MailboxFetcher, Extract / search emails and email addresses from POP3, IMAP4 and Outlook mailboxes inboxes

Install MailboxFetcher

nfo@mailboxfetcher.de — Wed, 11 Jun 2025 10:46:15 +0100

MailboxFetcher can be used on Windows computers with Windows 7, 8, 10, 11 and Windows server systems.

To store email addresses, you need email servers that support POP3 or IMAP4. Optionally, emails can be read from the locally installed Microsoft Outlook. MailboxFetcher cannot send emails, so SMTP access is not necessary.

You can always find the latest version at https://int.mailboxfetcher.de/download.htm

Configuration POP3, IMAP4 and Outlook mailboxes

nfo@mailboxfetcher.de — Wed, 11 Jun 2025 10:45:59 +0100

Click on "Add mailbox" in the MailboxFetcher Configuration tab to add a new mailbox.

Inbox Type	Select POP3, IMAP4, or MS Outlook for an Outlook mailbox. IMAP4 access is recommended, as it allows MailboxFetcher to retrieve new emails from the mailbox later if you enable the "Retrieve only unread emails" option. For Outlook mailbox you must select a folder only.
Server requires secure connection (SSL/StartTLS)	For accessing most external mailboxes, this setting is normally always enabled nowadays.
Inbox server	Enter the name of the inbox server. You will receive this information from the server provider.
Port	The port should only be changed if the server server provider different information.
Username	Enter the username, often the email address, of the mailbox.
Password	Enter the password for retrieving the emails. For Microsoft 365/Office 365: Leave this field blank and select instead of "POP3/IMAP4 AUTHentication Basic/Standard" "OAuth2 authentication" to access Microsoft servers. You must select correct account type.
Authentication Variant	"AUTHentication Basic/Standard": Username and password are used. "OAuth2": OAuth2 is used, for which a token is required and must be retrieved via browser. Click "Test settings" to retrieve a token.
Retrieve these IMAP folders in addition to INBOX	Only available for IMAP. Check all folders that should also be retrieved from server.
Retrieve only unread emails	Only available for IMAP. MailboxFetcher remembers the retrieved emails after an email retrieval and will only retrieve new emails upon re-access.
-- Only for Microsoft Outlook --	Select the Outlook email folder to be searched for emails.
Email addresses to be ignored, separated by commas	This setting is only used when extracting email addresses. You can specify email addresses to be ignored using commas, and also wildcard characters * and ?.
Test settings	Click this button to test the access data. Upon successful access, MailboxFetcher will display the number of emails in the mailbox, for IMAP only INBOX.

OAuth2 settings for Microsoft 365 / Office 365

For hotmail.com, outlook.com email addresses, you must use OAuth2 for personal accounts.

If you use Microsoft 365 with a work or school account, select "Work or school account".

Note: The OAuth2 settings are also used by other programs, e.g. SuperMailer, so you don't have to re-enter them:

OAuth2 app for accessing Microsoft accounts

Export and import mailbox settings

Click "Import/Export" on the Configuration tab and select Export to CSV/Text file to export the saved mailboxes as a file.

To import data from a CSV/Text file, select Import from a CSV/Text file. After selecting a file, you must choose the correct delimiter and map the columns. Note: First, manually create a mailbox, export it, and then you can view the exported data and expand it with your own mailbox data.

MailboxFetcher - Usage

nfo@mailboxfetcher.de — Mon, 7 Apr 2025 11:27:32 +0100

With MailboxFetcher, you can search POP3 mailboxes (inbox only), IMAP4 mailboxes (inbox and other folders), as well as Outlook folders for emails.

First, add mailboxes

Configuration of POP3, IMAP4, and Outlook mailboxes

Saving emails as RFC822/EML file

Click on "Save emails to..." on the Start tab. Choose a folder or create a new folder first.

MailboxFetcher will retrieve all emails from the selected mailboxes and save them to the folder. When using IMAP4 mailboxes, MailboxFetcher will create folders under the output folder and save the emails in this folder.

Extracting email addresses

Click on "Extract email addresses" on the Start tab. Choose a file name for exporting the extracted email addresses.

No duplicates will be saved when searching the emails.

Option "Extract email addresses from From:, To:, Cc:, Bcc:, Sender, and Reply-to only"

Only email addresses from the email header in the respective mailbox or IMAP folder will be extracted and saved. This is the fastest option.

Option "Additionally extract from email text and text-based attachments (slow!)"

In addition to the email header, the text/HTML part of the email and text-based attachments (text file/CSV file) will be searched for email addresses and saved. This option is very slow because the entire email with all attachments must be downloaded from the server.

Cancel

You can cancel the extraction process at any time by clicking "Cancel process". The data saved so far will remain intact.