Showing posts with label export. Show all posts
Showing posts with label export. Show all posts

Thursday, June 27, 2019

Saving Outlook Email as .EML Files

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

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

MessageExport toolbar in Microsoft Office Outlook. Selected is "Export to EML"
Outlook toolbar for exporting email to .eml files

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

Microsoft Office Outlook emails selected in mail list prior to exporting to .eml format.
Select messages to export to .eml from Outlook's maillist
After your messages are selected, go to the MessageExport toolbar. Select "Export to EML" and then click the blue Export button to start the process.

Screen shot of MessageExport toolbar in Microsoft Outlook with "Export to EML" selected in drop down list.
Toolbar closeup
MessageExport will begin processing your messages, and then the export process will start.

Export status message during .Eml export operation shows "Retrieving Messages"
Export status message during .eml export operation

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

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

Status bar shows the progress while export Outlook emails into .eml files.
MessageExport status during eml file export operation

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

Custom naming of .eml files

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

MessageExport profile can be modified to name .eml files using metadata from the email.
Naming .eml files

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

Download a free trial of MessageExport.

[updated 2019]









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.




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.


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 2013/2010/2007/2003, 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].












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.






Wednesday, April 30, 2014

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

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

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


Introducing MessageExport Add-in for Outlook

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

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


MessageExport integration with Outlook main menu toolbar.

Monday, September 23, 2013

MessageExport Update Adds Ability To Include Number of Email Attachments In File Name

MessageExport is an add-on that extends Microsoft Outlook's export abilities to include formats like PDF, MHT, CSV, HTML, JPG, ODT, and much more. You can use MessageExport with Outlook's rules functions to automatically save new messages that meet a specific criteria.

The MessageExport toolbar in Outlook 2013.
MessageExport Add-on shown in Outlook 2013


Encryptomatic LLC has now released MessageExport version 2.3. You can download the free trial or update MessageExport by downloading the update.

The following features and bug fixes have been added to version 2.3
- Attachment counter added to naming schema
- PDF files created by MessageExport will cause a PDF viewer to open the Attachments Panel automatically if there are attachments embedded within the pdf
- Resolved an issue that may cause Microsoft Office PowerPoint to close during a scheduled export operation

Since version 2.3 includes a new feature, we wanted to expound on it so you can begin using it.

Using MessageExport's New Attachment Count in Email File Name


MessageExport gives you tremendous flexibility to create a custom naming plan for the Outlook email messages you export.  You can include many different fields from the email message in the file name. For example, you could include the sending or receiving email address, send date, time, subject, etc.

In version 2.3, you can now include an attachment count.  This idea came to us from one of our customers who needed a to identify the number of email attachments within an export Outlook email. To address this situation, we added the xatt field to the naming scheme.  "att" stands for attachments.  If there are, say, six attachments in the message, you can now include this in the name of the exported documents.

Here is how to begin using this function. First, edit the MessageExport "Export Profile" that you wish to apply this function to. Click on the "Export name" tab. Scroll down in the "Naming Schema Wizard" until you see the criteria called "Export Attachments Count."  Click on it, and then click the arrow to add this criteria to the list of selected fields.

Name exported emails after message parts.
Adding the "Export Attachments Count" to an Export Profile


You can add additional fields to the Selected fields list.  In our example, I am going to have the attachment count as the first field in the name, followed by the "_" connector, the year the email was sent, the "+" connector, and the send month. I could add more fields, or fewer fields, as MessageExport allows me to setup virtually any configuration of the data as necessary.  If the length of the file name exceeds the limits of the Windows file system, then the name will be truncated, so make every field count.

MessageExport naming schema, showing how to add email parts to the custom exported file name.
Adding attributes to the email export file-name schema.

Click Ok to save your naming schema and exit back to Outlook

I now select several messages with file attachments and export them using the profile I just edited. In my situation, I edited the "Export to MSG" profile, so I will be saving  the emails in .msg format.

After the export completes, here are the files that have been created by MessageExport in my target folder.

A list of exported emails with the number of attachments shown in their file name.
Files exported showing attachment count in their name


 Notice that the file name now includes 1att_, 2att_, 3att_, etc.. This corresponds to 1 attachment in this email, 2 attachments in those emails, 3 attachments, etc.  By viewing the name of the file, you can now instantly know how many files are inside that message.

If you have any questions, please post them below.






Tuesday, May 14, 2013

MessageExport: The Outlook Add-In For Email Export

If managing your Outlook email content is important to your work, then MessageExport is a tool that can save you a great deal of time and effort.

MessageExport is an add-in for Microsoft Outlook (2016/2013/2010/2007) that greatly expands your ability to save and convert your email messages. For more than six years, MessageExport has been an important tool for people who need to manage email content, simplifying the process of converting and copying email messages from MS Outlook to neutral formats such as .pdf, .eml, .mbox, .csv, and more.

With MessageExport, you can convert Outlook emails to different formats either in bulk or individually, and simultaneously perform additional functions, such as compressing the output into a zip file, or copying the output to a specific folder.

MessageExport uses "export profiles" which are selected from a drop down list in the MessageExport's Outlook toolbar. Export profiles are instruction sets that give you a lot of flexibility to determine how MessageExport operates.  MessageExport comes with about twenty pre-configured export profiles, such as, "Export to PDF - attachments converted/included." You can customize profiles, or create entirely new ones.

Choose the export profile in MS Outlook.
Email Export Profiles in MessageExport
To use MessageExport, start by selecting the Outlook email messages you want to convert from the email list.  Once the messages are highlighted, choose the desired export profile from the toolbar dropdown list.  Click the export button to begin the process.

The image below shows the entire process, from selecting Outlook emails, choosing an export profile, and starting the process.

Using MessageExport save Outlook email to PDF

MessageExport can also convert an entire Outlook folder, making it a great tool to use along side Outlook's Rules function. For example, if you want to convert all emails received from a specific email domain into a pdf format and copy it to a shared folder, this can be accomplished quite easily with MessageExport. There are endless ways in which MessageExport's capabilities can be combined in an Export Profile to automate manual email conversion processes.

Common uses for MessageExport

  • Bulk convert email to PDF
  • Convert an Outlook folder into a single PDF file
  • Convert an email and file attachments into a PDF file
  • Convert an email to PDF and embed file attachments within the PDF
  • Convert Outlook emails to EML, MSG or MBOX
  • Save selected Outlook emails into a CSV file
  • Schedule an export profile to run at a specific time interval and process new emails
  • Combine MessageExport with Outlook rules to process specific emails
  • Create specific naming criteria (bates-stamp like) and apply to the file name.
  • And much more.

The best way to learn about MessageExport is to download a 15 day free trial and try it for yourself. 

Monday, March 25, 2013

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

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

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

MessageExport for Outlook ad


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

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

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

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

Exporting Pictures from Outlook Emails


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

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








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











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

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



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


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

Windows 8 file folder with sub-folders.

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

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

MessageExport Toolbar Edit Button


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

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


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

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

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

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

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