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How to Use Data Extraction Kit for Outlook

How to Use Data Extraction Kit for Outlook

Data Analysis and Extraction Kit for Outlook Data Extraction Kit for Outlook is a powerful all-in-one tool for Outlook/PST email conversion, migration and data analysis. The product can be used for extracting emails and other objects from said sources, as well as for generating detailed reports on their contents for forensic investigations. Detailed usage scenarios will be described in separate articles, while this page will explain the functions of the program’s controls and purpose of multiple data extraction options.

Data Extraction Kit for Outlook was designed as a mass market tool and, therefore, was made as simple and accessible as possible. This Outlook PST conversion tool features a convenient user interface that takes minutes to get used to and enables users to perform all of the necessary actions from the same program window. The interface of Data Extraction Kit for Outlook consists of several key areas, all of which will be described in detail below.

To start using the program, download and install the latest version of Data Extraction Kit for Outlook tool from the official site. The download shouldn’t take too long and you won’t need any additional components, such as a framework, library or utility. Just download the installation file, complete the standard installation procedure and start the program.

Easily export Outlook data!
Instant solution for extracting all types of Outlook items such as emails, contacts, calendar, notes with the ability to save them all in different formats. Export Outlook emails to PDF or HTML files, extract contacts to vCards, create forensic reports and more.

The interface of Data Extraction Kit for Outlook is divided into three distinct sections:

  1. A top row of mode/source selection buttons – these buttons allow you to import data directly from Outlook, from a standalone PST file on your hard drive or network, or generate a report on the contents of an Outlook profile / PST file.
  2. A data export options pane on the left – this area consists of data processing options block, output format selectors and item filters.
  3. A large LOG and reporting area on the right – this area is depending on where you want to import data from, click either “Outlook” or “PST file” at the top of the program window. The program will first bring up a standard system dialog asking you to choose an empty folder that the extracted items will be saved to, and then another one prompting for the source Outlook mailbox or PST file on the hard drive. Once done, the program will extract the data using the default settings and filters.

Data Extraction and Analyse Kit for Outlook screenshot

If you want to customize the data conversion process, use the settings panel of the left side of the program window:



  • Export MSG files as RFC 822 plain text format – enable this option to ensure that messages saved in the EML format are compliant with the RFC 822 standard
  • Assign Outlook item creation date to the exported files – enable this option if you want to make sure that extracted files have their original creation dates that are different from the date of extraction and saving to your hard drive.
  • Export Outlook nested folders structure to the file system – turning this option ON will ensure that the original structure of mailboxes, including subfolders, will be recreated in the previously selected destination folder.
  • Process subfolders of the selected folder recursively – enable this option if you want to export not only selected folder but also subfolders. Disabling this option will instruct program to export only emails located in this folder but ignore subfolder.

File Name

  • Use Subject as a FileName for exported emails (option deprecated)- Enable this option if you wish to have message files to be saved with the same name as their subject line.
  • Truncate Subject to (chars): – You may specify how long the exported email file name could be. This option truncates the long file names to the characters amount specified in the field next to the checkbox.
  • Rename file for emails with empty subjects to – this option lets you specify an arbitrary file name for files containing messages with empty subject fields.
  • Replace disallowed characters in the FileName with – unlike message subject fields, file names cannot contain certain characters. Data Extraction Kit for Outlook allows you to select a standard character that will replace all unsupported ones in file names. Dash (“-“) is the default one.

Data Extraction and Analyse Kit for Outlook options


This section contains a set of options related to file conversion. You can choose a single file format for all applicable objects or specific output formats for particular file types: email messages, calendar entries, tasks, contacts, journal entries, notes, etc. You can also choose to export attachments only – in this case, the program will only export file attachments and ignore message bodies. The program currently supports the following data formats: MSG, RTF, TXT, EML, TNEF, HTML, MHT, VCF, VCS, ICS and PDF for emails.

PST Extraction format customisation


Data Extraction Kit for Outlook allows you to filter messages by attachment status, date and size. The following filtering options are available in the lower part of the export options panel:

  • Filter attachmentsyou can set this option to “Export all emails”, “Skip emails containing attachments” and “Skip emails without attachments”.
  • Filter by date – this option lets you select messages created before or after a particular date. The date can be selected using a calendar component on the right. Alternatively, you can check the “Ignore items created” box to exclude messages in the set range from selection.
  • Filter by size – this option allows you to skip files greater than the set size in megabytes.

Outlook data output filtering

Exporting Outlook Data

Once you have configured the data export options, you are ready to start extracting your data. Choose the data source by clicking on either “Outlook” or “PST file” button at the top of the page, select the destination folder and the source mailbox. The process will start immediately and its details will be shown in the process log area of the program window.


Report generation is a unique feature of the program that allows you to create a complete list of properties of a particular range of email messages, convert them to a CSV file and examine them in Microsoft Excel.

Reports menu

Email Properties (Email Forensic)

If you want to generate a report, click the purple “Reports” button at the top of the program window, then select the necessary source: an Outlook profile or a standalone PST file. If you chose an Outlook profile as the source, the program will prompt for the names of the resulting report file and the Outlook folder it will use for generating the report. If you chose the PST file option, the program will first ask you to specify the name of the source PST file.

Data Extraction Kit for Outlook currently supports the following standard message properties used in Outlook:

  1. ID – unique message identifier
  2. Folder – the Outlook folder where the message is located. If the message is not in the root folder, its full path will be specified in the “Inbox\Subfolder” format.
  3. Importance – Standard, High, Low
  4. Read – True/False, indicates whether the message has been read
  5. Reminder – indicates whether there is a reminder associated with this message, True/False
  6. Attachments – the number of message attachments
  7. Attachment File Name(s) – the list of comma separated file names attached to the specific email message
  8. Sender Name – the sender’s name, if specified
  9. Sender E-mail – the sender’s email address
  10. Sender – a concatenated combination of Sender Name + Sender email in the “Name <email>” format
  11. Recipients – a list of email recipients in RFC 822 format
  12. Sent On Behalf – the Name and Email of a person allowed to send the message on their behalf
  13. Submitted – indicates if the email form was submitted
  14. Voting Options – list the voting options if the email was a form of pool
  15. TO – “To” field
  16. CC – “Carbon copy” field
  17. BCC – “Blind copy” field
  18. Received by – email address which received the email
  19. Sent – indicates if the email was sent or not
  20. Sent On – when the message was sent (date and time)
  21. Subject – message subject
  22. Received – when the message was received (date and time)
  23. Read Receipt Requested – shows if read receipt option was enabled
  24. Delivery Report Requested – indicates if delivery receipt option was enabled
  25. Size (Bytes) – message size in bytes
  26. Categories – list of categories separated with a semi-colon
  27. Last Modification – shows date and time of the last email modification
  28. Flag – indicates whether the message is flagged (True/False)

The resulting CSV file can opened immediately after data export and explored in Microsoft Excel using its powerful tools.

Download for FreeFor Windows 32/64-bitBuy from $24.95Unlock all features
* - The unregistered version converts a limited number of messages

Data Extraction Kit for Outlook comes in very handy for making the initial selection of messages with a certain set of properties (for instance, all messages with attachments sent to a particular recipient within a specific period) and passing their header details to Microsoft Excel. When the necessary message is identified, the person conducting the investigation can easily locate it in the source inbox and use as evidence.

Read more in Email Forensic Instruction.

Accounts and Passwords

This type of report allows you to make snapshots of the accounts being analyzed and save their parameters to a file, including passwords. This report can be used for recovering a forgotten Outlook password, saving your account parameters to a safe location for backup purposes or recreating an account on another system.
Report options include the output type (CSV, TXT or the log area of the program’s interface), account type and a password show/hide switch.
This type of report is available in the free version of the program without any limitations.

Read more in Outlook Password Recovery & Accounts Backup instruction.

As you see, Data Extraction Kit for Outlook is extremely easy to use for complex data conversion and reporting. If you would like to try the product in action, please don’t hesitate to download the free trial version right now.

Easily export Outlook data!
Instant solution for extracting all types of Outlook items such as emails, contacts, calendar, notes with the ability to save them all in different formats. Export Outlook emails to PDF or HTML files, extract contacts to vCards, create forensic reports and more.

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Aubrey Meissenheimer

1. Does Thunderbird provide for Multiple Signatures ?
2. Can you create Groups for email addresses ?

Otherwise it seems OK !

using data extraction kit for outlook, i was able to extract emails from 2 pst files that i’ve had archived for about 20 years–including one with password-protected folders. thank you for that!
having my choice of format is great: rtf was nice and small, but messages had no headers, so i went with eml (complete and somewhat smaller than msg). and i _really_ like that it can set the file date to the original email’s time stamp.
one quirk that i didn’t expect is that the tool exported only messages in my custom folders. all the standard folders (inbox, deleted items, sent items) ended up on my file system as empty folders. i know there are messages in these folders. when choosing what to export, i always choose the top/root option so as to get everything. am i doing something wrong?

Please make sure that you specify one of the filtering options, e.g. by date or any other. In this case the program may skip them. In any way you may contact our support for details.

Hi, I tried the demo version to export to PDf, but the created PDF files are not viewable. I get an error message and can’t open them:
“Error opening document. This file cannot be opened because it does not contain any pages.”

Ensure that you are using the latest version of Data Extraction Kit for Outlook utility. If it is the latest version, please save your source Outlook email into MSG file, pack it into ZIP archive and send it to our support email. We will be happy to look into this for you.

Hey, I just bought your program Data Extraction Kit and I want only output my MS Outlook Mails to a folder with al subfolders. everything is working fine, the Mails went output but… When I’m trying to open them, it appears a message like “You dont have the right permission…”. I have all permissions are available there and when I’m copying via drag and drop an message from outlook to destination folder everything is working, also the opening this file. Something seems to be wrong with that program.. Could you support? Best Regards Haralambos

The program does not do anything related to file system security settings. However, depending on how you saved the files, there may be some nuances. Try to open the files using the same account that you used when saving the files, or use an administrator account. You may also contact our support for details. Please describe what file format was used by you for output and what settings were enabled or changed by you for a program.

I just bought your program as Outlook is unable to export it PST file, I want only recover my Outlook account on my freshly repared computer. Outlook stopped the export after about 4Mo, and thus bugs.
I hoped that reducing the size of the PST by archiving messages older than 180 days would allow the export, but it isn’t the case. Thus, now I havent tried to re-import the archive, to add it to Outlook on my other laptop ; and I don’t know how to reverse the archiving, how to get the outlook.pst in one piece instead of outloook.pst + archive.pst..
Could you help me to have again outlook.pst in one part onlly ?
Apart this, your program is very well done, and I’m happy to have found/bought it, I understand especially the forensic use of it.
Sincerly yours,
Milos (Miloslav Bilik, bilik.miloslav@*****.fr)

I would suggest you to export everything from both outlook.pst and archive.pst files to MSG format using Data Extraction Kit tool. After that you may use MSG to Outlook Transfer software to create new PST file from previously exported data. After that you may open this new PST file at your new computer using Outlook menu File > Open Outlook Data File. Please submit your technical questions via the contact form.

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How to Use Data Extraction Kit for Outlook

time to read: 7 min