Managed I.T. Services: How to Export Outlook Cached Email Addresses

Jump Ahead:

• Microsoft Office 2003-2007
• Microsoft Office 2010-2013
• How to copy the autocomplete list in Outlook 2010, Outlook 2013, and Outlook 2016

Microsoft Office 2003-2007:

Within the Outlook directory (\\documents&Settings\username\ApplicationData\Microsoft\Outlook) there is an Outlook profile .NK2 file. This file can be copied and pasted into computers with the same year Office installation – or Run this command from cmd to copy into newer installs: http://support.microsoft.com/kb/2806550

First, make sure that the .nk2 file is in the following folder:

%appdata%\Microsoft\Outlook

Note: The .nk2 file must have the same name as your current Outlook 2013 profile. By default, the profile name is “Outlook.” To check the profile name, follow these steps:

1. Click Start, and then click Control Panel.
2. Double-click Mail.
3. In the Mail Setup dialog box, click Show Profiles.
4. Click Start, and then click Run.
5. In the Open box, type outlook.exe /importnk2, and then click OK. This action should import the .nk2 file into the Outlook 2013 profile. Note After you import the .nk2 file, the contents of the file will merge into the existing nickname cache stored in your mailbox.

Note: The .nk2 file renames into a .old file name extension on the first Start of Outlook 2013. Therefore, if you try to re-import the .nk2 file, remove the .old file name extension.

For I.T. services related to newer versions of Microsoft Office, please refer to the guide below.

Microsoft Office 2010-2013:

Method 1

(For use with 2010+ version to a version older than 2010)

Outlook:

1. Open the sent items folder in any version of Outlook.
2. Sort by Date.
3. Select All.
4. Copy.
5. Paste into a NotePad file.

NotePad:

1. This step should have given a line for each email with who it was to, subject, date, etc.
2. Select all from NotePad.
3. Paste into Excel.

Excel:

1. Remove all columns except A, which should be “To.”
2. In Excel, go to Data -> Remove Duplicates.
3. Do a replace all to find’ and replace it with nothing (CTRL + H).
4. If there are under 1000 entries, copy everything and proceed to Outlook2:
5. If more than 1000 entries, copy 999 at a time.

Outlook2:

1. Paste all of the filtered down stuff from excel into the “To” field. DO NOT HIT SEND.
2. There should be a button called “Check names” – press it.
3. Ignore any errors.
4. Most of the email addresses will contain an underline. Those will now show up under the AutoFill.

Method 2

(For use with 2010+ version to another 2010+ version)

Locate the autocomplete file – \\users\username\appdata\local\microsoft\outlook\roamcache

The file is “Stream_Autocomplete_******” where the stars are a long unique identifier.

1. Ensure you have the right file to “Import” by checking the date modified and size (1 K.B. means it was never actually used).
2. Copy this file somewhere safe and delete it from this folder, then copy its filename EXACTLY.
3. Locate the file currently in use, and paste the copied string to replace the filename in use.
4. Restart Outlook, and it will now look to the same name but with all the Autocomplete data.

How to copy the AutoComplete list

in Outlook 2010, Outlook 2013, and Outlook 2016:

Refer to this guide for managed I.T. services steps.

Step 1

To export the AutoComplete mailbox message, follow these steps:

1. Exit Outlook, and then close Outlook Web Access or Outlook Web App (OWA) on all workstations that are connected to your mailbox.
2. Download and install MFCMAPI from https://github.com/stephenegriffin/mfcmapi.
3. Run mfcmapi.exe.
4. On the Session menu, click Logon.
5. If you are prompted for a profile, select the desired profile name, and then click OK.
6. In the top pane, locate the line that corresponds to your mailbox, and then double-click it.
7. In the left-side navigation pane, expand Root Container, and then expand Top of Information Store or IPM_SUBTREE.
8. Right-click the Inbox folder, and then click Open Associated Content Table. This action opens a new MFCMAPI window that contains various properties.
9. Under the Subject column, right-click the item that has the subject IPM.Configuration.Autocomplete, and then click Export Message. This action opens the Save Message To File window.
10. In the drop-down list, select MSG file (UNICODE), and then click OK.
11. Select a folder location to which you want to save the message, and then click Save. Note this location.

Step 2

To import the AutoComplete mailbox message, follow these steps.

1. Exit Outlook, and then close Outlook Web Access or Outlook Web App (OWA) on all workstations that are connected to your mailbox.
2. Download and install MFCMAPI from https://github.com/stephenegriffin/mfcmapi.
3. Run mfcmapi.exe.
4. On the Session menu, click Logon.
5. If you are prompted for a profile, select the desired profile name, and then click OK.
6. In the top pane, locate the line that corresponds to your mailbox, and then double-click it.
7. In the left-side navigation pane, expand Root – Mailbox, and then expand Top of Information Store or IPM_SUBTREE.
8. Right-click the Inbox folder, and then click Open Associated Content Table. This action opens a new MFCMAPI window that contains various properties.
9. To avoid duplicate entries, you must delete the existing AutoComplete message.Note: Before you delete the IPM.Configuration.Autocomplete message, you must export the message by using the steps in the “How to export the Auto-Complete cache” section.To delete the existing AutoComplete message, follow these steps:
   1. In the Subject column, locate the item that has the subject IPM.Configuration.Autocomplete.
   2. Right-click the item, and then click Delete message. This opens the Delete Item window.
   3. In the drop-down list, select Permanent deletion (deletes to deleted item retention if supported), and then click OK.
10. On the Folder menu, click Import, and then click From MSG.
11. Locate the .msg file that you created in step 11 of the “How to Export the Auto-Complete List” section, and then click OK.
12. In the Load MSG window that appears, select Load message into current folder in the Load style list, and then click OK.

The AutoComplete information is imported from the IPM.Configuration.Autocomplete_<hexadecimal code>.msg, where the placeholder <hexadecimal code> represents a long string of numbers and letters.