The following steps outline how to export email from Outlook and into VantagePoint:
Step 1: Copy the code in the text file VBA Export Code for Outlook into a VBA Module in Outlook. Steps for doing this appear below:
- Select the “File” tab in the Outlook ribbon and then click “Options”
- Click “Customize Ribbon” and select “Developer” on the right hand side of the screen (if it’s not already selected. Then click “OK”.
- Select the “Developer” tab in the Outlook ribbon and then click “Visual Basic” (or type Alt+F11).
- Click “Insert” then select “Module”.
- Copy the code in the attached text file (VBA Export Code for Outlook.txt) into a VBA Module that appears
Step 2: If Excel isn’t already referenced it needs to be. While in the VBA Module click Tools -> References and then select “Microsoft Excel Object Library”. Click “OK” and then close the VBA Module.
Step 3: In Outlook open the folder containing the emails you would like exported and then in the “Developer” tab click “Macros” and then select “ExportMessagesToExcel”. A pop up box will appear letting the user know when the process is complete and the number of messages that were exported (this process can require a little patience when applied to a large number of messages and/or messages with a significant number of characters).
Step 4: The following fields will be exported in Excel format for all messages in the open folder: Subject, Date, From, To, Attachment, CC, Body and Header. They will be saved to your Documents folder under the filename Outlook_Email_Export_[today’s date].xlsx, unless a file with that name already exists, in which case the user will be prompted to enter a filename.
Step 5: Launch VantagePoint, select “Import Database Table (Excel, Access, etc.)”, click “OK”, and point to the Outlook export file. Note: list items in some fields may contain multiple values delimited by semi-colons in which case the user might find it useful to right click on the field (in the Summary screen) and then select Further Processing -> Divide at -> Semicolon.