Showing posts with label email. Show all posts
Showing posts with label email. Show all posts

Tuesday, May 31, 2022

MessageExport Extends the Email Export Abilities of Microsoft Office Outlook, and It's Free to Try.

MessageExport by Encryptomatic LLC is an add-in for Microsoft Outlook. It extends the email export capabilities of Microsoft Outlook, enabling you to save Outlook emails to many different formats, in many different ways.  Save emails to PDF documents, PNG or GIF files,  or even to other email formats like EML or MBOX.  You can save emails as a HTML web page, or send them to a printer. 

There are so many ways you can process and convert emails right inside of Outlook that it can be difficult to explain all of the different ways you can use it to efficiently work with emails.

MessageExport comes with many useful export profiles to perform common export tasks.  But it is also easy to create your own export profiles to do more complex and tedious tasks, and they can run automatically. 

This Microsoft Outlook add-in lets you convert emails to PDF and many other formats.


Think of MessageExport as an Outlook email toolkit. You can combine the tools in MessageExport in an unlimited number of ways.  For example, say you want to save all emails from bob@company.com to a shared project folder.  There's several steps you could combine using Outlook's rules and MessageExport to make this happen in the manner that you need.  You could have Outlook Rules copy all emails from bob@company.com to a designated Outlook folder.  Then, create a MessageExport "export profile" that automatically monitors this designated Outlook folder every 15 minutes (or however many minutes you want); when a new email is found, MessageExport can perform a series of events, such as converting the email and its file attachments into a PDF document, giving the PDF document a special name using metadata from the email, then copying the pdf document to a hard drive folder.

MessageExport exports individual emails, bulk selected email messages, and even Outlook folders.

If you have been struggling to automate tedious Outlook tasks, try the full capabilities of MessageExport free for 15 days.  Contact our support team using the live chat button with any questions you have.  

Following the free trial, leave it installed! You can still use it to convert individual emails to PDF.

Learn more about MessageExport from the author's website.




Monday, June 15, 2020

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 an add-in for Outlook that performs this task easily. Although this capability is not unlimited, since PDF files have a hard cap on file size, MessageExport is able to meet the 'single pdf' needs of most of its users.

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 likely accomplish 95% of what you need right out of the box, you can edit any of its operational settings.  As an 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 routine tasks and save time.

As another example, you could also choose to build a new 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

Monday, June 1, 2020

Outlook to PDF: Converting Office Document File Attachments Into PDF Files

PDF is a good format for archiving email as it can embed the original look and formatting of an email message.  However, correctly handling a wide range of email file attachments when converting Outlook email to PDF files can be a difficult challenge. 

MessageExport add-in for Microsoft Outlook helps you overcome this challenge by providing selectable pdf export methods that help you achieve the desired end result.

Let's look at the different ways that MessageExport processes emails and file attachments to PDF documents.



Converting Document Email Attachments to the PDF image.


Using the export profile called "Export to PDF - Attachments converted/included" causes MessageExport to create PDFs that embed email file attachments as images within the PDF document. Conversion of most image and document file attachment is supported.

The original name of the file is placed vertically along the left page margin so that it's easy to identify the name of the file.  This is a method that is often used when preparing email for legal purposes. It's very convenient, as the documents are easily visible within the PDF, and no software other than a PDF viewer is needed to view the documents. The documents are "frozen" in their original state and cannot be readily altered.

What happens if an attachment is unable to be converted?  MessageExport will default to embedding the file within the PDF to preserve it's context.  This means that the file can later be extracted from the PDF and separately analyzed.

Embedding Outlook Email Attachments within a PDF

When it is necessary to keep all email file attachments as separate documents so that they may be extracted and later edited or manipulated with their native software application, MessageExport provides a profile called, "Export to PDF - Attachments Embedded." 

This profile will cause MessageExport to create PDF files that are not part of the PDF image, but rather embedded within the PDF document as separate files.  Using any standard PDF viewer, the documents can be later extracted and used.

This method works very well for personal email archiving, where it may be desirable to be able to have full access to the original documents  for editing or to continue working on them.

Extracting Outlook File Attachments

MessageExport makes it easy to save Outlook email file attachments to a Windows 10 folder, in bulk.  This process involves selecting the appropriate email messages in Outlook's message list (Control-A will select all emails in the list), then choosing the profile called, "Export to PDF - Attachments saved to disk."

MessageExport will leave the original email attachment within Outlook, so nothing is altered in Outlook's pst file.  A copy of the original file attachment is placed in the selected Windows folder, where it can be easily accessed. 


A free 15 trial of MessageExport for Outlook can be downloaded from the product home page.







Friday, January 10, 2020

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 365/2019/2016/2013/2010 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 Outlook 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 and automates Outlook's export abilities. After installation, it appears 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.


Monday, December 30, 2019

Outlook to PDF: Saving Multiple 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.
 
Screen shot of MessageExport toolbar integrated with Microsoft Outlook.
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, December 27, 2019

Learn How to Use MessageExport for Outlook in One Minute


MessageExport for Microsoft Outlook is an add-in that helps you do more with your email messages. Use MessageExport to export, convert, copy and save Outlook emails to different formats, either manually or automatically.  This very short tutorial will get you up and running with MessageExport in about a minute.




Download a free 15 day trial of MessageExport and follow along!

Friday, June 21, 2019

Automating Email To PDF Conversion Using MessageExport Add-In For Microsoft Outlook

MessageExport is an add-in for Microsoft Outlook (2010/2013/2016/365) that extends Outlook's ability to manipulate email. Among MessageExport's many capabilities is the automation of Outlook email to PDF. You can use MessageExport to automatically convert Outlook email into PDF files, with options to convert email file attachments into PDF as well.

The basic method of using MessageExport is to select the emails you want to convert in the Outlook mail list, choose the export profile (that's the target format selected from the drop down list, such as pdf, msg, csv, etc), and then click the "Export" button.

Export Outlook mail automatically using the MessageExport add-in. This image shows the MessageExport toolbar in Outlook 2010.
MessageExport Toolbar in Outlook 2010

MessageExport's "Export Profiles" give you a lot of control over how they function. You can create your own export profiles or edit the existing profiles. Let's talk about how we can set MessageExport to automatically export email messages to PDF.

Once MessageExport is installed on your computer (a free 15 day trial is available for testing), consider how you want message to flow. For example, do you want to export only certain messages to PDF format?  If so, you should begin with an Outlook rule that will place a copy of specific messages into an Outlook folder. MessageExport can then be setup to monitor that folder and export any emails that are copied to that folder into PDF files.

Next, ask yourself how you want to handle email file attachments. Should MessageExport ignore attachments?  Embed them as separate files within the PDF?  Should it extract the files to disk? Or should it try to convert the file attachments into the PDF document image?

Once you've come to a decision on the above items, let's proceed. 

In our example today, I am going to have MessageExport convert all email messages that are copied to a specific folder into PDF files.

First, right click on your Outlook folder structure and select "new folder." 
Next, setup an Outlook rule that will copy email that meet your specific criteria to this new folder.
Third, go the MessageExport settings and edit the Export Profile to process new email messages that arrive in this folder. Here's how to accomplish step three in detail.

First, go to the MessageExport toolbar and select the profile called "Export to PDF - attachmetns converted/included."  Then click the Edit Profile button.


Click Edit Profile will cause the profile settings window to appear. Next, change the "Export From" field to "Predefined Folder with Subfolders."  This will cause a folder window to popup. Select the Outlook folder where your Outlook rule will be copying emails. This folder will contain the emails that MessageExport will process.

Image shows MessageExport's settings screen where you can setup automatic email-to-pdf processing.

To have MesageExport only save new email messages, check the box that says, "Turn on Export History."  Now it will only export an email one time and prevent duplicates.

From here, click the tab called "Scheduler" to setup the intervals at which MessageExport will check the folder and process any new emails.  Click "Enabled" to turn on the scheduler.
You can then set the time for the first execution of the schedule, as well as an optional last date. The schedule can be set to repeat at any interval you wish. Intervals are scheduled in minutes. To repeat every hour, just type in 60 minutes.


Schedule Outlook email export with MessageExport add-in
MessageExport's Outlook Scheduler
Click Ok, and you're ready to go!  MessageExport will run this schedule at the interval you specify, will convert any new email messages to PDF that your rule places in the target folder, and will copy those PDF files to a location that you specify.

Thanks for reading, and if you have any questions please ask them in the comments field below.






Thursday, May 23, 2019

How to Export an Outlook Email Folder

Outlook provides limited options when copying email beyond the pst or ost file containing the mail folder.  The easiest way to move emails from an Outlook folder is to open that folder, then select all of the emails by typing Control-A.  Drag and drop the emails to your Windows desktop. They will be saved as Outlook .msg email files.

How to save Outlook emails from an Outlook folder to the Windows desktop.
Saving Emails from Outlook Folder to Desktop


If you need more control over the process, such as converting the emails in the Outlook folder to a file type other than .msg (such as .eml, .pdf, .csv, .doc, etc), try a 15 day free trial of MessageExport add-in for Outlook.

MessageExport lets you easily create customized export profiles (or functions) that export a specific or selected Outlook email folder, in specific ways.  For example, an export profile could be set to run on the Sent Items folder,  convert any new email items in that folder to PDF, and save the PDF files in a folder on your hard drive.  If its important to automate the export, a timer may be set so that MessageExport automatically runs the export profile after time period you specify.

Exporting with MessageExport Add-in


After installing the free trial of MessageExport, you'll find the add-on has been added to your Outlook toolbar.

Add-in exports Outlook email folders.
MessageExport toolbar in Outlook

In this demonstration, we want to create a MessageExport profile that will export all of the emails in the Sent Items folder and save them to PDF.   To do this, we can either create an entirely new export profile, or edit an existing profile.  Today, I'm going to edit the "Export to PDF" profile and change it fit our need.

The first step is to select the profile we want to change from the drop down list in MessageExport.

Next, click the "Tool" icon in the toolbar. This opens the profile in edit mode.

Under "Main Export Settings," tell MessageExport to export from "Predefined Folder." This will open a Outlook folder structure explorer. Find the Outlook folder(s) you want to export email from, and tick the box next to it.


Screen shot showing Outlook email folder with check boxes adjacent.
Select the Outlook folder
The final setting to set is Main Export Setting > Export Format.  For our example, we want it set to PDF, although there many formats you can choose from.

Screen image showing location of export format setting, and PDF selected.
Export Format Setting

It may also be a good idea to check the box next to "Turn on Export History." Doing so will prevent MessageExport from duplicating emails that have already been export from Outlook to PDF.

Click Ok, and run your new MessageExport profile.


There are so many ways that MessageExport can be configured. Our support team is always ready to advise customers who need to build particularly complex export profiles. 

Download the 15 day free trial of MessageExport see how much time it can save you!


Tuesday, April 23, 2019

Installing MessageExport Add-on in Microsoft Office Outlook 365

MessageExport add-on brings additional email export functionality to Microsoft Outlook 365.  With MessageExport installed, Outlook 365 can save emails as PDF files, and automatically run user scheduled export actions.  Although email-to-pdf export is a major feature of MessageExport add-on, it can also save email to other formats, including CSV, EML, MBOX, JPG, GIF, TIF, Text, PNG, MHT and more.

MessageExport is free to try for 15 days.  Following the free trial, leave MessageExport installed! Although it will no longer run schedules or bulk export, you can continue to use it to individually export emails.  You can also convert the "free" version of MessageExport into the full version any time with an activation code.



Installing MessageExport


To install the 15 day free trial, visit the publisher's website and get the latest code-signed installer for MessageExport.

MessageExport is an add-on for Microsoft Outlook 365. It also supports Outlook 2019, 2016, 2013 and 2010.  Without a supported version of Microsoft Outlook, you should not install MessageExport.

A 64 bit version of Windows 10, 8, 7 or Vista, and a minimum of 2 GB of RAM is recommended.  32 bit Windows and 32-bit Outlook is supported, but performance may be compromised.

Tip: Outlook 365 must be closed before the MessageExport installer can begin.

Click on the MessageExport installer and follow the prompts!


Screen image displaying, Welcome to the MessageExport Setup Wizard
MessageExport Setup Wizard

Screen image displays "Accept End User License Agreement."
Accept End User License Agreement

Screen image shows "Select installation directory."
Select the application folder. Default is recommended.

Screen image with options for importing new export profiles into MessageExport.
If you are updating MessageExport, choose the best option for your installation.

Screen image displays, "The setup wizard is ready to begin the MessageExport Installation."
Begin the installation process.

Installing MessageExport
MessageExport installer will copy files to your computer.

Installation of MessageExport is completed
Finished!  Time to restart Outlook 365.

When the MessageExport installer wizard finishes, restart Microsoft Outlook 365 and lets verify that MessageExport  is now part of the Outlook menu system.
Outlook 365 start screen and logo
Start Outlook 365

MessageExport tab in Outlook 365
Find the MessageExport tab in Outlook 365
To start using MessageExport, choose an email (or several emails) from the Outlook mail list.  Then, choose an export profile from MessageExport's drop down list and click "Export."

To purchase a license for the full version of MessageExport, click "Get Full Version" from the toolbar.  After you receive your registration code by email, paste it into MessageExport's "Registration Code" field and click "Activate."

MessageExport add-on software activation screen.
Activating MessageExport add-on for Outlook 365.
Now you are ready to get to work!  If you have any questions or need assistance, contact the MessageExport support team at Encryptomatic LLC, or call +1-651-815-4902 x2.




Friday, February 8, 2019

How to Turn Important Emails into Memorable Photographs


The decline in letter writing constitutes a cultural shift so vast that in the future, historians may divide time not between B.C. and A.D. but between the eras when people wrote letters and when they did not. --Malcom Jones

As email rapidly took over from letter writing and mailing physical photos, personal and business communication took on an electronic form that seems ethereal by comparison.

Why convert an email into a picture when you could just print it, or save it as an email file?   Printing isn't desirable because of the perishability of paper and the storage problems that come with it. Storing an email file might not be as future-proof as as an image file to future generations.

Recently, several MessageExport customers have told us about their novel use of MessageExport. They have been using the email imaging abilities of MessageExport to convert important family emails into JPG image files.  These 'pictures' of email are then stored to their photo storage system under the Received date of the email.

The reason for converting the email to JPG was that this approach preserves the content of the email message and make it easily accessible to future generations.  Our customers wanted to capture the email message as it was rendered in Microsoft Outlook, with colors and images, and the formatted signature that gave the message a little personality.

Here's a video we made about how to use MessageExport for MS Outlook to convert any Outlook email into JPG photo.



You can try MessageExport free for 15 days!  Get the free trial and see what MessageExport can do for you!


Thursday, February 7, 2019

How to Copy All Outlook Email Attachments to Your Hard Drive

Your Microsoft Outlook emails contain a wealth of business and personal information.  Sometimes its just easier when some of that information is saved to your hard drive. 

It may make sense to remove file attachments from emails and save them outside of Outlook. As stand-alone documents, they can be more easily utilized when removed from the context of an email.


MessaegExport is an add-in for Outlook 365/2019 that adds many new features to Outlook. With MessageExport, Outlook can save and extract emails and file attachments in ways that can save you time.

One day a MessageExport user contacted us for assistance. Her boss was involved in a law suite and now needed all of the file attachments that a client had sent her over the past five years. There were thousands of emails over that time period.  Using MessageExport, she was able to automatically extract all of the file attachments in those emails and save them to a hard drive folder.

Manually reviewing and copying file attachments from such a large quantity of Outlook emails would have taken her hours, perhaps days. MessageExport performed the task in less than 10 minutes.

Download a free trial of MessageExport, and let us help you determine if our software is a good fit for your project or workflow.

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!





Monday, February 22, 2016

How to Bulk Convert Outlook Emails to .MBOX format.




MBOX is a useful open document format for containing email messages. It is commonly used in email clients such as Mozilla Thunderbird.  Microsoft Outlook shunned MBOX for a proprietary database file known as .PST, or personal storage tables, and does not support exporting email to MBOX.

This oversight has been addressed by developers at Encryptomatic LLC with the introduction of MessageExport, a Microsoft Outlook add-in that integrates powerful export extensions to the Outlook toolbar.  MessageExport is compatible with Windows versions of Outlook, from Outlook 2016 through 2007.


Screen shot showing the MessageExport toolbar in Outlook 2016 with the "MBOX" export format selected.
Convert Outlook Email to MBOX with MessageExport add-in.

Bulk Converting Outlook Email to MBOX

Step 1.  Download and install the MessageExport add-in and restart Outlook.
MessageExport is available as a 15 day free trial.   After installing, it will integrate with the Outlook menu system.  In Outlook 2016 you will find it in a tab called "MessageExport."

Step 2.  Choose the "Export to MBOX" profile.
From the MessageExport dropdown list select "export to mbox."  In addition to MBOX, there are other formats you can convert email to, including PDF, CSV, DOCx, and many others. The export profile displayed in the list is the active conversion format.

Step 3.  Select Emails from the Outlook Mail list
Highlight one or more emails in the Outlook mail list.  To select all emails, type "Control-A."
You can also highlight a folder if you want to export all email in that folder to MBOX.  Any email message that is highlighted will be converted to MBOX when we start the operation.

Step 4.  Click MessageExport's "Export" button to start the operation.
Please note that the trial version of MessageExport is limited to converting 50 emails in a single export operation.  This restriction is removed after registration and you will be able to convery any number of emails to an MBOX file.

Windows file folder where MBOX file will be saved.
Select the Windows folder where MessageExport will save your MBOX file.


When the operation is complete, you will find a MBOX file containing your emails in the location you specified.

We hope this article has been useful in showing you how to take your email from Outlook to MBOX. If you have any follow up questions, please post them below. We'll be glad to help.





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.








Thursday, February 19, 2015

MessageExport's File Explorer Brings Convenience to Microsoft Outlook.


MessageExport is a powerful tools that integrate tightly with Microsoft Outlook to allow you to convert and copy Outlook e-Mail to different places, either manually or in an automated manner.   It works with Outlook 365/2019/2016/2013/2010, expanding Outlook's capabilities to export e-Mail messages, saving time and automating tedious e-Mail conversion chores.

We have enhanced MessageExport's file and folder integration with new features that you can use to save, preview, open and attach converted Outlook e-Mails.

The MessageExport file explorer can be used to easily convert Outlook e-Mail into any of the supported file formats with drag and drop convenience.

How to use the Outlook File Explorer in MessageExport

In the video example below, we convert Outlook e-Mail into PDF files.  The PDF format is selected from the MessageExport toolbar.   Now, any e-Mail that we drag from Outlook's maillist and drop into a folder in the explorer will be automatically converted to PDF.



The new PDF file will appear in the file folder.  Click on any document file that appears in the explorer to see it in the preview window.

Right click on any file, and you can choose to open the file in it's native application, or you
can attach it to an e-Mail message.

Screen shot of the Outlook file explorer's "right click" functions. It shows "Open File" and "Send as attachment."


Right click on a file in MessageExport's Outlook folder explorer. There are many other conveniences that MessageExport adds to Outlook, such as the ability to convert Outlook e-Mail to many other formats from a selectable dropdown list.

These "export profiles" can be configured in innumerable combination to help you get your work done.  Some of the options include full control over file naming structure, preserving the Outlook folder structure during export and more.  You can even configure an export profile to automatically convert new e-Mails added to a folder.

MessageExport includes integration with Symantec Enteprise Vault, and is able to retrieve vaulted e-Mails for conversion.  It also works with Microsoft Sharepoint Server.

This screenshot shows a list of the many email conversion formats suported by MessageExport, including PDF, PDF/A, MSG, ZIP, HTML, EML, MBOX, CSV, TIF, GIF, MHT and others.
Outlook e-Mail conversion formats in MessageExport


To summarize the uses for MessageExport's expanded file explorer functionality:

  • Provides file system access within the Outlook application
  • Convert e-Mail by dragging them to a folder
  • Preview the converted e-Mail
  • Attach the file to a new Outlook e-Mail
  • Open the file in it's native application

We hope you enjoy this new functionality in your MessageExport software. Download a 15 day free trial.  Software installation and removal support is available from the Encryptomatic LLC support team, if you need it.  MessageExport can easily be removed by running the installer and choosing "Uninstall," or by using Microsoft Windows' Add/Remove Programs service. 

Questions? Click the live help on this web page, or email supportline at encryptomatic.com



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.