Outlook Attachment Extractor

Outlook Attachment Extractor is a flexible solution to extract attachments from emails received with Outlook automatically. The program allows you to use properties of emails for dynamic naming of the storage folder or file name of the attachment to be extracted. For example, you can integrate the receipt year or the email sender name into the folder name. By using the filter, emails to be processed can be strictly limited. All settings made, for example, the Outlook folders to be monitored or the filter criteria are stored in individual profiles.

The help describes the features of the program and gives instructions for using Outlook Attachment Extractor.

PDF version of the program

Main menu

Menu entries of the group Menu


Use this menu item to open the dialog window for customizing the program options.

Enter license key…

This menu entry opens the registration dialog to enter the license key respectively to unlock the full version of the program.


Clicking on this menu item opens the online help in the default browser. To use the online help, an active Internet connection is required.


Using this menu item, the dialog window to display the program version of the license state will be opened. This dialog window contains also links to contact the technical support, the product's web page etc.

Other --> Create error report

In case of technical problems, you can create a bug report by using this menu item. The created file is named "Outlook Attachment Extractor - error report" and located on the Desktop. You can then send us the error report attached to an email with a short description of the problem.


Use this menu item to exit the program.

Toolbar buttons "Profile"


Clicking this button opens the dialog window for creating a new profile.


This button opens the window for editing the settings of the currently selected profile in the list.


By clicking the button, you can delete the selected profile after a confirmation prompt.

Profile list

Profile list


Newly created profiles are given the status "active". All profiles with this status will be applied to incoming emails. To disable a profile, click the check box at the beginning of each row. The status then changes to "inactive".



The name of the profile.

Last application

Shows date and time of the last successful application of the profile.


An optional comment to the profile.

Profile settings



Here you can give the profile a meaningful name.


Optionally, you can enter a comment that will be displayed in the profile list.

Email folder

Here you can add one or more email folders. The profile is applied to all added email folders, if the specified filter criteria are met. When the option "Including sub-folders" is activated, additionally, all emails from folders which are subordinate to the added folders are processed.


Here you specify the (optional) conditions that must be met by the email properties. Only if all filter criteria are met, the email is processed. You can use logical comparison operators to set several conditions for an email property. In this case, the "AND" operator takes precedence over the "OR" operator. The filter is case insensitive - no distinction is made between uppercase and lowercase letters of the entered terms. Wildcards as the asterisk are not supported.

Email filter

Sender name contains

Enter an optional name or partial name of the sender of the email to be processed.

Sender address contains

Enter an optional email address or a partial address of the sender.

Recipient name contains

Enter an optional name or partial name of the recipient of the email to be processed.

Recipient address contains

Enter an optional email address or a partial address of the recipient.

Subject contains

Enter here optional the subject or a part of a subject.

File name contains

Enter here an optional file name or part of a file name of an email attachment.

In order to process only certain file types such as PDF files, simply enter the term ".pdf". If additionally, a specific word (for example, invoice) should be contained in the attachment filename, the entry would look like this: .pdf<AND>invoice

Storage location

Here you determine where the extracted attachments should be stored. In the input field labeled "Directory" you specify the base folder e.g., "C:\My email attachments\". This path cannot contain dynamic name parts. The input field "Folder" can be left blank - but there is also the possibility to assemble the folder name from parts of the respective email properties such as the receipt year. More levels of subfolders can be formed by adding the appropriate path separator "\". The input field for the file name can also be left blank or contain placeholders for individual email properties. The preview shows the complete path to let you check the result in advance. The spaces at the beginning and end of each folder are only for better clarity and are not included in subsequent use of the profile. If a file with the specified name already exists, the chosen name collision rule will be applied.


Select the base directory where the attachments should to be stored by clicking on the button with the label "...".


Use the Link Menu above the input field to select email properties that should be used to create an optional subfolder structure within the base directory.

Storage location

File name

Use the Link Menu above the input field to select email properties from which the file name should be generated. If you leave this field empty, the original name of the email attachment is used.

Preview file name

Enter here an optional file name of the attachment to be processed. This can be useful if you want to compose a new file name from parts of the original attachment file name. To change the preview file name, click on "Preview".

Save all attachments into the same folder

This option is required if the storage location is to be dynamically generated from the name or a part of the name of a specific attachment (for example, if an order number should be part of the name of a sub-folder) and all additional attachments should be stored into the same folder. In this case, enter into the field with the label "File name contains" the name or a part of the name of the attachment to be used as reference and enable the option.

Name collisions

In the event that a file with the distinguished name already exists, the collision rule determined here will be applied. Decide whether the program should: overwrite the file, add a number to the name or cancel the operation.


For automatic further processing, the path of the extracted attachment can be passed to a program as parameter. Here you can specify the appropriate settings.

Run program

Here, you can optionally enter the path of a program that should be executed after the successful extraction of an attachment.


Optionally enter one or more parameters that should be passed to the program to be executed by using the link menu.

5.5.3 Move email

Here you specify whether the email should be moved into the specified directory after successful processing.

Mark message as read

Here you can set whether the email should be marked as read after successful processing. If the access type "Use add-in" is selected in the program options (section "Outlook"), it can also be distinguished whether a requested read receipt will be sent. Otherwise, the Outlook options to send a read receipt apply.

Play sound

Here you can optionally select a wave file that you want to play after successful processing.

Catch up

Here you can search all emails that are contained in the email folders to be monitored of the current profile. The profile will be applied to all emails that met the filter criteria. Optionally, the search can be limited to a specific period. The Catching Up will only take place after the profile is created and the dialog window was closed.


Log List

The log list contains information about all processed emails within the period that is specified in the program options. By default, this period is 30 days.

The context menu contains the following entries:

  • Select saved file in Explorer
    (opens the Explorer and selects the saved file)

Program Options


Here you can define settings such as the language of the user interface and the starting behavior.


Check Interval

Determines at what interval (in seconds) "Outlook Attachment Extractor" checks whether new messages have been received.

Type of remote control

Determines how Outlook will be accessed. The following types are available:

  • Use add-in (recommended)
    (This is the recommended type of access for older version of Outlook (2007 and 2010). In case there are problems or conflicts with other Outlook add-ins, the type should be changed to "direct access", which generally works fine.)

  • Directly access Outlook
    (Typically, this type of access works fine and is especially recommended when using Outlook 2013 or newer. However, in case of an inactive antivirus program or outdated virus definitions, it can happen that a warning window appears with a reference to accessing Outlook. Typically, this window will appear only once at startup. This can be prevented by either customizing the Outlook security settings, or using an active antivirus program with up-to-date virus definitions.)

Outlook instance

Determines whether the program creates its own Outlook instance for automation. The following options are available:

  • Use own instance
    (This option should be used, if there are multiple Outlook profiles available to logon to. The program will create its own Outlook instance and logon to the standard profile.)

  • Use user’s instance
    (This option can be used if there is only one Outlook profile that the program can logon to. There are no advantages to using this option - depending on the individual system, one or the other variant may be better supported.)

Cancel the execution of the task after one minute

This option should only be activated if the program hangs in the processing of a particular email. Some emails may differ from the standard or contain corrupted information. When the option is activated, the time available to process an email is limited. However, this increases the likelihood that your Outlook installation cannot be automated by the program.


Here you can set the retention period of the log entries.