Outlook Email Extraction: Extract Key Information Like Names, Companies, Numbers, and Email Addresses
In today’s fast-paced email communication, quickly extracting key information from emails—such as names, email addresses, numbers (e.g., prices, phone numbers), and company names—is crucial. Especially when dealing with lengthy emails, extracting this information not only helps users understand the content faster but also significantly improves work efficiency and accuracy. This tutorial introduces three methods for extracting email information: Manual Extraction, VBA Semi-Automated Extraction, and Kutools AI Fully Automated Extraction, helping you choose the best approach for your needs.
Traditional Extraction – Manual
Manually copy and paste data from emails. Simple but slow and prone to errors.
Kutools AI for Extraction – Fully Automated
Automatically extract data with one click using Kutools for Outlook’s AI Assistant. Fast, accurate, and easy to use.
VBA for Extraction – Semi-Automated
Use VBA srcipts to partially automate extraction. Requires coding skills and offers limited customization.
Traditional Extraction – Manual
Manual extraction is the most basic method, requiring users to open emails, manually locate key information (e.g., names, email addresses, phone numbers), and copy-paste it into Excel or other documents.
Step 1. Open the target email and read through its content.
Step 2. Manually locate and select the key information (e.g., names, email addresses, phone numbers), then press Ctrl + C to copy it.
Step 3. Go to Excel or other documents and press Ctrl + V to paste.
Pros and Cons
Pros
- No additional tools required.
- Simple and suitable for occasional use.
Cons
- Time-consuming and prone to errors, especially with large volumes of emails.
- Not suitable for frequent use or large-scale extraction tasks.
Kutools AI for Extraction – Fully Automated
Kutools for Outlook’s AI Assistant offers a fully automated solution. Leveraging advanced AI technology allows users to extract key information (e.g., names, company names, phone numbers, email addresses) with just one click.
Step 1. Install Kutools for Outlook, and then open Outlook, click Kutools > AI to enable the Kutools AI feature.

If you are using Kutools’ AI feature in Outlook for the first time, an AI Settings dialog will pop up, prompting you to select an AI provider (e.g., OpenAI, Google Gemini, Baidu) and enter your AI key.
If you don't have an AI key yet, I recommend you apply the Kutools AI key, which allows you to use Kutools AI features 100 times free of charge. How do I get a Kutools AI key?
Step 2. Go to the activated Kutools AI pane, click the Extract tab, then click the Generate button to extract the information from the current email by AI.
You can see all key information is extracted and listed in the pane.
Step 3 - 1. If the content is not stratified, click the Regenerate button to allow the AI to extract new key information for you.

Step 3 - 2. If the content is satisfied, click the Copy button to copy the extracted content, and paste it to anywhere you want.
Customization
Users can customize the types of information to extract (e.g., names, company names, phone numbers).
Click the Skill Library Management button, locate the Extract skill, and click the Add Options button to enter your custom requests and save them.

Pros and Cons
Pros
- No coding knowledge required; easy to use.
- Fast extraction with high accuracy.
- Highly customizable and flexible.
Cons
- Need to instal Kutools for Outlook
VBA for Extraction – Semi-Automated
VBA (Visual Basic for Applications) is a semi-automated method that allows users to extract specific information from emails by writing srcipts.
Note: The VBA provided here can only extract email addresses and numbers, displaying the extracted content in a dialog box without the ability to copy.
Step 1. Open the target email and read through its content.
Step 2. Press Alt + F11 keys to open the Microsoft Visual Basic for Applications window, then click Insert > Module to create a new module.

Step 3. Copy the VBA below and paste it to the new module.
VBA: Extract email addresses and numbers from current email
Sub ExtractDataFromCurrentEmail()
'UpdateByKutools
Dim xCurEmail As Object
Dim xEmailBody As String
Dim xEmailPattern As String
Dim xPhonePattern As String
Dim xMatches As Object
Dim xMatch As Variant
Dim xExtractedData As String
On Error Resume Next
'Get the currently selected email
If Application.ActiveWindow = Inspector Then
Set xCurEmail = Application.ActiveInspector.CurrentItem
Else
Set xCurEmail = Application.ActiveExplorer.Selection.Item(1)
End If
'Check if the selected item is an email
If xCurEmail.Class <> olMail Then
MsgBox "Please select an email to extract data.", vbExclamation
Exit Sub
End If
'Extract the email body
xEmailBody = xCurEmail.Body
'Define regex patterns for email addresses, and phone numbers
xEmailPattern = "\b[A-Za-z0-9._%+-]+@[A-Za-z0-9.-]+\.[A-Z|a-z]{2,}\b"
xPhonePattern = "\d+"
'Initialize the extracted data string
xExtractedData = "Extracted Data:" & vbCrLf & vbCrLf
'Extract email addresses using regex
Set xMatches = ExtractUsingRegex(xEmailBody, xEmailPattern)
If xMatches.Count > 0 Then
xExtractedData = xExtractedData & "Email Addresses:" & vbCrLf
For Each xMatch In xMatches
xExtractedData = xExtractedData & xMatch & vbCrLf
Next xMatch
xExtractedData = xExtractedData & vbCrLf
Else
xExtractedData = xExtractedData & "No email addresses found." & vbCrLf & vbCrLf
End If
'Extract phone numbers using regex
Set xMatches = ExtractUsingRegex(xEmailBody, xPhonePattern)
If xMatches.Count > 0 Then
xExtractedData = xExtractedData & "Numbers:" & vbCrLf
For Each xMatch In xMatches
xExtractedData = xExtractedData & xMatch & vbCrLf
Next xMatch
Else
xExtractedData = xExtractedData & "No numbers found." & vbCrLf
End If
'Display the extracted data in a message box
MsgBox xExtractedData, vbInformation, "Extracted Data"
End Sub
Function ExtractUsingRegex(Text As String, Pattern As String) As Object
Dim xRegex As Object
Set xRegex = CreateObject("VBsrcipt.RegExp")
With xRegex
.Global = True
.IgnoreCase = True
.Pattern = Pattern
End With
Set ExtractUsingRegex = xRegex.Execute(Text)
End Function

Step 4. Click the Run button or press the F5 key, and then click the Run button to run the code.

A dialog pops up to display the extracted information.

Pros and Cons
Pros
- Reduces manual effort, suitable for users with programming knowledge.
- Reduces manual effort, suitable for users with programming knowledge.
Cons
- Requires coding skills; customizing extraction rules involves modifying the srcipt.
- Extraction results may lack precision, and managing data is inconvenient.
- If the VBA srcipt is lost, it must be rewritten or recovered.
Comparison of Methods
Method | Manual Extraction | Kutools | VBA |
Ease of Use | Simple | Very Easy | Moderate |
Best For | Occasional use | Frequeny or large-scale task | Advanced users |
Customization | None | Highly customizable | Limited (requires coding) |
Extraction Speed | Slow | Fast | Moderate |
Accuracy | Low | High | Moderate |
Whether you need to extract information occasionally or handle large volumes of emails frequently, the three methods introduced in this tutorial can meet your needs. If you’re looking for a fast, accurate, and coding-free solution, Kutools for Outlook’s AI Assistant is your best choice. Download it now and enjoy a free trial to experience the convenience of one-click email extraction!
Related articles
- Outlook Grammar Checker: Ensure Error-Free Emails
- Effortlessly Reply to Emails in Outlook with AI Power
- Simplify Email Writing: Using AI in Outlook Made Easy
- AI Summarization for Outlook Emails
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