User Query

“Hi, I have used Outlook for two years for personal and work email. I have many messages in my Outlook account. My boss asked me to build a sheet of all clients with To, Cc, From, Sent and more. I have no idea how to do this. Is there any solution to extract metadata directly from Outlook PST files? Please let me know.”

Outlook stores rich metadata for every email. This includes To, From, Cc, Bcc, Subject and Sent date. Sometimes you need this metadata in a clean sheet. This guide shows how to extract metadata from Outlook emails and PST files.

What Is Outlook Metadata?

Metadata is data about your email. It is not the message body. It covers the email headers and routing details.

Common Outlook metadata fields include:

  • To, From, Cc and Bcc.
  • Subject line.
  • Sent and received date.
  • Message size and read status.

This metadata is useful for reports, audits and client tracking.

How to Extract Metadata from Outlook?

There are two ways to get metadata from Outlook emails. You can view it manually. Or you can export it in bulk to a CSV sheet.

Manual Solution to View Outlook Email Metadata

Outlook lets you view metadata for one email at a time. Follow these steps.

  1. Open the email in Outlook.
  2. Click File, then Properties.
  3. View the internet headers in the box.
  4. Copy the metadata you need.

This works for a few emails. It is slow for large mailboxes. There is no bulk export here.

Quick Solution to Extract and Save Outlook Metadata

For bulk work, use the PCDOTS Email Converter. It extracts metadata from Outlook emails and PST files. It saves all fields to a clean CSV sheet.

Download the software to get started.

Download Now

Follow these simple steps to extract metadata from Outlook.

Step 1. Run the metadata extractor on your PC.

run outlook metadata extractor

Step 2. Add your Outlook PST or OST files.

upload the outlook files

Step 3. Preview and select the required Outlook data.

select required outlook data

Step 4. Choose CSV as the export option.

extract metadata from outlook

Step 5. Browse and set the destination location.

enter location

Step 6. Open the folder to get your metadata sheet.

get metadata from outlook emails

Your Outlook metadata is now saved with To, From, Cc, Sent and more.

Extract Email Addresses from PST Files

The same method works for email addresses. You can pull every address from your PST files. This is handy for building contact lists.

Just select the address fields before export. You can also collect email addresses from Outlook with this method.

Characteristics of the Outlook Metadata Extractor

  • Extracts metadata from Outlook PST and OST files.
  • Saves To, From, Cc, Sent and more to CSV.
  • Works on all Windows versions.
  • Handles large mailboxes in bulk.
  • Keeps your original data safe.

Frequently Asked Questions

Q1. How do I view metadata in Outlook?

Open the email. Click File, then Properties. The internet headers show the metadata.

Q2. Can I extract Outlook metadata in bulk?

Yes. The PCDOTS Email Converter exports metadata from many emails to a CSV sheet.

Q3. What metadata fields can I get?

You can get To, From, Cc, Bcc, Subject, Sent date and more.

Q4. Can I extract email addresses from PST?

Yes. Select the address fields and export them to a sheet.

Q5. Is my data safe during extraction?

Yes. The software only reads your files. It keeps the original data safe.

Conclusion

Extracting metadata from Outlook is simple. View it manually for a few emails. Use a dedicated extractor for bulk work. The software saves all fields to a clean CSV sheet. This makes reports and client tracking fast and easy.