Creating Custom Email Export Profiles with MessageExport

MessageExport add-in for Microsoft Outlook brings new features to the Outlook toolbar interface, making it easy to save emails in different formats, and in different ways.   Although MessageExport is highly functional right out of the box, sometimes you may find that you have an 'edge case' for exporting emails that requires a custom profile.

To be clear, export profiles are stored sets of instructions that cause MessageExport to perform specific tasks, like exporting a message to PDF, giving the PDF file a specific name, and then copying it some where on your hard drive.  You select the active export profile by choosing from the MessageExport drop down toolbar.

 

 In this article, we will show you how to invoke the MessageExport profile wizard so you can build our own custom profile.  To invoke the wizard, click the wizard button in the MessageExport toolbar. The location of the wizard button is shown in the below image.

Click "Next" to continue progressing through the wizard. The next screen lets you select the conversion format.  For example, if you want to export Outlook emails to Tiff image format, then choose TIFF from the drop down list.

Click Next to go to the next screen.  

 

Naming Schema Settings is where you choose the email data that is used to provide a name to exported emails.  The currently selected fields appear on the right.  Using the arrow buttons, you can remove fields you don't want, and add fields that you do want.  You can also add "constructors" to the name, which are characters like hyphen or underscore which help make the file name more readable.

Click next again to go to the Output Folder screen.

During an export operation, you may want to choose where MessageExport saves the converted emails.  The wizard lets you store a pre-defined Windows folder in the export profile.  You can also choose to be prompted for a location at the start of the export operation.

Click next to advance the wizard. 

Congratulations! You have completed making your first MessageExport profile. Click finish and your new profile will now appear in the main MessageExport drop down list.

You can always edit the profile (or any profile) by choosing the profile in the list and then clicking the Edit button in the MessageExport toolbar.

If you have any questions about creating MessageExport email export profiles, post them below or contact the Encryptomatic LLC support team.

Saving Outlook Email as .EML Files

.EML files are email files that conform to an open format specified in a document called RFC-822. Although Outlook cannot directly convert email to .eml format,  this ability can be added to Outlook after installing MessageExport.

MessageExport is an add-in for Microsoft Outlook. It integrates tightly with Outlook through the Outlook toolbar.

Outlook toolbar for exporting email to .eml files

To use MessageExport, select the email messages in the Outlook maillist that you want to export to eml format.  You can select a range of email messages by holding down the Shift-key. To select multiple emails individually, hold down the Control-key while you click on email messages. To select all messages in the list, type Control-A.

Select messages to export to .eml from Outlook's maillist

After your messages are selected, go to the MessageExport toolbar. Select "Export to EML" and then click the blue Export button to start the process.

Toolbar closeup

MessageExport will begin processing your messages, and then the export process will start.

Export status message during .eml export operation

You will be prompted to select a target folder for the .EML files s if a folder has not been specified in the "export to eml" profile. If you are exporting a large number of Outlook messages to .eml, you may want to make a few a folder to hold all of your messages. It's not a good idea to export a large number of emails directly to your Windows desktop, as it will clutter your desktop and slow Microsoft Windows.

Select target folder where .eml files will be stored

The export process will continue until all of the Outlook emails have been exported to .eml format. The amount of time required to complete the export depends on a few factors.  Text formatted emails are converted very quickly.  HTML emails that have graphics hosted on an internet server require additional time to download those elements.   Speed is also affected by the resources on your computer. More memory, a fast hard disk drive, and a fast processor will help speed the job along.

MessageExport status during eml file export operation

As the export continues, you will be able to track MessageExport's progress with the status bar.

Custom naming of .eml files

The MessageExport "Export to EML" export format is a set of instructions that can be edited by the user, giving lots of control over how MessageExport performs its functions. For example, if you want to change how MessageExport names the .eml files, click the settings button and go to the Naming tab.

Naming .eml files

MessageExport is a versatile add-in for Microsoft Outlook that expands Outlook's ability to export email to many different formats, including .eml format.  Encryptomatic LLC is the developer of MessageExport, and they offer a free 15 day trial.  After the full trial, you can continue to use MessageExport to export messages individually, and can activate the full version at any time.

Download a free trial of MessageExport.

[updated 2019]