Create Hyperlinks to Outlook Messages, Folders, Contacts and Events

link outlook email contact event calendarThe Windows operating system recognizes the outlook: tag and whenever it sees that it’s part of a link, it triggers outlook to do something. Depending how you format the hyperlink, you can open messages, folders, contacts and meetings stored in outlook from websites, documents (Word, OpenOffice etc), Excel spreadsheets and powerpoint presentations stored either locally or even over a shared network.

How To Link To Outlook Items

1. Outlook Paths

Outlook provides a way to link to any Outlook item using a URL. It can be “path based” like this:

– Outlook:Inbox
– Outlook:Personal FoldersContacts~John Doe

2. Outlook GUID

You can link to a globally unique identifier (GUID) that is created for an item and doesn’t change when you rename or move it:

– Outlook:000000000EAE44933247899468AC478B81C0BANDHEWR324

It is best to use the GUID URL since you don’t have to worry about changes breaking the link. To capture the GUID, you need a little free program called Outlook Linker (it’s free but you need to enter your email so that they can send you the link to the setup file).

If you are after a outlook message, all you have to do is select that message in outlook, and then left-click on the linker icon on the lower right of the taskbar so that the link will get copied. Next, you will just have to paste it somewhere. It works the same way for contacts and even calendar events.

By default, the copied link will be something like this

<a href=’Outlook:00000000CC63759F18171E46835E96E44971FDFB07006446′>Email subject here

If you are building a webpage using HTML, then you can merely copy and paste that code to the HTML file, and maybe just changing the link text.

However, if you are working in Excel, what is important is only the part that says:

Outlook:00000000CC63759F18171E46835E96E44971FDFB07006446

In Excel, press CTRL-K in a cell, enter any text you want to be displayed, and paste that piece of code above (ex. outlook:123437654) at the address section. That’s it.

36 thoughts on “Create Hyperlinks to Outlook Messages, Folders, Contacts and Events

  1. this doesnt work for me. I believe I followed the instructions to a T. The error I get when clicking on the link in excel is:

    “Cannot Open the Specified File”.

    Any ideas?

    thanks…

    • Not sure what you have there. Things to check might be:

      1. Make sure that the oulook item (email, event, contact etc) still exists.

      2. Double check you have the right GUID

  2. thanks for the response, david.

    The outlook items do exist. I’m testing in the SENT folder of an IMAP connection. I also tested with some draft items sent to the local store.

    I tested quite a lot yesterday. I am fairly dead certain that I copied the complete GUID and pasted it correctly.

    I’m using Outlook 2007 and the latest version of Linker. I’m on Vista.

    I’ve followed the instructions pretty carefully. Aargh.

  3. In my machine the Outlook Linker (Windows Linker) setup program can not modify oleaut32.dll even when it is run as administrator.

  4. Hi:

    When I try to open an Outlook item from a hyperlink outside of Outlook, I’m getting a different error message. It says, “Windows was not able to open the requested link. The operating system denied access to the specified file.” Can you tell me how to solve that problem? Thank you.

  5. Hi, Does anyone know how to link an Excel cell via hyperlink to an email recieved on outlook. Example – I get about 3 e-letters a week each running to some 30 pages. I want to crate a summary sentence on excel – say ‘S&P earning numbers for Q4′ which when I click it takes me straight to the e-letter I want to see which I have kept in a seperate folder on outlook and which contains the S&P numbers. Any ideas gratefully received! J

  6. Hi, I’ve followed the instruction as described above. Also Edited the Registry to cater for office 2007 requirements. However when I click on hyperlink with either GUID address or URL, Internet Explorer Window is opened and then get error listing the address ie outook:12132423798 or outlook: ..URL and saying “Application not found”
    Hep what could be the problem?

  7. For those who are having trouble with the outlook :url protocol, the document shared by Mario is a good reference on how to get the problem solved.

  8. hi david hope you can help me w/ my query.im working as an hr administrator with 5 accounts in different countries.im receiving hundreds of emial on my outlook daily where in 60 percent of that needs to take an action like hr processing..

    with these im planning to have an excel spreadsheet like a masterlist of all task that i need to do base on the mails i receive daily so i can update it on the status and can immediatly locate that particular message on my oulook whenever needed.can i possibly make a hyperlink from the excel to my outlook.

    thank you

    jansen

  9. I am using the product. I have it configured and working with OUTLOOK 2007. The linl to email opens the email. Only problem I have is when the email is moved to another folder, the hyperlink does not. I had read that the GUID should work no matter even if the email is moved to another folder. Please advise if I am doing anything wrong or under the wrong impression.

  10. You’re correct that the term GUID does mean that it should be globally unique . Honestly, I’m not sure why the GUID would change when you move it into another folder but it seems to be that way. Maybe some inspiring readers might know the answer?

  11. I tried to move a message to another outlook data file (*.pst), too, and I am afraid that the GUID does actually change. It is not global. That’s a shame…
    I am using outlook 2007, and I do not want to enable the outlook protocol.

  12. Technically the identifier used in Outlook is called an EntryID and is not a GUID. In particular, an Outlook EntryID changes whenever an Outlook Item is moved to a different folder either manually by the user, when an item is deleted or when a rule is applied. To compensate for this Outlook “feature”, our Teamscope CRM product stores a BackupID value in each item and uses that value to restore EntryIDs when items move, are recovered from the Deleted Items folder or a user has to move to a new Exchange server. For more technical information on this subject, please refer to http://www.outlookcode.com/article.aspx?id=19.

  13. @TeamScope Support

    Thanks for the clarification. It really helps in clearing up some of my confusion around how these so called GUID are handled in outlook.

  14. I am putting this hyperlink on an external web page and I have no idea what version of outlook the user will have. Is there a solution for this?

  15. Hi
    I use Outlook 2007 on Windows 7 Ultimate. I have tried downloading Linker and following the Teamscope instructions shared by Mario, but still have two problems:
    1/ I want to create links in an Excel spreadsheet to specific contacts, but despite clicking the Linker icon when I have the relevant contact open, based on the name it gives the link it always appears to create a link to the last email I had open, not the contact. At least that’s what I’m assuming because…
    2/ When I try to follow the link I get a dialog box come up telling me that the link needs to be associated to an application and asking me to choose an application. I’m sort of assuming that if I choose Outlook here that’ll do the trick, but keep cancelling at this point as I sort of thought the registry modification was supposed to sort that out, but as I’m somwhat out of my depth already I don’t want to regret any wrong assumptions.
    Any help would be much appreciated.

    On a separate note, if you have OneNote you can get around the issue of creating hyperlinks to Outlook contacts by clicking on the ContactNotes icon in Outlook, which creates a hyperlink in OneNote and then copying that Hyperlink to the spreadsheet, though it is rather cumbersome and seems to fire up one note as well as outlook whenever you follow the link.

  16. Hi David, Very nice and very informative which leads me to a question.

    I currently have a php script that uses IMAP to get emails from an Exchange sever, and I would like to have the same script automatically get the GUID of each email when the mail is imported, so that i can later generate “outlook:GUID” links for the user to link to the original email.

    Thus I need to do what “Linker” (Very nice software BTW.) does, but automatically …

    Any ideas?

    Thanks
    Best regards

  17. If you have trouble implimenting the routine above to create a link, use the process listed below to create a link:

    1. Open a new journal entry

    2. Drag and drop the email or folder or contact into the journal entry

    This creates a link object in the journal that can be copied and pasted anywhere.

    I use this to create a pointer in one Mail Folder in a .PST file to another folder so I don’t have to duplicate emails. To create that linkage between folders:

    1. Create a new email,

    2. Copy and paste the link object from the journal entry created above into the email.

    3. Give the email an appropriate subject, then exit, saving a draft copy.

    4. Move the draft copy anywhere you want a pointer to the referenced folder.

    The same process can be used to provide a link to an email within your Outlook files to use in Excel for example.

  18. To get this work in Office 2010 you first need to add the outlook protocol like posted for outlook 2007 here. Remember to change to the right folder (office14 for outlook 2010).

    Then the hyperlink should be: Outlook://[outlook GUID]

    I did only test it with GUID’s

  19. I am using Windows 7 and Outlook 2010 and I have a problem. When I click on the hyperlink on excel, it tries to open the mail with Internet explorer. How can I configure it to open those links with Outlook?

  20. Hey, so I’m having issues. I’m using Outlook 2007 and Excel 2007. The linker works to capture the IDs, but when I click the link that’s created I get the message, “The address of this site is not valid. Check the address and try again.” Pressing Ctrl + K I can see that the ID seems to have been entered properly (though I don’t know how to check this), however the program is asking to “Look in:” a folder to find this reference. It defaults to “My Documents” (which I’m sure can be changed easily enough), but the realy problem is that the contacts in Outlook aren’t stored in a folder, they’re stored in a .pst file. Right? So how do I get this to work?

    Thanks in advance for any help!

  21. Thanks to your article I’m now able to link Word and Excel (Office 2003) to emails.

    I did have some difficulty as the program did not put an icon in the system tray initially. But, it did put itself on the Start Menu. And, when I clicked it there, it then created the system tray icon.

    Now I select an Outlook email, right-click the Linker system tray icon, select Outlook Item Link, go into Word or Excel and paste it. What’s pasted is the subject of the email, which I also like.

    Another nice feature of the program is that it will also copy to the clipboard the full address of any file you select in Windows Explorer by following the same procedure and selecting Explorer File Link.

  22. I’ve successfully linked to folders, but we have a template/form stored in the Actions tab. Is there a way to create a link to go to the folder and then enable the tab to automatically open the form? Bruce

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