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Import Messages from File System into Outlook Folders

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› Developer › Code Samples › Import Messages from File System into Outlook Folders

Last reviewed on December 4, 2018     19 Comments

This macro copies messages, appointments, or contacts stored in the Windows File System back into Outlook.

The macro uses the .OpenSharedItem Method to select the messages and also can be used to import appointments (.msg or .ics) or Contacts (.msg or .vcf) into the Calendar or Contacts folder.
bulk import vcards into outlook

This macro gets the messages in the current folder and copies them into the Outlook folder identified as the Savefolder. It can either be hard-coded or use the current Outlook folder. Messages that cause an error are skipped.

Keep in mind that if you run it on email messages and save to Contacts folder, you'll create contacts, replicating the action of moving a message to contacts.

This macro works in Outlook 2007 and newer.

You need to set a reference to the Microsoft Scripting Runtime in Tools, References. If the reference is not set, you'll receive a Compile error: User-defined type not defined.

Sub ImportMessagesInFolder()
    Dim fso As Scripting.FileSystemObject
    Dim SourceFolder As Scripting.Folder
    Dim SourceFolderName As String
    Dim FileItem As Scripting.File
    Dim strFile, strFileType As String
    Dim oMsg As Object
    Dim copiedMsg As MailItem
    Dim Savefolder As Outlook.Folder
    
    Set fso = New Scripting.FileSystemObject
'Source folder
    SourceFolderName = "C:\Users\drcp\Documents\Email\"
    Set SourceFolder = fso.GetFolder(SourceFolderName)
    
'Set the Outlook folder name
   ' Set Savefolder = Session.GetDefaultFolder(olFolderInbox).Folders("My Subfolder")
   Set Savefolder = Application.ActiveExplorer.CurrentFolder
    
    For Each FileItem In SourceFolder.Files
     
    Set oMsg = Session.OpenSharedItem(FileItem.Path)
        On Error Resume Next
    
    Set copiedMsg = oMsg.Copy
        copiedMsg.Move Savefolder
    
    Set copiedMsg = Nothing
     oMsg.Delete
    Set oMsg = Nothing
      
    Next FileItem

    Set FileItem = Nothing
    Set SourceFolder = Nothing
    Set fso = Nothing
      
End Sub

You can use an If statement to limit the macro to email, calendar, or contact items as necessary.

If oMsg.Class = olContact Then
     Set copiedMsg = oMsg.Copy
        copiedMsg.Move Savefolder
     Set copiedMsg = Nothing
End if

How to use macros

First: You will need macro security set to low during testing.

To check your macro security in Outlook 2010 or 2013, go to File, Options, Trust Center and open Trust Center Settings, and change the Macro Settings. In Outlook 2007 and older, it’s at Tools, Macro Security.

After you test the macro and see that it works, you can either leave macro security set to low or sign the macro.

Open the VBA Editor by pressing Alt+F11 on your keyboard.

To put the code in a module:

  1. Right click on Project1 and choose Insert > Module
  2. Copy and paste the macro into the new module.

More information as well as screenshots are at How to use the VBA Editor

More Information

.OpenSharedItem Method (MSDN)

Import Messages from File System into Outlook Folders was last modified: December 4th, 2018 by Diane Poremsky

Related Posts:

  • Use VBA to open Outlook messages stored in the file system
  • Macro to Bulk Import Contacts and vCards into Outlook
  • Remove Attachments From Messages
  • Use a Macro to Attach Files to New Messages

About 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.

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Brett (@guest_206675)
May 23, 2017 12:27 am
#206675

Dian I notice you have many different version of inserting and making folders etc, but no one total piece of code. Can you point me to how I could import messages from a windows file system with multiple depth folders back into Outlook?

Does a book exist that can help with this?

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Brett
May 23, 2017 1:00 am
#206683

The last Outlook programming book is several versions old - they just don't sell well. But this uses general filesystem object (it's not unique to outlook) - you should be able to find code samples on the net, either for Excel or VB/VBA in general. https://www.bing.com/search?q=vba+list+all+files+in+subdirectories

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Marc (@guest_204038)
January 20, 2017 4:59 pm
#204038

I can't seem to get this to work with Outlook 2003 because Session.OpenSharedItem(FileItem.Path) didnt come out until 2007.

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Ed2 (@guest_202702)
November 3, 2016 12:57 pm
#202702

Can this work with .eml files?

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Ed2
November 6, 2016 11:22 am
#202763

I haven't tried, but it might since you can open eml using outlook.

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Ed2 (@guest_202786)
Reply to  Diane Poremsky
November 7, 2016 3:31 pm
#202786

Thought I would follow up on this. It doesn't work, OpenSharedItem doesn't support .eml files.

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Reply
hchia (@guest_201579)
September 14, 2016 2:46 pm
#201579

I have the same issue as Chris. I get a copy of the imported messages in the selected folder, and a copy in the default PST's "Inbox" folder. Does the macro have to be tweaked to avoid saving to the default PST's "Inbox" folder?

Thanks much.

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Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  hchia
September 14, 2016 11:20 pm
#201582

Try changing
oMsg.Close olDiscard
to
oMsg.Delete

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chris (@guest_197956)
April 18, 2016 11:51 am
#197956

Works great except I get two of each msg contacts. Any ideas?

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Thierry (@guest_196143)
January 27, 2016 10:03 am
#196143

Hello,
This code dont work with outllok 2013.
Thierry

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Thierry
January 27, 2016 1:18 pm
#196145

What happens when you try? (Before publishing it was tested in 2013 and 2016 and worked.)

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Thierry (@guest_196298)
Reply to  Diane Poremsky
February 5, 2016 4:03 am
#196298

Hello, I have one error on this line "Dim fso As Scripting.FileSystemObject" Thanks Thierry

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Thierry
February 5, 2016 9:36 am
#196303

Did you set a reference to the filescripting object in Tools, References? Look for Microsoft Scripting Runtime in the list and add a check in the box.

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Andrzej (@guest_196486)
Reply to  Diane Poremsky
February 15, 2016 5:34 am
#196486

Dear,
I have a problem:
When I change SourceFolder to F:\ (CD-ROM)
I receive an error :
run-time error '-2147024809 (80070057)'
If I change SourceFolder to hard drive (“c:\temp\”) it’s OK.
Can you help ?
I need from time change SourceFolder from HDD to CD_ROM (btw SourceFolder become key reg value…)
Andrzej

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Andrzej
April 28, 2016 1:20 pm
#198285

You're referring to it as "F:\" ? it's possible that scripting needs read/write access, which it won't typically have with a cd.

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Tim Haight (@guest_207866)
Reply to  Andrzej
July 25, 2017 5:55 pm
#207866

I also got the run-time error '-2147024809 (80070057)'.
I moved the files to SourceFolderName = "C:OutlookFiles"
I still get the error

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Thierry (@guest_201031)
Reply to  Diane Poremsky
August 24, 2016 7:36 am
#201031

Hello,
Thanks for your replay. I have set the filescripting object in Tool and all is OK.
I Have 2 questions :
-It s possible to select Save Folder and Source Folder, in the same way that the project "Saving All Messages..." ?
-it s possible to give tips for you, all your code are perfect ?

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Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Thierry
September 15, 2016 12:53 am
#201584

You could select the folders, i should have some code samples on the web site that shows how to do it, both in outlook and in windows.
Browse for folder function: https://www.slipstick.com/developer/code-samples/windows-filepaths-macro/
Outlook folder pciker: https://www.slipstick.com/developer/pick-contacts-using-vba/

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Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Thierry
January 27, 2016 1:28 pm
#196146

BTW, You need to set a reference to the Microsoft Scripting Runtime in Tools, References. If the reference is not set, you’ll receive a Compile error: User-defined type not defined.

0
0
Reply

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