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

Tuesday, July 28, 2020

Bulk Export Outlook Email to PDF Documents.

Expand Outlook's Email Export Abilities with MessageExport Plug-In

For heavy users of Microsoft Outlook, being able to save emails to different file formats can be a frustrating endeavor. Out of the box, Outlook offers very few options for converting email.  

Screen shot of Outlook email "save as" options.
Outlook Email Export Options Are Limited
Our MessageExport plug-in for Outlook solves that problem by integrating many useful email conversion options directly into the Outlook menu system, including options for email-to-PDF conversion.

Screen image of MessageExport menu system showing multiple email export format options.
MessageExport plug-in for Outlook
Using MessageExport is straight forward. Just highlight the emails or the email folder you want to convert.  Choose one of the PDF export options, then click the "Export" button.

MessageExport can convert a single email message to PDF, or thousands. 

Among the PDF options supported in MessageExport is the "Single PDF" option, allowing many emails to be saved to one PDF document.  Best practice is to keep the PDF file size manageable, below five gigabytes. We recommend saving no more than 100 emails to a single PDF, however, this limit is not enforced in the software. 

MessageExport also includes the PDF/A ISO 19005-1 standard for email archiving using PDF.

You can install and try MessageExport free for 15 days, with no obligation.  Download the free trial for Windows 10.  After the trial is expired, you can continue to use MessageExport to convert single emails, even after the expiration of the bulk email conversion option offered in the trial.

For more information or for assistance with installing or uninstalling MessageExport, or for bulk licensing information,  please reach out to us at, or open a help ticket at

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.

Tuesday, September 4, 2018

We've updated MessageExport add-in for MS Outlook again.

MessageExport is the add-in that improves Microsoft Outlook's export capabilities. It is used all over the world by governments, corporations, and individuals to process emails.  

MessageExport works to process individual emails, streams of emails, or bulk selections.  It can process emails on demand, or on a custom time table.  MessageExport streamlines email processing and saves people a lot of time. MessageExport can save emails to PDF, CSV, MBOX and many other useful formats, as well as other helpful things.

Version 4.0.164 includes the following new features that our customers asked for, and also some bug fixes.

[ME-108] - Integrate an option to add a new folder
[ME-100] - Add single mbox file format (All emails in one file)
[ME-95]  - Improved breadcrums
[ME-88]  - Allow CC and BCC to be added to the CSV export

[ME-115] - Images removed when un-checking the "Included mail headers" for PDF conversion
[ME-112] - Performance conflict when using the latest builds
[ME-95]  - Error thrown on converted emails with attachments

MessageExport works with Microsoft Office Outlook 2016/2013/2010/2007. The cost for a single license is $79.99.  A free 15 day trial and a 30 day money back guarantee will help you decide if MessageExport can save you time, too.  Learn more about MessageExport at the official product home page.

Tuesday, June 20, 2017

How to Save Time Managing Your Outlook Email with MessageExport.

Microsoft Office Outlook is a great way to manage your emails on Windows. But wouldn't Outlook be even better if you could easily convert emails to PDF and other formats, and then automatically copy them to a folder?

If you work with Outlook emails, you have to try MessageExport!  It's an Outlook add-in that will save you time and make you more productive.

MessageExport is free to try! Use it for 15 days.  MessageExport installs as an add-in for Microsoft Office Outlook on Windows.  You'll notice it in the Outlook toolbar.  

To use MessageExport, just select the emails in Outlook mail list that you want to convert. 

Screen image of MessageExport add-on installed in Outlook 2016.
MessageExport add-on installed in Outlook 2016 toolbar.
Next, choose an export operation from the dropdown list, and then click "Export." 

MessageExport can convert one email message, or thousands of email messages to PDF and many other formats.

Download your free trial of MessageExport today!

Tuesday, May 2, 2017

Automatically Convert Outlook Emails to PDF

We won't ask why you want to automatically convert your emails to PDF.  You have your reasons, and we respect that.  Our job is to provide you with a tool that will accomplish this task, and free you from the tedium of doing it manually.

MessageExport is an Outlook add-in developed by us, Encryptomatic LLC. It is a tremendously flexible tool for converting and copying Outlook emails.  One of its strongest capabilities is email-to-PDF conversion.

MessageExport add-in lets you automate Outlook email conversion to many different formats, including PDF. It is compatible with Microsoft Outlook 2016/13/10/07.   In this article will show how to create a custom export profile will look at an Outlook email folder, and then convert any new emails that it finds into PDF files.

This article uses MessageExport version 4, and Outlook 2016.

The first step is to get a free trial of MessageExport add-in from the MessageExport product website.

After installing MessageExport, locate the toolbar in the Outlook tab called "MessageExport." In the drop down list, choose the export profile named, select one of the options to "Export to PDF."

PDF conversion options for Outlook email
MessageExport provides several different methods for Outlook email-to-pdf conversion. I will use "attachments converted/included."  This option will attempt to convert both the email and file attachments into the PDF image.

Now click or tap the Tools icon to edit the selected export profile. 

Setting Outlook email printing options in MessageExport.
Profile Editor is where we set email printing options

In the Main Export Settings,  change "Export format" is set to PDF.   Then, click the gear icon to make any necessary adjustments to the PDF formatting.   For example, you may want to set the PDF page size to Legal.

Adjust page size of PDF document.
Choose the page size for the PDF file.

Click "Ok" to continue.

Next, change the"Export From" field to "Predefined Folder."  This will bring up a new window called "Select Folder."  Place a check mark in one or more Outlook folders from which MessageExport should create PDF files from newly received email messages.

You can select the top folder, and it will search all Outlook folders for new emails.  Or, you can select a single folder.  It will also search subfolders for new emails.

How to choose Outlook folders for email printing with MessageExport add-in.
Choose the Outlook folders for printing emails.

Click OK when you are done.

Next, choose the "

Finally, we don't want MessageExport to create duplicate PDF files from your emails.  To prevent this, place a check mark in "Turn on Export History."  MessageExport will now track which emails it has already exported to PDF.

Next lets tell MessageExport where to save the PDF files. Click or tap the tab labeled "Output folder."  Browse to the folder on your disk.

Finally, we want this export profile to run automatically every five minutes, our next step is to activate the scheduler. 

MessageExport scheduler set for five minutes.
The scheduler tab lets you automate Outlook email printing.

Place a check mark in the "Repeat" box, and type "5" into the Minutes box.  Click OK.

MessageExport will now run our edited "Export to Printer" profile every five minutes, and will print any new email messages it finds in the Outlook folders that you defined..   

The automatic  PDF conversion function will occur in the background. You may even forget that it's working! 

Learn more about MessageExport and get a free trial at

If you have any questions, contact us in the comments below, chat with us using the Live Chat icon on this website, or call us.

Thursday, January 28, 2016

Free Outlook Email to PDF Converter. Try MessageExport Add-on.

Screen shot of MessageExport addin for Outlook 2016.
Free add-on software to convert Outlook email to PDF documents.

If you have ever attempted to convert a Microsoft Outlook email message into a PDF document, you quickly learned how difficult it can be.   PDF "printers" can save Outlook's print output as a PDF document, but they are unable to process the email file attachments, and generally don't perform very well.

Convert Outlook Email to PDF, Free!

MessageExport is an add-on for Microsoft Outlook that can convert e-mail to PDF and many other useful formats. Following a free 15 day trial of the full version of MessageExport, the software will function in a limited but still useful "free" mode.

MessageExport's Free mode will save any individually selected Outlook email message as a PDF document.  MessageExport can convert email attachments, and perform additional tasks, such as copying the converted file to a specific location.

Free mode is our gift to you for trying MessageExport. There is no obligation to purchase, and no pop up advertising or tracking. You can convert MessageExport from Free mode to the fully activated version by purchasing a license and activating the software.  Our hope is that following your free trial, you will continue to use MessageExport, and maybe someday in the future, you'll want to purchase the full license or tell others about it. After all, positive word of mouth advertising is the best kind. Until that day, we're happy to help you convert individual emails to PDF and any of the many other conversion formats that MessageExport supports.

Convert Outlook emails to PDF free!
MessageExport brings powerful email convesion capabilities to Outlook.

Using MessageExport in Free Mode

Thousands of people use MessageExport in free mode each day to convert email to PDF. Since MessageExport handles file attachments, it is a much better option for Outlook users than a PDF print driver.

While functioning in Free mode, just continue to use MessageExport in the same manner as the free trial.  The only difference is that when multiple emails are selected, just the first message will be converted.  This limitation is removed if the software is registered.  You can register MessageExport and convert it to the full version at any time.

To convert an Outlook email to PDF using MessageExport in Free mode:

1. Click on the email you want to convert
2. Select the target format from the dropdown list in the MessageExport toolbar in Outlook
3. Click "Export" and choose a destination folder.

You can convert Outlook to PDF, as well Gif, Tif, Bmp, Jpg, Png, Csv, Mbox, Docx, Odt, and other formats. 

We hope you find MessageExport, while operating in Free mode, to be a valuable tool that will enhance your experience with Microsoft Outlook.

If you have any questions or feedback about MessageExport, post them in the comments below, or contact the MessageExport support team.

Thursday, December 3, 2015

MessageExport add-in for Outlook is updated.

An update for MessageExport is available. Download version 4.0 through the in-software upgrade service, or from

This release delivers tested compatibility for Microsoft Oulook 2016. It has an updated help menu system and include fixes for various  customer contributed issues.
MessageExport add-in for Microsoft ‪#‎Outlook‬ is the premier tool for exporting, converting and copying Outlook ‪#‎email‬ messages to ‪#‎PDF‬ and many other formats. Convert emails in bulk, individually, or automate the email export process.

Tuesday, March 24, 2015

How to Add an Email to a PDF Document?

Add Email to PDF

Previously, we discussed how to use MessageExport to add email messages to an existing pdf file. Today we would like talk about accomplishing this same task with PstViewer Pro, a sister product to MessageExport.  While MessageExport is an add-in that works with Outlook,  PstViewer Pro works outside of Outlook. In fact, it doesn't require the presence of Outlook to open .pst or .ost files.

Formatting email messages into PDF documents present some unique challenges that are not present while converting regular documents to PDF. With email, it's important to include  the header information (sender, receipient, subject, date) to give the message context. It's also necessary to consider how the file attachments must be processed. For example, should the attachments be extracted from the email and saved to a folder? Should they be converted into the PDF document? Or is it better to embed them within the PDF so that the file can be extracted later.

Like MessageExport, PstViewer Pro includes a function to an email message to the end of an existing PDF file.

First, select the e-mails from PstViewer Pro's email list.  Selected e-mail appears in a blue highlight.

Second, go to the Export tab and click "Add to PDF File."

Screen shot of Encryptomatic PstViewer Pro, "Add to a PDF File" button.
Add e-mail to a PDF file
Either type the name of a new PDF file, or select an existing PDF file.

That's it!  The e-mail is converted and it's image will be appended to the bottom of the PDF file that you selected.

This feature allows you to add e-mails to a single PDF file as you discover them.  PstViewer Pro also has the capability to export multiple e-mails to multiple or individual PDF files, in a single batch export operation.

Download a free trial and follow along with the video. The trial lasts for 15 days.  The cost of a single PstViewer Pro license is $69.99.

Be sure when you please your order that you acquire the original PstViewer Pro by Encryptomatic LLC. Beware of brand hijackers who are trying to benefit from the good name of Encryptomatic's PstViewer Pro software.

If you have any questions, post them below or email supportline at, and we'll be glad to get back to you.