| Name | Modified | Size | Downloads / Week |
|---|---|---|---|
| OutlookTools | < 10 hours ago | ||
| README.md | < 15 hours ago | 12.8 kB | |
| Totals: 2 Items | 12.8 kB | 0 |
Beeran's Outlook Tools
Version 1.5 · Windows Desktop App · Built with Python + customtkinter
Direct, powerful control over your Microsoft Outlook inbox — no cloud accounts, no Azure registrations, no subscriptions. Just a clean Windows app that talks straight to Outlook and gets things done.
✨ Features at a Glance
| Tab | What it does |
|---|---|
| 📬 Monitor | Watch up to 4 folders simultaneously — alert if any go quiet for too long |
| 📎 Attachments | Extract attachments from any folder, save locally or to an Outlook folder |
| 🔁 Schedule | Run extraction automatically on an interval or at a set time each day |
| ⚡ Rules | IF/THEN rules that act on emails every monitor cycle |
| 🔍 Search | Full-text search across any folder or an entire account |
| 📤 Follow-ups | Find sent mail that never got a reply, after a configurable number of days |
| 📰 Daily Digest | Unread counts, top senders, and sample subjects across chosen folders — on demand or as a daily popup |
| 📧 Dup. Emails | Find and clean up duplicate messages, with your choice of match criteria and action |
| 👤 Dup. Contacts | Find duplicate contacts, then review before deleting or merging — nothing destructive happens without confirmation |
| 📦 Bulk Email | Auto-detect newsletters/marketing mail (or search manually), move/flag/delete matches, and one-click unsubscribe per sender |
| 📋 Log | Timestamped event history, exportable as .txt or .csv |
| 🔧 Settings | Theme, close behaviour, and preferences |
| 📘 About | App info, license, and a suggestion submission form |
The app opens on a Welcome screen with nothing selected — pick a tab on the left to get started, or click the logo at any time to come back to it.
🖥️ Requirements
- Windows 10 or 11
- Microsoft Outlook installed and open on the same machine
- Python 3.9+ (only needed to build from source — Python 3.12 is the most stable target if you hit compatibility issues on newer Python versions)
- Internet access (only needed for the Bulk Email tab's Auto-Unsubscribe feature, to reach unsubscribe links)
No Azure registration. No API keys. No browser login required for day-to-day use. The app connects directly to Outlook via MAPI/COM — the same mechanism native Windows tools use.
🔨 Building the Executable
- Install Python 3.9+ from python.org (www.python.org) — tick "Add to PATH" during setup
- Make sure
icon.icoandlogo.pngare sitting next tomonitor.pyandoutlook_tools.spec(see Files below) - Double-click
build.bat - The finished app lands at:
dist\BeeransOutlookTools\BeeransOutlookTools.exe
This is a folder-based build (like a typical desktop app installation) — BeeransOutlookTools.exe sits next to a _internal\ folder holding its dependencies. Copy the whole BeeransOutlookTools folder together; don't move the .exe out on its own.
🚀 Getting Started
- Open Microsoft Outlook first
- Run
BeeransOutlookTools.exe - The app auto-discovers all your accounts and folders
- Pick a tab and configure your settings
- Settings save automatically as you use each tab — most actions (adding a rule, excluding a domain, starting monitoring) save immediately
📬 Monitor Tab
Watch up to 4 Outlook folders at once, each with its own settings.
| Setting | Description |
|---|---|
| Account / Folder | Which mailbox and folder to watch |
| Alert if no mail for | Minutes of silence before an alert fires |
| Alert sound | 4 built-in musical tones (Chime, Doorbell, Fanfare, Urgent), a Windows system sound, or a custom .wav |
| Repeat alert | Optionally repeat the sound + popup every 1–5 minutes until mail arrives |
| ▶ Test | Preview the selected sound immediately |
Click ＋ Add Folder to Monitor for more folders (up to 4); ✕ on any card (except the first) removes it. Rules are evaluated on each monitor cycle while monitoring is active.
📎 Attachments Tab
Extract attachments from any Outlook folder.
- Source folder — account + folder to scan
- Save files to — a local drive folder or another Outlook folder
- Move emails after extracting — optional, moves processed emails elsewhere
- Attachments are organised into sub-folders named after each email's subject
🔁 Schedule Tab
Run attachment extraction automatically on an interval and/or daily at a set time. Uses the same source/destination settings as Attachments.
⚡ Rules Tab
IF [From / Subject / Body keyword] contains [text] THEN [Move to folder / Flag / Delete / Log only], evaluated every monitor cycle. Per-rule on/off toggle; changes save immediately.
🔍 Search Tab
Full-text search (subject, sender, body) across one folder or an entire account, with timestamped results.
📤 Follow-ups Tab
Scans Sent Items for messages that haven't had a reply after a configurable number of days — matches replies by conversation topic against the Inbox. Optional scheduled scans (interval or daily); results exportable to .csv.
This is a best-effort match, not a guarantee — unusual threading across mail clients can occasionally cause a false positive or miss.
📰 Daily Digest Tab
Pick an account and any number of folders to get unread counts, top senders, and sample subjects for each. Run on demand, or enable a daily popup notification at a set time.
📧 Dup. Emails Tab
Finds duplicate messages in a folder using your choice of match criteria:
- Subject + Sender + Date
- Subject + Sender
- Custom combination of Subject / Sender / Date / Body
Action on matches: Log only / Flag / Delete / Export — applied directly to all but the first match in each group. Optional scheduled scans.
👤 Dup. Contacts Tab
Finds duplicate contacts two ways: same name with different emails, and same email with different names.
| Setting | Description |
|---|---|
| Keeper selection | Which contact in each group is the suggested "keep" — Most recently modified (default) or First scanned |
| Action on duplicates | Log only / Flag / Delete / Merge / Export |
Delete and Merge both open a review window first — nothing is changed until you confirm:
- Delete review — every duplicate group listed with a checkbox per contact (pre-checked for all but the suggested keeper); uncheck anyone you want to keep, then Confirm Delete.
- Merge review — pick a strategy per group: Most recently modified (newest wins, gaps filled from others), Most complete (most filled-in fields wins), or Manual (choose the winning value field-by-field from a dropdown). A live preview shows the result before you confirm.
📦 Bulk Email Tab
Two ways to find bulk mail:
- Auto-detect (default) — flags a sender as bulk if seen at least N times (configurable), or if any of their email carries a
List-Unsubscribeheader — external senders only by default (the app looks up your account's own domain and excludes it automatically). - Manual search — From and/or Subject contains text you specify (combined with AND).
Action on matches: Log only / Flag / Move to folder / Delete.
Excluded Domains — add domains that should never be flagged as bulk, even if external. You can type one in directly, or click "+ Exclude" next to any domain found in your last scan. Removable any time; saved immediately.
If you're using a personal account (Gmail, Outlook.com, etc.) there's usually no company domain to auto-detect as "internal" — use the Excluded Domains list to manually exclude your own domain or any senders you trust.
🚫 Auto-Unsubscribe — after an auto-detect scan, this acts once per sender (not once per email). For a link-based unsubscribe it sends the actual request directly (using the one-click method when the sender supports it); for an email-based unsubscribe it opens a pre-filled draft in Outlook for you to review and send yourself — it never sends mail on your behalf automatically.
📋 Log Tab
A live, timestamped record of every event — monitor checks, alerts, extractions, rule matches, scans, and errors.
| Button | Action |
|---|---|
| Export .txt | Plain text copy of the log |
| Export .csv | Two-column (timestamp, message) spreadsheet-ready file |
| Clear | Wipes the current session log |
🔔 System Tray
Closing the main window asks what to do (configurable in Settings to always do the same thing):
| Choice | Result |
|---|---|
| Minimize to Tray | Window hides; monitoring and scheduling keep running |
| Exit | App shuts down completely |
A blue circle (or your custom icon) appears in the system tray while minimized — double-click or Show to restore, Quit to exit fully.
🔧 Settings Tab
| Setting | Options |
|---|---|
| Appearance | Dark · Light (default) · System |
| On window close | ask · tray · exit |
📘 About Tab
Version info, full feature list, the complete MIT License text, and a liability/no-warranty disclaimer — both fully expanded for easy reading. Also includes a one-click suggestion-submission form (opens your email client with a pre-filled message).
📁 Files
| File | Purpose |
|---|---|
monitor.py |
Full application source code |
requirements.txt |
Python dependencies |
outlook_tools.spec |
PyInstaller build configuration (onedir mode) |
build.bat |
One-click Windows build script |
generate_sounds.py |
Generates the 4 built-in alert .wav files — run once before building |
icon.ico |
App/exe icon (multi-resolution) |
logo.png |
Sidebar and Welcome-screen logo (transparent background) |
config.json |
Auto-created; stores your settings (safe to delete) |
🛠️ Troubleshooting
"Cannot connect to Outlook" Open Outlook before launching this app. If Outlook just opened, wait a few seconds and try again.
Folders not populating in the dropdowns Check the Log tab — any connection errors appear there with details.
pywin32 errors during build
build.bat runs the post-install step automatically. If issues persist, run manually:
python Scripts\pywin32_postinstall.py -install
Tray icon not appearing Ensure Pillow and pystray are installed:
pip install Pillow pystray
Bulk Email auto-detect isn't flagging anything If you're on a personal account, the app may not be able to determine your "own domain" automatically — check the Log tab for a note about this. The frequency-based and List-Unsubscribe-based detection still work; just double check your Excluded Domains list isn't accidentally excluding the senders you expected to see.
Auto-Unsubscribe isn't working for a sender Some senders only support unsubscribing by email reply rather than a link — in that case the app opens a draft in Outlook for you to send yourself rather than failing silently. Check the Bulk Email results list for a "[unsubscribe via email]" tag.
Python 3.14 compatibility This app requires Python 3.9 or later. If you hit package compatibility errors on very new Python releases, Python 3.12 is the most stable build target.
📧 Suggestions & Feedback
Have a feature idea or found something odd? Use the About tab in the app to send a suggestion directly, or email:
🏷️ Version History
| Version | Highlights |
|---|---|
| 1.5 | Follow-up Tracker, Daily Digest, Duplicate Email Detector, Duplicate Contact Detector (with Delete/Merge review dialogs), Bulk Email Detector with auto-unsubscribe and domain exclusions, Welcome landing page, custom icon/logo, MIT license + disclaimer on About page, onedir build layout |
| 1.4 | 4 built-in musical alert sounds, per-folder repeat alerts |
| 1.3 | Multi-folder monitor (up to 4), per-folder custom sounds, About page, Light mode default |
| 1.2 | System tray, scheduled extraction, email rules engine, full-text search, log export, dark/light themes |
| 1.0 | Inbox monitor, attachment extractor, in-app log, Windows notifications |
Beeran's Outlook Tools · © 2026 Beeran Rampersad · Built with the assistance of Claude AI
License: MIT — see the About tab in the app for the full license text and disclaimer. This software is provided "as is," without warranty of any kind; use at your own risk, and test new rules/duplicate actions/bulk-email settings on a non-critical folder first.
