Showing posts with label convert. Show all posts
Showing posts with label convert. 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 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, January 20, 2015

Embedded E-Mail Processing: How to Convert Outlook Email With Email File Attachments to PDF?

MessageExport is a professional tool designed specifically for people who have important work to do with E-Mail.  It integrates tightly with Microsoft Office Outlook, enhancing the user experience with powerful new features designed to make their work life easier and more productive.

Today we released MessageExport 3.5, and we're excited about the new features it has.  One feature was requestd by several customers was to improve MessageExport's handling of .msg and .eml email file attachments (emails within emails).

In this release, we've improved how MessageExport handles E-Mail file attachments that are themselves E-Mails during the process of converting (or bulk converting)  E-Mails to PDF.

Say that you are working on a legal case, and you have just received a "smoking gun" E-Mail message as part of discovery.  This E-Mail that has a .MSG E-Mail file attached to it.  And inside that .MSG E-Mail attachment, is another E-Mail message, that contains yet another .MSG E-Mail file attachment.  And lets also say that each of these E-Mails contain other attachments, such as .jpg images.

If you are the lucky person who is responsible to convert this E-Mail message (which is actually four different nested E-Mails) into a PDF file, it may take you 30 minutes or longer to manually disassemble the entire E-Mail and attachments, re-organize them into a logical structure that preserves their context, and then convert them all into a single PDF file.

MessageExport software toolbar installed in Outlook 2013.
MessageExport 3.5 Exports E-Mails That Are Attachments Into PDF Files.


Or, you could just click on the main E-Mail message, choose "Export to PDF" from the MessageExport toolbar, and click "Export."  MessageExport will complete the entire E-Mail to PDF operation for you in less than a minute, including the processing of emails that are themselves forwarded email attachments.

MessageExport 3.5 also includes a re-vamped naming structure, which we call Breadcrumbs" for lack of a better term. Breadcrumbs help to orient the viewer to the content within the PDF.  For example, it may be important to know the order and the structure of the various E-Mails, otherwise how can you tell who sent which file to whom?

Embedded email processing is a powerful new feature for MessageExport. We hope it will help make you more efficient, and your work more delightful.

If you are already a MessageExport customer, you may be entitled to free upgrade.

If you have never tried MessageExport, take it for a 15 day spin. If it meets your needs, we'd love to have you as a customer. Click here to download a free trial of MessageExport.


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].












Tuesday, January 21, 2014

Converting Email with Microsoft Outlook 2013 Rules and MessageExport Add-On.

The MessageExport Add-in for Microsoft Outlook by Encryptomatic LLC extends Outlook's ability to convert, export and copy email messages automatically.  Our article today looks at various ways that you can use Microsoft Outlook Rules and MessageExport together to perform a complex email processing operation.

While MessageExport will address the needs of most people right out of the box, sometimes custom solutions need to be created. MessageExport does not integrate directly to Outlook rules, but using them together provides a vast range of possibilities for email processing.

We're often surprised at how people use MessageExport. It was designed to give users a wide range of options to design custom solutions to their email content management challeges. We love hearing about the creative ways that people use MessageExport and the real-life issues our software helps people solve.

Today we are designing a solution that will result in email messages received in Outlook, from a specific client domain, being converted into a PDF file, copied to a specific folder, and then the original email message in Outlook will be deleted.

Let's break down our project. The steps in involved in this project include:
1. Creating an Outlook rule to collect messages from the client's email domain into an Outlook folder
2. Creating a custom MessageExport profile that will perform these 3 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.

This is a two part article. This first portion will focus on setting up the Outlook 2013 rule that will accomplish step 1, above. The second part of this article will focus on step 2, setting up MessageExport.

Getting Started

This article assumes that you have Outlook 2013 and the MessageExport add-in for Outlook installed. The steps will be similar for earlier versions of Outlook, but there will be some differences in the location of the rules menu.

The first thing we'll want to do is to create a new folder in Outlook where we will copy email messages that we want to convert into PDF files.

First decide where to place your new folder in your Outlook tree structure. I've decided to create a new folder called "Emails to PDF" beneath my Inbox. To do this I right click on Inbox, select New Folder, and apply my name, and press Enter.

Image shows the Outlook folder structure and a new folder called Email To PDF
Create a new email folder in Outlook 2013

Now that we have our folder, lets setup an Outlook Rule to toss emails in there.


Setting up Outlook Rules


In Outlook 2013, Microsoft Outlook's rules can be accessed by going to File > Outlook Rules &  Alerts.

Image shows the location of Outlook 2013 Rules and Alerts.
Outlook 2013 Rules & Alerts
Click on Rules and Alerts, and a window will open. To create a new Outlook rule, click New Rule.

Click 'New Rule' to create an Outlook rule.

 This will being up a new window. Find "Start from a blank rule" and choose "Apply rule on messages I recieve." Click "Next" to continue.



The following image has quite a bit going on. It is not as difficult as it looks, I promise. I indicated the different areas where you will need to make a selection.

In Step 1, mark the line "with specific words in the recipient's address.

In Step 2, click "specific words."  This will open another window called Search Text.  Enter your client's domain name into this field and click "Add."

Outlook Rules Wizard, Steps 1 and 2.
When you're done, click "OK" to close the Search Text box, and then "Next" in the Rules Wizard.

The Rules Wizard will advance to the next page.  Since we want to move emails from our client to a specific folder, check the box next to "move it to the specified folder."  In Step 2, you'll need to specify the client's domain name. In my example, any email from the domain Megacompany.biz (my client) will be copied to a folder that I specify.  Entering the domain name (not the entire email address) will include all email received from your client. 

Now lets specify the folder where all email from the client will be copied to. Click the word "specified" to open up a second window where you'll choose the folder you created earlier. I selected my folder "Email to PDF."

Image shows the Outlook 2013 Rules Wizard. "Move it to the specified folder" is selected.
Move email to the specified folder

Click ok to close out.

Congratulations! You've just created a Windows Rule to copy all email received from your client into your selected folder.

Click through to part 2 of this article, and we'll show you how to setup the MessageExport add-in for Microsoft Outlook to process the email folder we just created, converting email messages to PDF, and then deleting the messages.







Friday, November 23, 2012

Outlook to PDF: Converting Outlook emails to a single PDF file

MessageExport is an add-in for Microsoft Outlook that expands Outlook's ability to export email messages to different formats.  A useful feature is the ability to export multiple emails and file attachments into a single PDF file

MessageExport integrates tightly with the Outlook toolbar.  Export operations are done by way of "export profiles" which can be customized to fit specific purposes.  MessageExport ships with many standard export profiles, including three variations that will allow you to export email to a single pdf file.
 
MessageExport for Outlook, toolbar integration
MessageExport toolbar in Outlook

To select these profiles, click on the drop down list. MessageExport supports three different processes for converting Outlook mail to a single PDF. You can convert the email and attempt to convert document file attachments into the PDF image; you can convert the email and embed file attachment as distinct files within the PDF file; or you can convert the email and save the file attachments to a location on your hard drive.

In our example below, we have selected the profile called "Single PDF - attachments converted/included."


MessagExport saves multiple emails to a single pdf file
Choose Single PDF profile from MessageExport add-in for Outlook
Next, choose the email messages you want to convert to a single PDF file.  Although there is no limit, we recommend no more than 500 emails in a single pdf file. They can become very large very quickly. 

After the emails are selected, click MessageExport's blue Export button to begin the conversion process.

MessageExport will continue until the operation has completed, and all selected emails have been processed into a single pdf file.

For more information about MessageExport, or to download a  15 day free trial visit the MessageExport home page. If you decide not to purchase MessageExport after the trial is finished, leave it installed! It will still allow you to convert single email messages to PDF and other formats, free.  You can purchase MessageExport at a later time if you decide you want to enable to bulk export functions.

Friday, October 19, 2012

How to Save Email from Outlook 2010

Outlook 2010 provides the native capability to convert a selected email message to a text file, an Outlook Template, Outlook Message Format (.msg file),  or a Unicode Outlook Message.  Here's how to do it.

First, find the message you want to convert in the Outlook 2010 mail list, and click on it.

Next go to File > Save As


How to save Outlook 2010 email to disk.
Saving an Outlook email


This will open the "Save As" Window.



Change the file name if you wish, then select one of the shown formats.

When you're done click "Save" and Outlook will copy your message to the target format.

Here's another way to copy to Outlook email to .msg files.

If you are interested in copying your email message to an individual Outlook email file (called a .msg file), another way to accomplish this is to simply drag and drop the message from your Outlook list to your Windows desktop. This .msg file will be named <email subject>.msg.  You can then attach the message to an email message or copy it to a flash drive for sharing.  The .msg file will contain all of the images, header information, and file attachments that were in the original email.

How can you copy Outlook emails to other formats? 


MessageExport is an add-in for Outlook that expands its ability to manipulate and convert email messages to different formats including .eml, pdf, csv (Excel), msg, gif, tif, mbox, and others.  You can download a free trial of MessageExport and use it free for 15 days.