Note: The Export steps will walk you through exporting only the From: (Address) value. In other words, you will export addresses from the folder who sent you an email message. If you want to gather other addresses, Examples: To: (Address), CC: (Address), BCC: (Address), you can repeat the export process to gather these addresses one at a time. The email Address Cleanup in Excel is much easier if you are only dealing with a single column of data.

Export Steps for Outlook 2007 and Outlook 2003

1. From the File menu choose Import And Export.
2. Click Export to a file. Click Next.
3. In Create a file of type, choose Microsoft Excel 97-2003. Click Next.
4. In Select folder to export from, click the folder you that want to export. Click Next.
5. Click Browse.
6. Name the file EXPORT ADDRESSES. Click OK. Click Next.
7. Click the Map Custom Fields button. 
   If this button is not highlighted, click the check box for Export "E-Mail messages"instead.
8. Click Clear Map.
9. From the left side, drag the From: (Address) value to the right side of the dialog box. Click OK.
10. Click Finish. You can now go to the Email Address Cleanup section.

Export Steps for Outlook 2010 and Outlook 2013

1. Click the File tab, and then select Options.
2. In the navigation pane (left pane), click Advanced.
3. In the Export section, click the Export button.
4. Click Export to a file. Click Next.
5. In Create a file of type, choose Microsoft Excel 97-2003. Click Next.
6. In Select folder to export from, click the folder that you want to export. Click Next.
7. Click Browse.
8. Name the file EXPORT ADDRESSES. Click OK. Click Next.
9. Click the Map Custom Fields button. 
   If this button is not highlighted, click the check box for Export "E-Mail messages"instead.
10. Click Clear Map.
11. From the left side, drag the From: (Address) value to the right side of the dialog box. Click OK.
12. Click Finish. Click OK. You can now go to the E-mail Address Cleanup section.

Email Address Cleanup

Note: These steps assume that you will be using either Excel 2007, Excel 2010 or Outlook 2013.

1. Open EXPORT ADDRESSES.xls.
2. Right-click on Row 1 and choose Delete.
3. Click the A COLUMN ID (the entire column should become selected).
4. In the Cells group, click Format and then select AutoFit Column Width.
5. In the Editing group, click Sort & Filter and then select Sort A to Z.
6. Save the file.
7. Click the Data tab.
8. In the Data Tools group, click Remove Duplicates. Column A should be checked. ClickOK.
9. If any duplicates are found, you will be told. Click OK.
   Note: To use these addresses for an Outlook Distribution List or for a SPAM Filtering Whitelist or Blacklist, the addresses must be in the format of username@domainname.
10. Perform cleanup on the addresses. Delete any rows that don't have valid email addresses.
    TIP: If you are performing these steps for SPAM Filtering , you can Whitelist or Blacklist an entire domain by using just the final portion of the address. Example: "domain.com"  If you added that to the SPAM Filter Whitelist, all list messages would come through teh SPAM Filter. On the flip side, if you didn't want to receive email from a particular domain, you can add this domain name to the SPAM Filter Blacklist.
11. When you are finished editing, Save the file.