to CSV file and load recipients from that CSV file automatically. The updated SendLater is fully compatible with the latest Windows 2018 October Update and Microsoft Outlook 2019. | |
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 both 32-bit and 64-bit Outlook. | |
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. | |
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. | |
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. | |
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 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. | |
AutoReply Flow checks the original message for a Reply-To: address field. If one is found then an auto-reply message will be sent to this address. If an original message has no Reply-To: address field then an auto-reply message will be sent to the From: address of the original message. The subject line of the auto-reply message consists of the prefix ("Confirmation:", "Autoreply:" etc) and the Subject line of original message; the body of auto-reply message will include the original message text. | |
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. | |
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. | |
ContactMonkey brings advanced email tracking and Salesforce integration to Outlook. Use Mail Merge to track email campaigns by bringing all the tools you need to track your emails directly to your Inbox. | |
This add-in ensures that any email placed in the given folder will be automatically forwarded to the predefined email address. You have to create a top-level folder named "DropToForward" and any number of subfolders inside it. Each subfolder name will be used as the email address to which the dropped message will be sent. | |
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, 2013 and 2016 (32bit and 64bit). Free 30 day trial available | |
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. | |
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, 2013 and 2016 (32 and 64bit). | |
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 | |
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. | |
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 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 | |
This Outlook add-in allows you to send a read receipt even the original message sender did not ask for that. | |
janusSEAL for Outlook's SafeDomain Extension provides users with a security policy safety net when sending messages from Microsoft Outlook. Warn when sending sensitive messages to a large number of recipients; Prevent users from sending sensitive messages to a large number of recipients; Remove recipients from sensitive messages; Correct email addresses when the sender accidentally uses a recipient's public email address for a sensitive message when they should have used their private network address. | |
Subscribe senders to your MailChimp lists as you read your email. Check if sender is subscribed. View the contact details stored in the list. Subscribe the sender to a list. Add contact details as you subscribe. Subscribe any email recipient. MailChimp-Subscribe is a new kind of add-in designed for Office 365. Use it in your browser with Outlook Web App, and on your desktop with Outlook 2013 and Outlook 2016. | |
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. Part of the MAPILab Toolbox. | |
OffHours add-in for Outlook ensures that emails you write after business hours and on weekends are delayed and will only be sent at the start of the next business day. | |
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. | |
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. | |
Proxy Manager lets you send emails from Outlook using any alias (proxy) SMTP address with an arbitrary display name from your Exchange account, hosted or on-premises. There are no server components, everything is done on the client side - just install Proxy Manager, and you are ready to go! Select one of your proxy addresses and click Send. Outlook 2010, 2013, 2016 and 2019 are supported. | |
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. | |
This add-in moves both the reply and original message to the pre-defined folder. Example. Let's suppose you have a group of users that process incoming orders that come to the shared mailbox "Orders". Every email has to be replied. After a user replies to or forwards a message, the add-in will move both the original order email and reply to the "Processed" folder. | |
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. | |
RestrictExtRecips application allows you to limit the number of external recipients a certain group of people can send to. You can create the following rule: if john.doe@yourcompany.com is a member of a group RestrictExternal, he cannot set more than 5 external recipients in his message. If he places 6 or more external addresses his message will not be delivered and he will get a non-delivery report message: "Too many external recipients". | |
In Exchange online you can use the EAC or Shell to restrict the number of recipients per message for a mailbox. There is no way to limit the number of external recipients a certain group of people can send to. If you run Outlook 2013/2016/2019 on Windows, RestrictExtRecips add-in will solve this problem. | |
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. | |
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. | |
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. | |
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. | |
SetAccount add-in allows you to specify the email account to use for all outgoing email. If you have more than one email account collecting email and always want to send replies using the default account, Outlook always uses the receiving account when you reply. You can select the correct sending account when you reply, but it's easy to forget to do this. This utility also fixes the Outlook.com bug where the Outlook.com account is used for all replies. | |
SetDeliveryTime has been created to allow users to set the default value for the "Do not deliver before:" parameter in Outlook. | |
ShowAlias allows an Outlook 365 user to see if an e-mail has been sent to the main (default) e-mail address or an alias address. This is an Office 365 addin and works with Office 365 and Outlook.com mailboxes in Outlook desktop and Outlook on the web. | |
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 is an 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. Supports Office 365 Exchange Online. | |
SmartReply 365 is an utility for Outlook desktop (Windows) users who have enabled the Microsoft feature to send emails from an alias in Office 365. This utility will automatically populate the proper From: address when you reply to or forward a message received as alias. In other words, if you get a message addressed to jdoe_alias@contoso.com and hit Reply(Reply All, Forward) button, the replied/forwarded message will have jdoe_alias@contoso.com in the From: field. The utility is an Outlook COM add-in. | |
In Exchange 2013/2016 you can mark external messages using a transport rule. The common way to do it is to prepend a Subject line or a message text with a tag. TagExternal does not change the subject line and body to mark a message but assigns a special user-defined category to a message. | |
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. | |
Use ScheduledSend for Outlook to send emails on a schedule. Set a schedule and recurrence as Outlook appointment and send emails on a later date. The add-in adds a separate calendar where all your scheduled emails are displayed in a familiar fashion. | |
In Office 365 usual requirement is that a shared mailbox keeps a copy of emails sent from the mailbox by all members of the mailbox in its own Sent Items folder. After enabling this feature a user faces the following inconvenience: a message sent from a shared mailbox is still present in the Sent items folder of the user mailbox. UniSent Flow moves a message sent from a shared mailbox to user's Deleted items folder. The product is a Power Automate (former MS Flow) template. | |
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, 2016. |
Also see:
- Mail Merge to E-mail with Attachments -- Use Word VBA to create a mail merge with attachments. Includes code sample written by Word MVP Doug Robbins.
- Contact Management Tools -- Some of these tools can do bulk mailings, with attached files.
- Exchange Server Mailing Lists
- Using Microsoft Excel To Do a Bulk Mailing in Microsoft Outlook -- sample code
- Bulk Reply Form -- Sample Outlook form to generate a single reply to all messages in a folder
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
- Exchange Server 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
- OL2000: How to Broadcast Mail Using Outlook
My outlook.com e-mail Acct. has completely disappeared!! I don't know how to recover the Account! When I tried to sign into the Acct. I kept getting a "wrong pass-word" notice! I tried every pass-word I ever had & my Husband ever had when he had an "outlook" e-mail acct.!! None would work!! I now don't know what to do!! I will be getting some "BILLS" on this Acct.!!
Is it possible someone got your password and hijacked the account? Did you try the forgotten password option? That is the only way to recover the account AFAIK.
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?
the imported files should be in the data file that is set as default (although you can select a different data file before the import completes). Look in File, Account Settings, Data File tab.
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?
Who is your new email account with? Do you get any error messages? What happens when you try to send mail?
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