How to build your mailing list by automatically discovering contacts you have previously communicated with, from within your Inbox and Sent Items folders.

Most people have contacts which they would like to email again or reach out to, but perhaps you had not taken the time to add them to your Outlook contacts or distribution lists.  Some of these people may have emailed you an inquiry at one time, but had not responded to your reply at the time, and became buried under a pile of new email.

PoliteMail provides a neat way to discover all these contacts, by scanning the mail items in your Outlook inbox, sent items folder, archieve folders, or any Outlook mail folder.  You will be amazed at just how many contacts PoliteMail will find, and may have one of those “Oh yeah, that person!” moments.

Of course, one of the side effects is the collection of a bunch of unwanted names and addresses as well – any spam sender that is in your inbox will be included, as would your mothers email if you one from her.  So after the import, you will want to go through the list, and delete the unwanted contacts, but should be pleasantly surprised at just how many good contacts you will come up with.

Start from the PoliteMail menu, and choose Manage Lists, then use Actions > Import from Outlook.  Select the Outlook folder you want to import (e.g. your Inbox, Sent Items, or whichever – but just one at a time).  Now let the process run – it may take a while if you have a large Outlook folder.

Create Mailing List from Outlook

PoliteMail will generate a CSV file of the discovered contacts, and being the import process. Give your list a name, then go to the next step. Usually the only fields will be Email Address and Display Name (select display name from the pull-down list, in the align data fields dialog).
Now complete the import process and PoliteMail will give you a summary of the contacts found.

To remove the unwanted contacts from the list, use PoliteMail > Manage Lists, double-click the mailing list you just made. Now check any contact you do not want, and use the X – Delete Contact(s) option to remove them.

At this point, you should have a nice list of contacts that you have previously had email communications with before!