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NOTE: Because of migration to a new location, our
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February 2019.
An add-in for Microsoft®
Outlook® that makes it very easy and effortless to parse
data from your mails, appointments, tasks or contacts and
extract to a database, either manually or automatically - to
archive, share or run reports on your Outlook data.
Database Exporter for Outlook enables you to export the
contents of an Outlook folder to an external
database. You can selectively specify which fields
(built-in and user-defined fields) to include in the
export, and the appropriate data type will be
inherited in the database. Supports export of all different item types
available in Outlook - mails, appointments, tasks, journals
or contacts.
It can operate on any Outlook form,
field types
and support any Outlook folder, whether a private folder or
an Exchange Public Folder. Optionally, export can also
include Outlook subfolders.
Highlights:(Latest
version: v5.1 released on 24th
April
2018 -
release note)
Seamless integration with Microsoft Outlook1
Export the contents of the
Outlook folder to a relational database
such as MS Access (MDB), Azure SQL,
and all versions of SQL Server
(including Express editions)
Support pre-defined Outlook
fields as well as custom
fields defined for that folder
Choose any customized form
defined for that Outlook folder
Supports POP, IMAP, Exchange
mailbox and Public folders
Export all kind of Outlook items –
mails, posts, appointments,
tasks, journals or contacts
Optionally include items from the
subfolders in the export, either
to a single table or to separate
table for each subfolder
Supports export of
notes (Plain
Body or HTML Body of the
Outlook item, including task,
appointment and contact item).
Enumerated values for predefined
Outlook fields are exported as
readable values (e.g., Internal
value for ‘Importance’ field of an
Outlook item can be 0, 1 or 2.
During export to a database, these
values are translated to Normal, Low
and High)
Real-time monitoring
of incoming
emails/new items of an Outlook
folder, and automatically export the
data to a database
Special
MSI installer available for
enterprise wide deployment (upon
request)
Support for
Office 2016 and 64 bit
Versions
Support
export to Microsoft Access
and Microsoft SQL Server and
cloud based Azure SQLNEW
1
Outlook Outlook 2007, Outlook
2010, Outlook 2013 and Outlook 2016 (both 32 bit and 64 bit)
Subscription
License is valid for the subscribed term only. Technical
assistance and upgrades are free for the subscribed term
Perpetual License is valid life-time. However, technical assistance and free upgrades are bound to the validity of the Support and Maintenance Contract
Free license for Academic
Institutions (Schools, Colleges and Universities) -
Learn More... 50% discount for non-profit, non-academic organizations (e.g.,
Charitable trusts,
hospitals,).
Learn More...
Purpose of this add-on
You have already customized
an Outlook form with your own fields. At some point
of time, you're going to want to put data into it or
get that data out. But it might come as a big
surprise that you cannot use Outlook's
built-in Import and Export wizard to export
data from custom forms. User-defined custom fields are absent on
the data mapping grid in the export wizard. Even
worse, you might not get any built-in Outlook fields
data at all, if
you try to export from items that were created with
custom forms. So, you are
forced to write codes to handle all import/export
chores involving custom forms yourself. What worst
is that, what you wrote works only for that
particular Outlook form that you customized. What if
you have many customized forms?
Database Exporter add-in for Microsoft Outlook is
designed to overcome this limitation (i.e., the
inability of the Outlook's built-in 'Import and
Export Wizard' to handle data in custom forms), by
allowing you to export any kind of data, including
custom fields, to a database, in a simple click, or
even better, on the fly with no intervention from
the user.
How does it work?
With Database Exporter, there
are 3 ways of exporting Outlook data to an external
database, namely:
To export the contents of an Outlook folder,
click the ‘Export to DB’ button as shown below.
You will be shown with the ‘Select Fields’
dialog, with which you can opt which form to be
used for displaying the available fields.
By default, the first option ‘Retrieve from
the first item’ is selected, and what it does
is, to probe the first item of the folder and
automatically seek out all the available fields,
including any number of user defined custom
fields. It is recommended that you stick with
this option of displaying the fields, unless,
you want to retrieve Outlook specific fields
only (second option), or want to use a
particular custom form out of many defined for
that Outlook folder (third option).
By default, when you export the contents of an
Outlook folder using the ‘Export to DB’ button,
only the items of the current folder is taken
into account. Items inside the subfolders (if
any) are excluded from the export. Below are a
few export options available.
When
exporting to database, include all items from
subfolders- When you choose to export the
contents of an Outlook folder, enable this
option to include items in subfolders of any
number of levels.
For example, below, the current folder is ‘My
Company’. When exporting this to database, if
you had checked this option, the contents of the
subfolders such as ‘Bookings’, ‘Cases’,
‘Ongoing’, ‘Customers’ etc, will also be
exported to the same database.
Export
all data from all subfolders to a single table
- Export all the items in the current folder, as
well as those in subfolders in the same/single
table, using this option. With this, the fields
that you had chosen for the current folder will
be applied to all the items in the subfolders as
well.
Export
data of each subfolder to separate table in same
database - Another option is to export items
in each of the subfolder to a separate table.
This gives more flexibility in configuring the
field options of the subfolders to be exported.
For example, you can set the same chosen fields
as that of the root folder, or use the default
form for that subfolder, or even better, probe
the first item of the subfolder to seek out the
available fields. The latter option comes handy
if you have user defined fields available on the
folder or the item level.
Database Exporter supports
real-time monitoring of any number of Outlook
folders (can be a public folder or shared
mailbox folder
too). This will automatically process incoming
mails or newly added appointments, tasks or
contact items and add the data for the chosen
fields to the database, without any intervention
from the user. This automation would be
particular useful, if you want to maintain a
parallel copy or backup of your current Outlook
items.
Automatic export works by allowing Database
Exporter to monitor selected Outlook folders
(can be a shared or a public folder too), such
that, when new emails are received or new
appointments or tasks are added, Database
Exporter automatically processes those items in
real time and extract relevant data and add them
to a pre-configured database. Each folder would
have exactly one database each.
Automatically update DB record when
Outlook item is updated/changed – If you
enable this option, whenever an existing
Outlook item on a monitored folder is edited and
saved, instantly the changes will also be
reflected in the corresponding record in the
database. This feature enables you to maintain
synchronization between the Outlook items and
the records in the database, on the fly, with no
manual work.
Removing database record on item deletion
from Outlook
If the Outlook folder is monitored for auto
export, a delete button appears in the Database
Exporter toolbar that enables you to delete the
unnecessary Outlook items and at the same time,
remove the corresponding database records
automatically.
Automatic live export enables you to maintain
a parallel copy of the Outlook data and keeps
the database in synchronization with that
particular Outlook folder. This spares you from having to do that laborious
work of copying and pasting the data from
Outlook to database manually.
Some useful external links
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Microsoft and the Office logo are
trademarks or registered trademarks of Microsoft Corporation in the
United States and/or other countries.
When
exporting to database, include all items from
subfolders - When you choose to export the
contents of an Outlook folder, enable this
option to include items in subfolders of any
number of levels. 
Export
all data from all subfolders to a single table
- Export all the items in the current folder, as
well as those in subfolders in the same/single
table, using this option. With this, the fields
that you had chosen for the current folder will
be applied to all the items in the subfolders as
well.
Export
data of each subfolder to separate table in same
database - Another option is to export items
in each of the subfolder to a separate table.
This gives more flexibility in configuring the
field options of the subfolders to be exported.
For example, you can set the same chosen fields
as that of the root folder, or use the default
form for that subfolder, or even better, probe
the first item of the subfolder to seek out the
available fields. The latter option comes handy
if you have user defined fields available on the
folder or the item level.
