Prepare the mailbox account
Confirm IMAP access and use the authentication method required by the provider.
- Confirm that you are authorized to access and export the mailbox.
- Enable IMAP access when the provider requires it.
- Create an app password when multi-factor authentication prevents use of the normal password.
- Collect the IMAP server name, port, username, and SSL or TLS requirement.
- Test account sign-in through the provider before troubleshooting the utility.
Never send mailbox passwords or app passwords to support. Replace any credential that may have been exposed.
Add and test an IMAP account
Create a secure connection profile for the mailbox source.
- Open IMAP Extractor Pro and choose Add account.
- Enter the mailbox address, username, server, port, and security mode.
- Enter the app password or supported credential.
- Choose Test connection and correct any provider error before saving.
- Save the account only on a trusted Windows computer.
Choose folders and extraction scope
Process only the mailbox areas required for the task.
- Load the mailbox folder list after the connection succeeds.
- Select Inbox, Sent, Archive, or other authorized folders.
- Exclude spam, trash, and unrelated folders unless the task explicitly requires them.
- Choose the data fields or message content to collect.
- Estimate storage needs before downloading messages or attachments.
Apply server and message filters
Narrow a large mailbox before extraction.
- Set the required date range.
- Add sender, recipient, subject, or keyword rules where available.
- Choose duplicate handling for addresses or messages.
- Run a small test against one folder.
- Review the test result before expanding to the full scope.
Extract, review, and export
Keep the application connected until the selected mailbox scope is complete.
- Start extraction and monitor connection, folder, message, and match counters.
- Pause or retry according to the displayed provider or network error.
- Review the result and remove irrelevant or duplicate records.
- Choose the required structured export or local message output.
- Open the exported file and verify rows, columns, encoding, and sample data.
Close the task securely
Remove stored access when the mailbox job is finished.
- Save the reviewed business output in an approved location.
- Delete temporary message or attachment files that are no longer required.
- Remove the saved mailbox account from the utility on shared computers.
- Revoke a temporary app password in the mail provider account.
- Apply the organization retention and privacy policy to the final export.
Troubleshooting notes
Common questions that can save a support request.
Why does my normal mailbox password fail?
Many providers require an app password or another approved authentication method when multi-factor authentication is enabled.
Why does extraction stop after many messages?
The provider may throttle connections, the network may be unstable, or the mailbox session may expire. Resume with a smaller folder or date scope.
Why are some folders missing?
The account may not expose them through IMAP, the folders may not be subscribed, or the current credentials may lack access.