I’m currently advertising for an Assistant TechGenie, so unsurprisingly there are a ton of email responses hitting my email box (what is surprising; how few are from Canadian Citizens).
After I’ve sorted out the responses into a folder of likely candidates, I want to create a list of names and email addresses that I can refer to as I move through the process. The question – is there a quick way to do this from Outlook?
The answer is yes, once you build yourself a custom view. If you haven’t played with custom views in Outlook, you really should take a moment to appreciate the simple way they can add productivity to your email tasks. Today, I’m at a machine using Outlook 2016, so you might find older versions of Outlook a little different.
Create a Table View
Outlook supports numerous types of views but for this task, I’m using Table View as I can then copy and paste the information directly into a spreadsheet.
- go the the View ribbon
- Click the Change View button
- Select Manage Views, the Manage All Views dialog box will appear
- Click on the New button, and the Create a New View dialog box will appear
- Name your view with a meaningful name, since you will want to reuse it. Make sure Table view is selected, and make it available to all your folders. Click OK. If you are following along, at this point you will notice that I have already removed the columns I don’t want.
But there is one column I do want – the sender’s email address. And you will not find it in the lists of available columns. Instead, try this trick I picked up from espacecode.com
Add a Custom Column
- Use the New Column button, the New Column dialog will appear.
- Name the column (the name can not be “email”).
- From the Type drop down list, choose Formula.
- Paste the following formula into the Formula field:
IIf(InStr([SearchFromEmail], "@") = 0, "", Right([SearchFromEmail],len([SearchFromEmail])))
- Reorder the columns in as desired.
- Click on the OK button to complete this step and the Advanced View Settings: Your View Name will appear
Fine tune your View
- Click the Other Settings button and the Other Settings dialog will appear
- Make sure that the Reading Pane is turned off as well.
- Click on the OK button twice to return to the folder view. If you have Message Previews turned on for this folder, turn them off. The result should look as follows:
Using Your Custom View
You can now copy this information directly into a spreadsheet and easily make a list of names and email addresses. And since this is a named view, when the task is done and I want to return to my preferred email view, I can do so. But I can reapply the view at any time.
Are you looking for methods to handle your email overload? Drop ME an email firstname.lastname@example.org and we can build some simple tools (like this one) to help you manage your email more effectively.