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How to export folder structure from Outlook to Excel?

Author Xiaoyang Last modified

This article, I will introduce how to export folder structure of an account from Outlook to Excel file. Please achieve it with the details of this article.

Export folder structure of an account from Outlook to Excel by using VBA code

Export folder structure of an account from Outlook to Excel by using VBA code

The following VBA code may do you a favor, please do with below steps:

1. Enable Excel and hold down the ALT + F11 keys to open the Microsoft Visual Basic for Applications window.

2. Click Insert > Module, and paste the following code in the Module Window.

VBA code: Export folder structure of an account from Outlook to Excel:

Dim xExcelApp As Excel.Application
Dim xWb As Excel.Workbook
Dim xWs As Excel.Worksheet
Dim xMainFolderCount As Long
Sub OutlookExportFolderStructureToExcel()
    Dim xFolder As Folder
    Dim xExcelFile As String
    Dim xFileDialog As FileDialog
    On Error Resume Next
    Set xFolder = Outlook.Application.Session.PickFolder
    If xFolder Is Nothing Then Exit Sub
    Set xExcelApp = New Excel.Application
    Set xWb = xExcelApp.Workbooks.Add
    Set xWs = xWb.Sheets(1)
    With xWs.Range("A1", "A1")
         .Value = "Folder Structure"
         .Font.Size = 14
         .Font.Bold = True
    End With
    xMainFolderCount = Len(xFolder.FolderPath) - Len(Replace(xFolder.FolderPath, "\", "")) + 1
    Call ExportToExcel(xFolder.FolderPath, xFolder.Name)
    Call ProcessFolders(xFolder.Folders)
    xWs.Columns("A").AutoFit
    Set xFileDialog = xExcelApp.FileDialog(msoFileDialogSaveAs)
    With xFileDialog
        .AllowMultiSelect = False
        .FilterIndex = 1
        If .Show = 0 Then
            xWb.Close False
            xExcelApp.Quit
            Set xExcelApp = Nothing
            Exit Sub
        End If
        xExcelFile = .SelectedItems.Item(1)
    End With
    xWb.Close True, xExcelFile
    MsgBox "Export complete!", vbExclamation, "Kutools for Outlook"
End Sub

Sub ProcessFolders(ByVal xFlds As Folders)
    Dim xSubFolder As Folder
    For Each xSubFolder In xFlds
        If xSubFolder.Name <> "Conversation Action Settings" And xSubFolder.Name <> "Quick Step Settings" Then
           Call ExportToExcel(xSubFolder.FolderPath, xSubFolder.Name)
           Call ProcessFolders(xSubFolder.Folders)
        End If
    Next
End Sub

Sub ExportToExcel(ByRef xFolderPath As String, xFolderName As String)
    Dim i, n As Long
    Dim xPrefix As String
    Dim xLastRow As Integer
    i = Len(xFolderPath) - Len(Replace(xFolderPath, "\", "")) - xMainFolderCount
    For n = 0 To i
        xPrefix = xPrefix & "-"
    Next
    xFolderName = xPrefix & xFolderName
    xLastRow = xWs.UsedRange.Rows.Count + 1
    xWs.Range("A" & xLastRow) = xFolderName
End Sub

3. Still in the Microsoft Visual Basic for Applications window, click Tools > References to go to the References-Project1 dialog box, and check Microsoft Excel Object Library option from the Available References list box, see screenshot:

doc export folder structure to excel 1

4. Then click OK button, and press F5 key to run this code, a Select Folder dialog box is popped out, please select the email account that you want to export its folder structure, see screenshot:

doc export folder structure to excel 2

5. And then, click OK button, a File Save window is displayed, please specify a location and file name for this exported file, see screenshot:

doc export folder structure to excel 3

6. At last, click Save button, and you can go to the specific excel workbook you have saved to view the exported folder structure, see screenshot:

doc export folder structure to excel 4

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