Beeran's Outlook Tools

Version 2.0  ·  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.

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✨ Features at a Glance

The app uses a grouped sidebar navigation with 6 sections, each containing related tools in folder-style sub-tabs. Settings and About are always pinned at the bottom.

Group	Sub-tabs	What it does
📬 Inbox	Monitor · Follow-up Tracker · Bulk Archive · Search · Rules	Watch folders, track unanswered mail, clean up old emails, search, manage native Outlook rules
📨 Compose	Templates · Out of Office	Save reusable email templates; set OOF auto-replies with internal + external messages
🧹 Cleanup Email	Bulk Email · Duplicate Emails · Email Size	Detect newsletters, remove duplicate messages, analyse mailbox size
👤 Contacts	Duplicate Contacts · Export / Import	Find and merge duplicate contacts; export or import via CSV
📅 Calendar	Daily Digest · Duplicate Calendar	Unread mail summary; detect and remove duplicate meetings
📎 Utilities	Attachments · Schedule · Folder Statistics · Log	Extract attachments, schedule automation, view folder stats, review event log
⚙️ Settings	—	Theme and close-behaviour preferences
📘 About	—	Version info, third-party attributions, and proprietary license

The app opens on a Welcome screen — pick a group on the left to get started.

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🖥️ 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)
• Internet access (only needed for Bulk Email's Auto-Unsubscribe feature)

No Azure registration. No API keys. No browser login. Connects directly to Outlook via MAPI/COM.

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🔨 Building the Executable

1. Install Python 3.9+ from python.org (www.python.org) — tick "Add to PATH" during setup
2. Place icon.ico, logo.png, and the sounds\ folder next to monitor.py
3. Double-click build.bat
4. The finished app lands at:

dist\Beeran's Outlook Tools v2.0\Beeran's Outlook Tools v2.0.exe

This is a folder-based build — the .exe sits next to a _internal\ folder. Always copy the whole folder together.

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🚀 Getting Started

1. Open Microsoft Outlook first
2. Run Beeran's Outlook Tools v2.0.exe
3. The app auto-discovers all your accounts and folders
4. Click any group in the left sidebar to get started
5. Settings save automatically as you work

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📬 Inbox

Monitor

Watch up to 4 Outlook folders at once, each with its own alert 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	20 built-in sounds (see list below), a Windows system sound, or a custom .wav
Repeat alert	Repeat the sound + popup every 1–5 minutes until mail arrives
▶ Test	Preview the selected sound immediately

Available sounds: Chime, Doorbell, Fanfare, Urgent, Modern Chimes, Tech Alert, Village Bell, Clean Tone, Tornado Siren, Ringtone, Cinematic Blast, Siren Alert, Alert, Alarm, Sharp Alert, Notification, Sci-Fi Alert, System Alert, Progressive Tone, Ping — plus 6 Windows system sounds.

Follow-up Tracker

Scans Sent Items for messages with no reply after a configurable number of days. Matches replies by conversation topic. Results are exportable to .csv. Optional scheduled scans on an interval or daily at a set time.

Best-effort matching — unusual threading across mail clients can occasionally produce a false positive.

Bulk Archive

Move or delete many emails at once. Configure an account, source folder, destination folder, age threshold (days), and whether to include unread mail. A count preview appears before any action is taken.

Search

Full-text search (subject, sender, body) across one folder or an entire account, with timestamped results.

Rules

Native Outlook Rules Manager — import, edit, create, and push rules directly back to Outlook. Rules saved here run in Outlook even when this app is closed.

Workflow:

1. Select an account and click Get Rules from Outlook
2. Toggle rules on/off, delete unwanted rules, or add/edit rules
3. Click Send to Outlook — all changes are written back and saved

When saving fails because a rule has invalid conditions or a missing target folder, the app identifies exactly which rules are problematic, shows you the reason for each, and lets you remove the bad ones and retry automatically.

Send to Outlook pushes the entire remaining rule list back to Outlook — you do not need to select rules first.

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📨 Compose

Templates

Save frequently-used email templates (name, subject, body). Open any template with one click to pre-fill a new email in Outlook. Insert an Outlook signature directly from the app.

Out of Office

Set your auto-reply messages for internal and external senders, with optional start/end dates and external audience control (all senders or contacts only). Settings are sent directly to Outlook — the app does not need to stay open for OOF to work. Requires an Exchange or Microsoft 365 account.

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🧹 Cleanup Email

Bulk Email

Two detection modes:

• Auto-detect — flags a sender as bulk if seen at least N times (configurable), or if their mail carries a List-Unsubscribe header. External senders only by default.
• Manual search — From and/or Subject contains text you specify.

Action on matches: Log only / Flag / Move to folder / Delete.

Excluded Domains — domains that are never flagged as bulk. Add via text entry or one-click from scan results. Saved immediately.

🚫 Auto-Unsubscribe — acts once per sender. Uses the one-click method where supported; for email-based unsubscribes, opens a pre-filled Outlook draft for you to review before sending.

Duplicate Emails

Finds duplicate messages using configurable match criteria:

• Subject + Sender + Date
• Subject + Sender
• Custom combination of Subject / Sender / Date / Body

Action on matches: Log only / Flag / Delete / Export. Optional scheduled scans.

Email Size

Analyses a folder and lists the largest emails by size, helping you identify what's consuming the most mailbox space.

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👤 Contacts

Duplicate Contacts

Finds duplicates two ways: same name with different emails, and same email with different names.

Delete and Merge both open a review window first:

• Delete review — every group listed with checkboxes (pre-checked for duplicates, keeper unchecked); confirm before anything changes.
• Merge review — choose a strategy per group: Most recently modified, Most complete, or Manual (pick field-by-field from a dropdown). Live preview before confirming.

Export / Import

Export contacts to a .csv file with selectable fields (Select All / Deselect All available). Import contacts from a .csv into any Contacts folder.

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📅 Calendar

Daily Digest

Pick an account and folders to get unread counts, top senders, and sample subjects for each. Run on demand or enable a daily popup at a set time.

Duplicate Calendar

Detects duplicate meetings in two modes:

• Individual occurrences — finds duplicate instances within a configurable date range
• Recurring series — compares entire series masters; choose whether to keep the older or newer master

Requires same subject, organiser, and time to count as a duplicate. Opens a review dialog before any deletion.

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📎 Utilities

Attachments

Extract attachments from any Outlook folder to a local path or another Outlook folder. Optionally move processed emails after extraction. Attachments are saved into sub-folders named after each email's subject.

Schedule

Run attachment extraction automatically on an interval and/or daily at a set time. Uses the same source/destination settings as the Attachments tab.

Folder Statistics

At-a-glance summary of any folder: total emails, unread count and percentage, total size in MB, oldest and newest email dates, and date span.

Log

Live, timestamped record of every event — monitor checks, alerts, extractions, rule actions, scans, and errors.

Button	Action
Export .txt	Plain text copy of the log
Export .csv	Two-column (timestamp, message) file
Clear	Wipes the current session log

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🔔 System Tray

Closing the main window asks what to do (configurable in Settings):

Choice	Result
Minimize to Tray	Window hides; monitoring and scheduling keep running
Exit	App shuts down completely

Double-click the tray icon or click Show to restore; Quit to exit fully.

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🔧 Settings

Setting	Options
Appearance	Dark · Light (default) · System
On window close	ask · tray · exit

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📘 About

Version info, full feature list, third-party library attributions (including pystray LGPL notice), and the complete proprietary license text.

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🔒 Security

The compiled executable includes tamper/decompilation detection. If the app detects it is being run outside its compiled environment, a warning dialog displays the machine name, IP address, and timestamp before terminating. Attempting to reverse-engineer or decompile this software is prohibited under the license agreement.

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📁 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 (3 steps: deps → pywin32 → build)
sounds\	20 bundled alert .wav files — must be present 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 to reset)
LICENSE.md	Proprietary license — free to use, no modification or redistribution

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🛠️ 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

Out of Office not working OOF requires an Exchange or Microsoft 365 account. IMAP/POP3 accounts do not support Out of Office via Outlook COM. The app shows a warning on the OOF page if your account type is not compatible.

Rules "invalid actions or conditions" error on save One or more of your existing Outlook rules may have a missing target folder or invalid condition. The app will identify the specific rules and offer to remove them automatically so the save can proceed.

Bulk Email auto-detect not flagging anything On personal accounts, the app may not detect your "own domain" automatically. Check the Log tab for a note. Frequency-based and List-Unsubscribe detection still work — double-check your Excluded Domains list isn't covering senders you expected to see.

Auto-Unsubscribe not working for a sender Some senders only support unsubscribing by email reply. The app opens a pre-filled Outlook draft rather than failing silently. Check the results list for a [unsubscribe via email] tag.

Python 3.14 compatibility Python 3.12 is the most stable build target. Very new Python releases may have package compatibility gaps.

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📧 Suggestions & Feedback

Use the About tab in the app to send a suggestion, or email:

BeeransTools@outlook.com

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🏷️ Version History

Version	Highlights
2.0	Native Outlook Rules Manager · Email Templates · Out of Office Manager · Bulk Archive · Email Size Analyzer · Folder Statistics · Contact Export/Import · Duplicate Calendar Detector · Grouped navigation with folder-style sub-tabs · 20 built-in alert sounds · Tamper detection · Proprietary license · Third-party LGPL compliance
1.5	Follow-up Tracker · Daily Digest · Duplicate Email Detector · Duplicate Contact Detector (Delete/Merge review dialogs) · Bulk Email Detector with auto-unsubscribe and domain exclusions · Welcome landing page · Custom icon/logo · onedir build
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

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Beeran's Outlook Tools  ·  © 2026 Beeran  ·  All rights reserved

License: Proprietary — free to use, no modification or redistribution. See LICENSE.md or the About tab in the app for the full license text.