Showing posts with label Outlook. Show all posts
Showing posts with label Outlook. Show all posts

Friday, July 27, 2018

Automatically Convert Outlook Email to PDF using MessageExport

Encryptomatic LLC's MessageExport(TM) add-in for Microsoft Outlook lets you transform your email content in lots of useful ways.

Normally, people simply select the emails they want to export and then click the "Export" button.  But what if your needs are little more complex than that?  What if you want to always export new emails to PDF files, and you want it to be done automatically, rather than manually?

This article shows how use MessageExport to convert inbound email messages into PDF files, automatically.

Editing Email Export Profiles

You can create new and unique export profiles in MessageExport. However, for simplicity, we are going to alter the existing"Export to PDF" profile so that when a new email message is received, MessageExport will automatically convert it to a PDF file.

From the MessageExport toolbar in Outlook, select the "Export to PDF" profile.

This is the MessageExport toolbar tab in Microsoft Office Outlook 2016.
Select Tools icon to edit an Export Profile.
This will bring open the settings for the "Export to PDF" profile.

Common settings tab in MessageExport add-in for MS Outlook.
Export Profile Settings.
On the "Common" tab, change the "Export from" drop down list to "Pre-defined folder," and then set the "Outlook folder" to your Inbox.

Its also a good idea to check the box for "Turn on Export History" to avoid duplicating emails during the export process.

Now jump to the tab labeled "Scheduler."

MessageExport scheduler tab in settings.
Scheduler Tab
The Scheduler tells MessageExport to run this export profile on a time table that you select.  Lets say we want to run this export profile once every hour. Here's how we do that.

First, click "Enable" to activate the scheduler. 
Next, click "Repeat every..." and enter "1" into the Hrs column.

Save it, and you're ready to go.

MessageExport will now check your Outlook inbox every hour. If it finds any new emails there, it will automatically convert them to a PDF file.

To stop the automatic email conversion process, just uncheck "Enabled."

There are countless other ways you can configure MessageExport using the scheduler. 





Wednesday, November 30, 2016

How to Save Outlook E-mails to Your Hard Drive or USB Drive

So you have some important emails in Microsoft Outlook that you would like to save to your hard drive or to a portable USB drive?  Here's how to do it.


  1. Create a folder on your Windows desktop or USB drive.
  2. Select the emails in Outlook
  3. Using your mouse, drag the emails to your folder and release.


Outlook will start save those emails to the folder as individual .MSG email files.  MSG files are single emails stored outside of Outlook.  To access these files later, you will need to have a computer with Outlook installed, or a special .msg file viewer.

Outlook automatically names the .MSG files using the message title; there is no way to apply a special file name to the .msg files with Outlook.

What if I Don't Want to Save Outlook Emails to Msg Files?

If you would rather save your Outlook emails in a more open accessible file format, such as PDF, Text, MHT, HTML, MBOX, EML, or if you would like to apply a special naming structure to exported MSG files, then you will appreciate the tools that MessageExport add-in brings to Outlook.


MessageExport integrates with Outlook 2016/2013/2010/2007 toolbars, and makes converting Outlook emails to different formats very simple.  Just select the emails in the Outlook mail list, choose the export format from the drop down list, and click "Export."

MessageExport toolbar in Outlook


MesageExport can also be used to apply a special naming structure to the files save to your Windows hard drive or USB stick.  For example, you can number the emails, include the date or sender information, recipient info, and much more.

Screen shot of the file naming section of MessageExport's settings.
Configure File Naming 


Try it Free

Download a free 15 day free trial of MessageExport.  No registration and no credit card is required. Start saving your important emails today!





Wednesday, November 18, 2015

How to Export Outlook Emails From a Nested Folder Structure

We get it. You spent months or years organizing your Outlook email into logical folders.  Now that a situation has come up that requires that you to convert or export those emails to PDF, EML, MSG or any other  file format, you will surely want to preserve the folder structure.

Doing this process manually sounds like a nightmare. The idea of converting each email into, say, a PDF file and then copying that file into a Windows folder that mirrors your Outlook organization might be enough to put you off the entire project.



MessageExport is an add-on for Microsoft Outlook that tightly integrates with Outlook's menu system.  It works with Outlook 2016/2013/2010 and 2007, both 32 and 64 bit versions of Outlook. MessageExport was created by Encryptomatic LLC to help simplify Outlook email conversion. Among its tool set is the ability to convert email to various formats (PDF, MSG, EML, MBOX, CSV, HTML, among them) while preserving a nested Outlook folder structure.

This image below shows MessageExport installed in the Outlook 2013 menu.

With MessageExport, you can select individual emails,  bulk select emails, select entire folders to export. For example, if you have an Outlook folder with subfolders and you wanted to save all of those nested emails as .MSG files, but you need to make sure that the exported MSG files will mirror your Outlook folder organization, here's what to do.

First, select the MessageExport profile called "Export MSG folder tree."

Convert Outlook emails while preserving the Outlook nested filing structure
Second, select the Outlook folder you want to export.

Outlook 2013 screen shot showing nested email folders.
Nested Outlook email folders

Finally, click the "Export" button to begin the operation.

MessageExport toolbar in Outlook 2013 with position of Export button indicated
Location of Export button


Because of naming length restrictions in the Windows file system, MessageExport may need to truncate the name of the folder if it's really long. The good news is that when the email export operation is done, your emails will be organized in folders that mimic your nested Outlook folders.

MessageExport's profiles can be customized to your requirements. For example, if you do not want to automatically export sub folders, you can edit the export profile and change it to "selected folders."

Export email from Outlook 2013 folders with MessageExport add-on.
Export Selected Folders
Now MessageExport will only export email from a folder that you specifically choose.  You can edit, create and delete as many export profiles as you want. 

Try MessageExport Add-in for Outlook, Free


A free 15 day trial of MessageExport is available.  Unfortunately the trial limits export operations to 50 emails per batch. 50 emails is more than enough to show off most of MessageExport's features, but if your nested Outlook folders are holding hundreds or thousands of email messages like mine, MessageExport will only convert the first 50 emails. This means that during the free trial, MessageExport may not continue on to create the deep nested Outlook folder structure before it hits the 50 email limitation.  Rest assured, this is a limitation of the trial that does not exist in the licensed version of MessageExport.    

MessageExport costs $79.99 for a single license and includes a year of updates and support. Your satisfaction is guaranteed by a no-hassle 30 day full money back guarantee.

If you have any questions, let us know in the comments below.



Tuesday, August 25, 2015

Using the MessageExport Toolbar to Export E-Mail Messages From Microsoft Outlook 2013

MessageExport add-on for Microsoft Outlook helps you convert e-mail messages from your Outlook .pst or .ost file into PDF documents or other image files.  Because Microsoft Outlook is very limited in it's native export capabilities, MessageExport is installed to make it easier to extract e-mails from Outlook.

MessageExport supports Windows versions of Microsoft Office Outlook, including Outlook 2013, 2010, and 2007.  MessageExport integrates closely with Microsoft Outlook's menu system. The functions for the add-on can be accessed from a new Outlook menu tab titled "MessageExport."

Image shows the MessageExport toolbar in Outlook 2013.
MessageExport Toolbar in Outlook 2013
Clicking on the tab reveals the drop down menu.  In the image above, "Export to PDF/A" format is selected.  To convert one or more e-mails into PDF/A format you would first select or highlight the messages from Outlook's mail list, and then click the "Export" button.

Screen shot of the Export button in MS Outlook toolbar, with "PDF/A" shown in the selection box.
Export Button Begins Outlook Email Conversion Process
 Clicking "Export" starts the conversion process, and you may be asked to select a folder to contain the converted e-mails.

While this example shows how MessageExport converts e-mail to PDF, there are many other formats to choose from.  By clicking the drop down list, you can select from 30 more other useful conversion formats.

Drop down list showing email conversion formats that are available in Microsoft Outlook.
Choose the desired e-mail conversion format from the list.
While the drop down list and the Export button will be enable users to accomplish most e-mail export tasks with MessageExport, let's also examine the five other toolbar features.

Screen shot showing the quick access functions in the MessageExport toolbar for MS Outlook 2013.
MessageExport toolbar functions


The Wizard function will step you through the process of creating a new export profile that will appear in the MessageExport toolbar drop down list. This is a great way to quickly build an export profile that can accomplish a wide range of specific features. Creating new profiles lets you automate e-mail export tasks and helps you get your work done faster.

Add-Profile Wizard

The Add Profile button is for advanced users. It lets you setup export profiles without having to interact with the Wizard.

Add Profile Button


The Tools button lets you edit the current selected export profile. Use this button if you want to make changes to the way a profile operates.

Access MessageExport's settings


The explorer window button will open a window in Outlook that lets you interact with the Windows file system. You can convert Outlook emails to the selected export profile just by dragging them and dropping them to this file system Window.

Access MessageExport's Outlook file system explorer feature

The Settings button gives full access to all of the MessageExport functions, including registration and error logging systems.

Access MessageExport's settings

Behind the settings of MessageExport are many different options that you can customize. MessageExport add-on for Outlook is capable of accomplishing many complex e-mail export tasks that can make your work with email more productive. 

If you have any questions, post them in the comments below, or visit the MessageExport home page to download a free 15 day trial.







Thursday, February 26, 2015

How to Save Outlook Email as PDF Files


Saving Outlook E-mail to PDF is Fast with MessageExport


Despite the rise of social media e-mail remains an important method of customer communication for businesses, and Microsoft Outlook is an important part of e-mail. The MessageExport add-on for Outlook, by Encryptomatic LLC, is a leading tool for accurately converting Outlook mail to Pdf portable documents.

MessageExport is used extensively in the legal, insurance and government industries.  It excels at automating multi-step export processes.   If your boss asks you to convert messages from a client to PDF and place them on a shared drive, this seemingly simple request can actually encompass several complex steps.  Converting e-mail to PDF begins to become complicated as we consider the problem of e-mail file attachments.




MessageExport brings email-to-PDF conversion to the Outlook context menu. As the video demonstrates, using MessageExport is a simple as selecting the individual e-mails or the email folders, and clicking the "export" button.

Screen image of the MessageExport PDF export settings in Outlook.
Outlook PDF Export Profiles
Some of the options that MessageExport brings to Outlook include create a PDF file with the file attachments embedded within the PDF document;  attachments converted and appearing within the PDF document image; saving the attachments to disk, separate from the PDF file.

Multiple emails can be saved into a single PDF document.  MessageExport also supports the PDF/A (ISO 19005-1) specification.

MessageExport also brings other formats to Outlook in addition to PDF. These include MBOX, MSG, ZIP, EML, MHT, HTML, JPG, GIF, CSV, GIF, etc.

Learn more about MessageExport by downloading the free trial software.  If you have any question, please post in the comments below.


Tuesday, February 24, 2015

How to Save Outlook E-mail as TIFF Files

TIFF stands for "Tagged Image File Format."  TIFF is a lossless file format, and so file sizes are larger than the common JPG file format.  The .TIFF file format  was developed by Aldus Corp in 1986, and found broad acceptance and usage in the printing industry because of the high quality of the TIFF image.  TIFF files may be compressed or uncompressed.  Support for TIFF files today is found in most imaging and drawing software, and desktop publishing programs. The format is now native to the Microsoft Windows operating system. 

TIFF is often used in e-mail archiving applications. Because of the quality of a TIFF image, saving an e-mail to TIFF format offers a way to preserve an image of the message in a format that widely accessible, time proven and likely to persist into the future.

The MessageExport Add-in for Microsoft Outlook, developed by Encryptomatic LLC, supports the conversion of Outlook e-mail to TIFF format. This article describes the simple steps required.





After installing MessageExport, the toolbar will be added to the Outlook menu.

This is a screen image of the MessageExport add-on's integration with MS Outlook.  "Export to TIFF" is selected in the list.
MessageExport Toolbar in Outlook with TIFF export selected.

To export Outlook e-mail to TIFF, first select "Export to TIFF" from the MessageExport drop down list.

Next, select the messages you want to to convert from the mail list.

Finally, click the "Export" button to start the process.

E-mail messages can be very long.  MessageExport preserves the integrity of the TIFF-converted email  by not including page breaks or formatting, since these things were not part of the original email.  Below is an example of an actual email converted to TIFF format by MessageExport.

An image of an email converted from Outlook into TIFF format by MessageExport.
An Outlook Email converted to TIFF

MessageExport can convert a single e-mail to TIFF, or any quantity that you select. It can also export e-mail from a selected folder.

There are many ways to customize MessageExport.  We recommend watching the short video attached to this article. It describes how to customize MessageExport so that it will apply a unique naming structure to the resulting TIFF files.

MessageExport adds many e-mail conversion capabilities to Microsoft Outlook 2003/2007/2010/2013.  Formats other than TIFF supported by MessageExport include PDF, JPG, PNG, BMP, ODT, CSV, MBOX, and others.

Download a free 15 day trial of MessageExport. Install and uninstall assistance is provided by Encryptomatic LLC's support team.

We hope you found this article useful.  You are welcome to  continue this conversion below in the comments, or contact us directly with your questions. We respond to e-mails to supportline at encryptomatic.com. You can call us at +1-651-815-4902 x2.








Tuesday, December 30, 2014

Bulk Converting Outlook email to Text with MessageExport™ add-in

The MessageExport add-in is a helpful set of tools for Microsoft Outlook users that improve personal productivity by automating and simplifying e-mail export chores. Today we're going to discuss how to export Outlook emails into text files. 

We will look at how to accomplish the task of exporting email to text first using Outlook's own capabilities.  Next, we'll perform the same task using the MessageExport add-in for Outlook.  By the end of the article you'll understand the limitations of MS Outlook when converting email to text, as well as the added capabilities that MessageExport brings to the Outlook environment.

Exporting Outlook email to Text


Outlook natively includes the ability in Outlook 2013 to save selected emails into a single text document.  Here are the steps to accomplish this with Outlook.

First, select the messages from Outlook's mail list so they are highlighted. You can select one, or many emails.

Next, go to Outlook's File menu, and select "Save As Text."

Save Outlook email as text.
Outlook "Save As"

Outlook will open a dialog to prompt you for the format type, and the file name.

Outlook's Save File As dialog box.
Save as type, "Text Only"
When you click "Save," Outlook will export all of the selected emails into a single text file.

Image shows an email converted to text format by MS Outlook. It includes the email header info.
Header of an email converted to text by MS Outlook 2013.

Outlook 2013 does not provide the ability to export emails as individual text files. To export emails individually requires a separate "save as" operation for each email.

Exporting Outlook Email To Text With MessageExport

Now let's perform a similar email-to-text export operation using the MessageExport add-in for Outlook.

Once gain, the first step is to highlight the messages we want to export in the Outlook mail list. We can select one email, all of the emails in the list, individual messages.

Next, select the "Export to Text" profile from the MessageExport toolbar.

Encryptomatic MessageExport add-in toolbar in Outlook 2013 with the "Export to Text" profile selected in the dropdown box.
MessageExport add-in toolbar
Click the export button in the MessageExport toolbar, and select a target folder on your hard drive or storage media. MessageExport will begin converting your Outlook emails into individual text files.

An Outlook email message saved as a text file by MessageExport add-in, displaying the email header information.
An Email Message Saved as Text File with the MessageExport Outlook add-in.
While the email text output looks similar between Outlook and MessageExport, there are benefits to using MessageExport.

First, MessageExport lets you bulk export emails to individual text files, while Outlook will only save selected emails into a single text file.  To export emails to individual text files with Outlook requires saving them individualy, a repetitive task that is very tedious and inefficient.

Second, MessageExport can apply a custom naming scheme to the individual text files it creates.

Third, MessageExport can remember which emails have already been exported, avoiding duplication.

Fourth, MessageExport can process email file attachments as part of your export operation. File attachments can be saved outside of the text file to an appropriately named subfolder.

Fifth, you can automate the export of Outlook email to text files. Unattended operation is supported, and you can also select which folders to export.

MessageExport add-in for MS Outlook allows for customization of the email-to-text export profile.
MessageExport's Text Export Settings May Be Customized.

MessageExport has many other powerful capabilites beyond those discussed in this article. In addition to text files, it adds other useful formats to Outlook including PDF, CSV (Excel), Gif, Tif, Mbox, Odt, Msg, Eml and others.

MessageExport costs $79.99 for a single license. Download a free trial and use it with no obligation for 15 days.

If you have any questions, please post them below. We'll be glad to respond. You can also email us at [supportline at encrytomatic.com].












Wednesday, December 17, 2014

Bulk Converting Outlook Email to PDF With Symantec Enterprise Vault

Symantec® Enterprise Vault™ is an information archiving product used in many large organizations. It allows administrators to apply policies to collected data, while protecting and gathering information in a centralized repository.

Enterprise Vault includes a Microsoft Outlook add-in.  Outlook data is stored in the vault, and emails are replaced with a short text stub file.  The Outlook mail list looks fairly normal, as only the first 100 characters or so are displayed in the expanded mail list. When an Enterprise Vault user clicks on an Outlook email message the content of the email is quickly retrieved from the vault, and displayed in a separate window.

For all it's benefits, Enterprise Vault presents Outlook users with some difficulty while exporting emails in bulk. The MessageExport™ add-in by Encryptomatic® integrates with Outlook and Enterprise Vault. MessageExport allows users to retrieve emails from the vault so that it can perform bulk email export functions, such as saving vaulted emails in .pdf, .msg, .tiff and other useful file formats.

Before exporting vaulted emails with MessageExport, you'll first to enter your credentials. Enter the MessageExport settings and choose the "Enterprise Vault" settings.


Bulk export email from Outlook when Symantec Enterprise Vault is installed with MessageExport add-in.
Setup Enterprise Vault Connection in MessageExport
After the credentials are entered, you're now ready to export emails. The process for exporting emails is the same as a non-Enterprise Vault environment. Just select any email or Outlook folder, choose the export profile (such as Export to PDF) from the drop down list, and click the "Export" button.


MessageExport toolbar integration with Outlook 2013. Includes Enterprise Vault integration.
MessageExport integration with Microsoft Outlook.

For more information on MessageExport, and a free trial, visit the product home page.



 

Monday, November 10, 2014

How to Export an Outlook Email Folder to your Windows Desktop



Microsoft Outlook is a great email client, but getting you email messages out of Outlook has never been very easy. The MessageExport add-in makes exporting email messages much easier.

In this tutorial we will show you how to export an entire Outlook email folder to your Windows desktop.  The messages will be converted into .msg files, which are invidual Microsoft Outlook email messages. Each .msg file contains a message and all meta data associated with that email, as well as file attachments.




MessageExport operates under the idea of Export Profiles.  These instruction sets that you select from the MessageExport drop down list.  Any Export Profile may be customized, edited, or otherwise changed to fit your specific need.  New profiles can be easily created.

First choose the profile you want to change and then click the Edit Profile button.
Location of the Profile Editor in MessageExport.
Edit Profile

Under "Main Export Settings," locate the "Export From" drop down list and select from among the options.  Choose "Selected folders with Subfolders" if you want MessageExport to always export the selected mail folder and any subfolders each time you use this Export Profile.

Setup MessageExport to export the selected Outlook email folder.
Selected Folders with Subfolders

Click Ok. Now when you use this edited export profile in Outlook, MessageExport will always export the entire folder and any subfolders.

For more information or free trial, visit the MessageExport product home page.






Wednesday, September 3, 2014

Exporting Outlook email to your Windows desktop as .msg files

Saving your email messages from Microsoft Outlook to your Windows desktop is easier with the MessageExport add-in by Encryptomatic LLC.  This article will show how you can save Outlook emails to your Windows desktop as .msg files.  We'll look at how this is done using Outlook directly, and the advantages of using the MessageExport add-in for Outlook to accomplish this task.

Exporting email as .msg files from Outlook


Our example will be using Outlook 2013.  The easiest way to save a message outside of Outlook is to just drag it from the maillist and drop it to your desktop. This method works well when converting one or a few hundred emails to .msg files.



The resulting .msg files will be named for the email subject line. There is no method in Outlook to customize the file name.

Using MessageExport to save Outlook email as .msg files.


MessageExport is an add-in for Microsoft Outlook. It installs as part of Outlook's menu system.  It has many powerful capabilities for converting and copying Outlook emails.

MessageExport toolbar installs with MS Outlook to expand export abilities.
MessageExport add-in for Outlook.

With MessageExport, you can convert one, or thousands of Outlook emails to .msg, .pdf and many other formats.  The resulting files can have a custom name which may include concatenated fields from the email, such as sender's email address and date received or subject.  The combinations are endless.

When export Outlook emails to .msg, MessageExport allows applying a custom name to the files.
Customize .msg file names with MessageExport.

 MessageExport is $79.99 for a single license. A 15 day trial is available. Learn more about MessageExport.






Monday, June 9, 2014

How to Save Outlook Email as .EML Files

Saving Outlook Mail As .EML



Outlook email messages are usually stored in Microsoft's proprietary .pst and .msg file format.  In migrating your Outlook email, you may wish to convert your Outlook emails to .eml file format. An .eml file is an open specification file format (RFC-822) used by most non-Microsoft email clients and services.

Microsoft Outlook 2013 has a limited ability to export email messages. It can save individual messages to Text (.txt), Outlook Template (.oft), Outlook Message Format (.msg), and the newer unicode Outlook Message Format (also .msg). 

The Outlook 2013 "save as" menu showing Outlook's native export formats.
Outlook 2013 supported file types.

Wednesday, April 30, 2014

MessageExport Add-in Extends MS Outlook's Ability to Export Email to PDF, TXT, and Other Formats

While Microsoft Outlook is rightly the world's most popular email client, getting your email messages out of Outlook can be a challenge.   MessageExport is an add-in that improves the email export functionality of Microsoft Outlook, adding many new capabilities such as export to pdf, csv, text, html, mbox, gif and other useful formats. 

Developed by Encryptomatic LLC, MessageExport tightly integrates with the Outlook user interface to make it easy to export email from Outlook in different formats.


Introducing MessageExport Add-in for Outlook

MessageExport helps you get your email messages out of Outlook.  It is compatible with Microsoft Outlook 2013, 2010, 2007 and 2003, both 32-bit and 64-bit versions of Outlook, integrating tightly with Outlook's menus.

To use MessageExport, emails are selected from the Outlook email list, an export profile is selected, and then the blue "Export" button is clicked.


MessageExport integration with Outlook main menu toolbar.

Tuesday, January 21, 2014

Converting Email with Microsoft Outlook 2013 Rules and MessageExport Add-On, Part 2

Our previous article focused on setting up a Microsoft Outlook 2013 rule. This article begins from there, and describes how to configure the MessageExport add-in for Microsoft Outlook to perform a complex automatic email handling operation.

The first step of our project involved creating an Outlook rule to collect messages we received from a client's email domain and copy them to a specific Outlook folder.

This article describes Step 2: Creating a custom MessageExport profile. It will perform these 4 functions:

a. Convert new messages added to a folder into PDF files.
b. Delete the messages after they have been converted.
c. Perform this operation again in xx minutes.
d. Prevent duplicate PDF files by remembering which emails have already been exported.

Getting Starting.


If you haven't already, download and install copy of MessageExport for Outlook. The free trial runs for 15 days, and will allow you to follow along with this article.

After installation, MessageExport appears in Outlook 2013 on a separate tab.

Image shows the MessageExport toolbar in Outlook 2013
MessageExport in Outlook 2013



Tuesday, August 13, 2013

How to convert Outlook email that has been saved to your Windows hard drive as .msg files?

Recently we were contacted by a customer who asked if the MessageExport add-in for Microsoft Outlook could be used to export emails that had already been saved to a Windows desktop folder.  The emails were saved as Outlook .msg files, which are individual email messages that contain all of the original email metadata and file attachments.

The MessageExport add-on functions from within Microsoft Outlook. It is designed to enhance Outlook's abilities to export email.  With MessageExport you can save Outlook emails to numerous file formats: pdf, mbox, eml, jpg, csv, and yes, even .msg format.

After those emails have been saved by MessageExport to your hard drive, what else can MessageExport do with them?  Nothing, actually. MessageExport wasn't designed to work independently of Outlook. Being tightly integrated with Microsoft Outlook gives MessageExport powerful advantages, such as being able to take advantage of Outlook rules and search.  But it can't further manipulate the email messages that it has saved outside of Outlook. It just wasn't designed to do that.

But all hope is not lost.

One way to solve the issue of managing email-formatted content outside of Outlook would be to use an email viewer.   Encryptomatic LLC, the developers of MessageExport, also develop PstViewer Pro. It's an email viewer that does not require Microsoft Outlook. PstViewer Pro performs many of the same functions of MessageExport, but it works entirely from outside of Outlook.  Pst Viewer Pro can read Outlook .pst or .ost files. It can also search and convert .msg and .eml email messages.

The PstViewer Pro main page, displaying an html email message.
Pst Viewer software manages Outlook .pst and .msg files

Using PstViewer Pro, our customer could locate the folder containing his .msg emails.  Whether he had just a few, or thousands of them, Pst Viewer Pro would read them individually and organize them into a mail list.   .Msg files can then be sorted and searched using PstViewer Pro's advanced search feature.

An email reader like Pst Viewer Pro can search email files, including .msg emails. This image shows the advanced search function in PST Viewer Pro software.
Advanced search helps locate important .msg files

 .Msg emails can also be converted to different formats with PST Viewer Pro.  Select the target format from the drop down list, and click the export button. PST Viewer Pro can convert .msg files into .eml, mbox, csv, pdf, and other formats.

If we wanted to convert .msg files into a comma separated values (csv) format, we would first select the messages from the mail list. Then, choose the target format, CSV, from the drop down list. Lastly, click the yellow export button, as shown in the image below.

Image shows the export toolbar with CSV format selected.
Convert .msg files to different formats

While MessageExport is an excellent tool for saving email outside of Microsoft Outlook, it was not intended for managing email outside of Outlook. If you have this need, download a free trial of PST Viewer Pro and try it for 15 days. 


Monday, March 25, 2013

Outlook Add-On To Mass Extract Photos From Email And Save To Your Destop

In the days before social media, photos were often shared by attaching them to an email message.  If you've been on the internet for a decade or longer, you probably have Outlook email messages with .jpg, .gif or .tif formatted photographs. If you find yourself with a large quantity of Outlook email messages, MessageExport can bulk extract those photographs to a folder where you can organize them better.

MessageExport is a useful add-on for exporting Outlook emails to different places and formats. Download a free trial for Outlook 2013, 2010, 2007, or 2003, and follow along with this step by step guide.

MessageExport for Outlook ad


Depending on how many of your emails that you expect to contain photos, you may want to proceed one of two ways:

The first way would be to simply bulk extract all of the email messages in your inbox to a folder on your disk.

The second approach would be to spend a little time to sort through your emails, using Outlook's search function to find emails from friends and family that may have photographs attached, and then move those emails into a separate folder for processing by MessageExport. It doesn't matter that there may be hundreds of these emails, and it also doesn't matter if some of them do not have photos. By collecting them into a special location, you're starting the process of organizing the photos.

Note that MessageExport will not actually remove the file attachments from your emails, so don't worry about forever separating the files from the messages. Rather, it will copy the files from the email and save them to a folder on your computer that you designate.

Exporting Pictures from Outlook Emails


First, go to the Outlook folder containing the emails that have the pictures you want to save to a disk. Click on the folder, then select all emails in the folder by typing "Ctrol-A".

From the MessageExport toolbar, choose "Export Attachments Only."  Then click the "Export" button to start the export process.
MessageExport toolbar in Outlook 2013 showing "Export Attachments Only" setting.
MessageExport Toolbar








Click MessageExport "Export" button to start the export process. Shown in Outlook 2013.
Export Button











MessageExport will ask you to select a folder where it will copy the file attachments. In our example we will save all files to a folder called "pictures" on our desktop.

Select the base folder for MessageExport to save email attachments to.
Select the target folder.



When the folder is selected, the export process will continue.


When MessageExport has completed the operation, you can go to your folder to view the output.  Notice that MessageExport has created a sub-folder for each email, and has placed the files inside these folders.

Windows 8 file folder with sub-folders.

If you wanted MessageExport to put the files into a single folder, and not create sub-folders, it's easy to change the "Export Attachments" profile to do this.    Here's to make this change.

First, select the "Export Attachments Only,"  profile from the MessageExport toolbar, and then select the Edit button from the toolbar.

MessageExport Toolbar Edit Button


This will bring up the Common Settings page.  Under "Export Attachments," choose:
 "As file attachments in same folder."

MessageExport add-on common settings tab.
MessageExport's common settings tab.


This setting will place all file attachments into a single folder. Click OK to save your change.  Now all files will be saved to the same folder.  Any attachments having the same name will be appended with a sequential number so they will not overwrite another file.

When you complete an export operation, now files will be saved to the same folder.  You can click on Window's Type column to sort the files by file type. For example, all PNG images will be grouped together.

Screen shot of Windows 8 file folder showing PNG files.
Windows folder with PNG files

The same export and editing process will work for other types of email conversions. For example, to save emails with attachments to PDF format, just select the appropriate export profile from MessageExport's Outlook toolbar.

For more information and a free trial, visit the MessageExport Add-on home page.




Sunday, March 10, 2013

Saving Outlook Emails to a Single PDF File

Very few software applications will allow you to export multiple Outlook email messages directly to a single PDF file.  MessageExport is a unique add-in for Outlook that performs this task quickly.

First, why would anyone want to export multiple emails into one very large PDF file?  When working with a quantity of emails, preparing email for a special purpose such as litigation, or archiving emails, a single pdf offers the convenience of transportability and organization when compared to managing multiple smaller PDF files.  Organizing emails into a single PDF file makes it easy to share and store messages.

Using MessageExport is straightforward. Just select your email messages from the Outlook mail list, choose the "export profile" you want such as "Export to Single PDF," and then click the blue Export button.

The "single pdf" export profile being selected in MessageExport add-in for Outlook.
MessageExport Add-in installed for Outlook 2010

Encryptomatic LLC, the developers of MessageExport, have made the software very flexible. While it will probably do 95% of what you need right out of the box, you can edit any of its operational settings.  For example the export profile called "Singe PDF - attachments saved to disk," can be edited, changed, or you can build your own export profile. This gives you a lot of flexibility to organize your routine tasks.

For example, you could choose to build an export profile that runs at a regular interval to export new emails into a single pdf file, then adds it to a password protected zip file, gives it a special name, copies it to a Sharepoint library, and then executes a shell command. While most people will not need to do this, this powerful functionality is built into every copy of MessageExport.
Export profiles can also be saved to an xml file, and then imported into another copy of MessageExport. This makes it easy for an administrator or power user to design a complex profile and then share it with other users.

The best way to experience the power of MessageExport is to download a free trial and use it for 15 days. The only limitation of the trial is a 50-email batch processing limit.  After the trial is completed, don't uninstall MessageExport!  It will revert to "free" mode, and continue to let you to export individual email messages to PDF, GIF, TIF, PNG, BMP, MSG, EML and other formats

Thursday, February 14, 2013

Outlook to Text: How to Convert Outlook Email Messages to Text Files

Converting Outlook emails to .txt files isn't very difficult. In fact, Microsoft Outlook 2010 includes this ability out of the box.

To export multiple emails into a single text file with Outlook, you must first select the message or messages in the Outlook mail list.


Save Outloko 2010 emails to a single text file.
Select the emails you want to save as text files

From the Outlook menu, choose File > Save As, and then choose "Text Only." Click Save to begin the operation.

Outlook menu. Choose Text Only to export emails to .txt format.
Choose Text Only to Export
Outlook's native text export is useful for quickly saving one or more email messages into a single text file.  Messages are arranged in the order they appeared in the mail list.

If you need to manage the file attachments that are included in the email, or if you want to export each email message into a single text file, and give each text file a specific name, you will need an app for Outlook called MessageExport.

MessageExport is an add-in that extends Outlook's export abilities. It installs as part of the Outlook toolbar.  In addition to text files, MessageExport lets you save Outlook emails to PDF, HTML, MHT, JPG, GIF, TIF, PNG, CSV, and many other formats. You can export a single email, or bulk export selected emails, or an entire folder and sub-folders.

To follow along with the rest of this article, first download a free trial of MessageExport. You'll also need Microsoft Office Outlook 2003/2007/2010/2013. MessageExport works with either 32-bit or 64-bit Outlook.

Begin using MessageExport by first selecting the email messages you want to export, just as you did in the earlier operation with Outlook.  Next, select the export target format from the drop down list.  In this example, we will use "Export to TXT."  Click the "Export" button to start the conversion operation.
MessageExport dropdown list. Select the target export format.
Choose the target export format from list

Start exporting Outlook emails to txt by clicking Export
Click Export to start saving Outlook messages as txt files
 Clicking the little "hammer and wrench" icon from the MessageExport toolbar lets you customize how MessageExport's text conversion function works by editing the settings.

Customize how MessageExport saves emails to txt format.
Text profile settings can be edited.

Export From:  lets you select where the messages are stored.

Export attachments: lets you choose how MessageExport processes file attachments in the email.

Export Name tab: set specific naming scheme for the text files.

Compress output tab: tell MessageExport to compress all of the text files into a single smaller .zip file. Below is the Compress output tab.  click "Compress all items into same archive," and specify a file name.  From then on, MessageExport will save all of your text-converted emails into a single .zip.

MessageExport can save Outlook emails converted to .txt into a single .zip file.
Compress Output tab lets you save text emails to a zip file.
We hope this article has given you an understanding of how you can save your Outlook email messages into simple text files. To learn more about MessageExport, visit the product home page, and connect with us on Facebook!

We also made this short video to accompany this article, where we step you through the process of saving Outlook email to text.