User Manual

Overview

Email Contact Analyzer is a browser extension for Chrome and Microsoft Edge that works alongside Microsoft Outlook Web (outlook.office.com). It scans your inbox and sent items, discovers every person you have emailed, and ranks them by email volume — so you always know who your most important contacts are.

Beyond discovery, it lets you create and edit Outlook contacts directly from the panel, search across email subjects and bodies, and keep your address book up to date — all without leaving your browser.

What it does at a glance

• Scans your inbox and sent items and builds a ranked contact list
• Shows how many emails you received from and sent to each person
• Highlights which contacts already exist in your Outlook address book
• Lets you create or update Outlook contacts with one double-click
• Provides full-text search across email subjects and bodies
• Lets you delete individual or bulk emails from within the panel
• Offers seven color themes to match your preference

Requirements

Installation

1. Open the Chrome Web Store (or Edge Add-ons store) and search for "Email Contact Analyzer".
2. Click Add to Chrome (or Get in Edge).
3. Confirm the permissions prompt — the extension needs access to Outlook Web to read your emails.
4. The extension icon (an envelope with a magnifying glass) appears in your browser toolbar.

Getting Started

Step 1 — Open the analyzer

Click the extension icon in your browser toolbar. A small popup appears. Click Open Analyzer to launch the full analyzer window. This opens as a separate resizable window so you can position it alongside your browser.

Step 2 — Set your date range

In the "Emails from" field at the top of the analyzer, enter the earliest date you want to scan. The format is DD/MM/YYYY. The default is January 1 of the current year. You can type directly or click the calendar icon to pick a date.

Step 3 — Sign in and scan

Click Sign In & Scan Emails. Your browser will open a Microsoft login page. Sign in with your Microsoft 365 account. After a successful sign-in, you will be redirected back automatically and the scan will begin.

The status bar at the bottom of the analyzer shows progress. Scanning may take 15–60 seconds depending on how many emails you have.

Step 4 — Explore your contacts

Once the scan completes, the left sidebar fills with your contacts ranked by email volume. Click any contact to see their emails in the right panel.

The Interface

The analyzer is divided into three main areas:

5.1 Header Bar

5.2 Contacts Sidebar

Displays every contact discovered, with their name, primary email address, last email date, and a color-coded circle indicator:

• Blue — this contact exists in your Outlook address book (one email)
• Orange — this contact exists in Outlook with multiple email addresses
• Gray — this contact is not yet in your Outlook address book

Contacts with multiple email addresses show a small arrow (▶). Click the arrow to expand and see each address individually.

Sorting controls

Click Show All to see every email across all contacts, or click any contact to filter emails to that person only.

5.3 Email List Panel

Shows emails for the selected contact (or all emails if "Show All" is active):

Above the email list you'll see statistics for the selected contact, for example: FROM: 24 · SENT: 6. Sort emails by clicking Newest or Oldest. Drag the column borders to resize the Name and Date columns.

5.4 Reading Pane

Appears at the bottom of the right panel when you click an email. Shows the full subject, sender, recipients (To/CC), date, an Open in Outlook button, a Delete button, and the full email body. Close it with the ✕ button in its top-right corner.

5.5 Status Bar

Displays a summary after scanning: total contacts found, inbox emails fetched, sent emails fetched, and how many are already in your address book.

Scanning Your Emails

Choosing a date range

The "Emails from" date controls how far back the scan goes. A shorter range (e.g., the past 3 months) scans faster and shows recent contacts. A longer range captures more history but may take more time to complete.

Enter the date in DD/MM/YYYY format, or click the calendar icon. The calendar validates the date — invalid dates such as February 31 are rejected.

Starting a scan

Click Sign In & Scan Emails. If you are already signed in from a previous session, the scan begins immediately without a new login prompt. To stop a scan in progress, click the Stop button that replaces the scan button while scanning is active.

Re-scanning

To refresh your contact list after new emails arrive, click Sign In & Scan Emails again. The previous results are replaced with the updated data.

Browsing Contacts

Selecting a contact

Click any contact in the left sidebar. The email list on the right updates to show only that contact's emails. The contact's name and email statistics appear at the top of the email panel.

Multi-email contacts

Some contacts appear under more than one email address (e.g., a work address and a personal address). These contacts show an orange circle and a small arrow. Click the arrow to expand and see each address listed separately. Click any individual address to filter emails to just that address.

Filtering contacts by name or domain

Type in the search box in the header bar to filter the contact list in real time. You can search by contact name (e.g., John) or email domain (e.g., @microsoft.com or just microsoft). Clear the search box to see all contacts again.

Reading Emails

Click any row in the email list to open that email in the reading pane at the bottom of the window. The reading pane shows the subject, sender and recipients, date and time, and the full email body rendered as HTML when available.

Opening in Outlook

Click Open in Outlook to jump to that email in your Outlook web tab. This is useful if you want to reply, forward, or take any action the analyzer does not handle directly.

Closing the reading pane

Click the ✕ in the top-right corner of the reading pane. The email list expands to fill the space.

Searching Emails

There are two search areas:

9.1 Contact search (header bar)

Filters the contact list by name or domain. Results update as you type.

9.2 Email search (within the email list)

Searches email subjects and body content for the selected contact (or all emails when Show All is active).

1. Click the search icon above the email list to reveal the search bar.
2. Type your search terms.
3. Subject search runs automatically as you type.
4. Body search runs when you press Enter or click Search (body search is slower because it fetches full email content).

Search modes

Matching terms are highlighted in the results.

Creating & Editing Outlook Contacts

The analyzer integrates directly with your Outlook address book. You can create new contacts or update existing ones without leaving the panel.

10.1 Creating a new contact

If a contact has a gray circle (not yet in Outlook), double-click the contact. A dialog opens with the email address pre-filled. Fill in any of the following fields, then click Create Contact:

• First name and last name
• Secondary email address (optional)
• Mobile phone (optional)
• Home phone (optional)
• Business phone (optional)

The contact is added to your Outlook address book and the circle turns blue.

10.2 Editing an existing contact

If a contact has a blue circle (already in Outlook), double-click the contact. An edit dialog opens showing the current Outlook data. Update any fields and click Save. Changes are applied to Outlook immediately.

10.3 Adding an email address to an existing contact

For contacts with multiple email addresses (orange circle), you can link a new address to an existing Outlook contact:

1. Expand the contact by clicking the arrow.
2. Double-click the specific email address you want to add.
3. In the dialog, select Update Existing Contact.
4. Search for and select the target contact from your address book.
5. Click Save. The email address is added to that contact's record.

Deleting Emails

Deleting a single email

Open an email in the reading pane, then click the Delete (trash) button. The email is removed from your mailbox immediately.

Bulk deleting emails

1. Check the checkbox next to each email you want to delete.
2. Use the checkbox in the column header to select all visible emails at once.
3. A bulk action bar appears showing how many emails are selected.
4. Click Delete Selected. Deleted emails disappear from the list.

Customizing the View

12.1 Themes

Click the theme icon in the header bar to open the theme picker. Seven themes are available:

Your selected theme is saved automatically and remembered the next time you open the analyzer.

12.2 Resizing panels

• Sidebar width — drag the vertical border between the contacts sidebar and the email list.
• Reading pane height — drag the horizontal border between the email list and the reading pane.

12.3 Collapsing the sidebar

Click the ‹ button on the right edge of the contacts sidebar to collapse it and give the email list more space. Click again to expand.

12.4 Window size and position

The analyzer opens as a separate window. Resize and reposition it as you would any window. Its size and position are remembered for next time.

Free vs Premium

When you reach the 50-contact limit, a bar appears at the top of the contacts panel showing your usage (e.g., 47 / 50 contacts) with an Upgrade button that links to the pricing page.

Troubleshooting

The scan is slow or seems stuck

Large mailboxes with thousands of emails take longer to process. The status bar shows progress. You can stop the scan at any time by clicking Stop and use the results collected so far. To scan fewer emails, shorten the date range (use a more recent "Emails from" date).

I see "No emails found" for a contact

The contact may have exchanged emails outside the selected date range. Try extending the start date further back and re-scanning.

A contact's name shows as their email address

The analyzer extracts names from email headers. If the sender did not configure a display name in their email client, only the email address is available. You can set the correct name by double-clicking the contact and filling in the name fields to create or update their Outlook contact record.

The Microsoft sign-in window did not close automatically

Close the sign-in tab manually and return to the analyzer. If the analyzer does not continue, click Sign In & Scan Emails again.

I cannot see a contact I know I have emailed

Check that:

• The email date falls within your selected scan range.
• You have not applied a contact search filter (clear the header search box).
• On the free plan, the contact may not be in the top 50 by email volume. Upgrade to Pro to see all contacts.

The extension icon is missing from my toolbar

Click the puzzle-piece icon in the Chrome/Edge toolbar, find Email Contact Analyzer, and click the pin icon to pin it to the toolbar.

Privacy & Security

• Your email data stays private. The extension reads your emails directly from Microsoft's servers using your own Microsoft 365 account. No email content is stored on any third-party server.
• Authentication uses OAuth 2.0. You sign in directly with Microsoft. The extension never sees or stores your password.
• Email rendering is sandboxed. Email bodies are displayed inside a sandboxed frame that blocks scripts and external resources, protecting you from potentially malicious email content.
• No tracking. The extension does not collect analytics or usage data from your emails.

Required Microsoft Graph permissions

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