Showing posts with label outlook to .eml. Show all posts
Showing posts with label outlook to .eml. Show all posts

Monday, July 1, 2019

"How to move an Outlook folder to the Windows desktop, and save the emails as .eml?"

The title of this post says it all. Sometimes when we are reviewing our server logs, we get a glimpse into exactly what people are searching for when they arrive at this blog. This particular person (we don't know who you, only what you searched for in Google) is trying to accomplish a very specific task; "how to copy an entire Outlook folder to a location on their Windows desktop while simultaneously converting the emails to EML format."

MessageExport add-in for Microsoft Outlook by Encryptomatic LLC was built specifically for people like this. Here is a step by step guide for using the MessageExport add-in for Outlook to accomplish this.

First, you must be running Microsoft Outlook (2010, 2013, 2016, or 365) and have MessageExport installed. You can download a free trial from the MessageExport home page.

MessageExport is tightly integrated with Outlook, and installs as an add-in.  The MessageExport toolbar will appear in Outlook.

MessageExport toolbar shown in Outlook 2010
MessageExport toolbar shown in MS Outlook 2010
A drop down list on the toolbar shows the wide variety of target formats that can be selected. You can also export and convert entire Outlook folders, or individual messages. The selections from the drop down list, which are titled in the manner of "Export to PDF" and "Export to EML," are known as Export Profiles.  These are sets of instructions that tell MessageExport what you want to accomplish.

MessageExport ships with with many basic export profiles, but sadly there is not a specific profile that would move an entire Outlook folder to the Windows desktop while converting the messages into EML format. That might be the end of this article if the developers had not included the ability for you to create your own custom profiles, which is what we will do right now.

To create our own Export Profile, first click the "Options" button from the toolbar.

Image of MessageExport options button from Outlook 2010 toolbar
Options button in the MessageExport toolbar
This will open the MessageExport options window.  There are many things we can do from this window, but for now, just click "New Profile" to start the process of setting up our custom profile.

MessageExport  add-in for Outlook, options window with "New Profile" highlighted
Click New Profile
The profile editor opens, and we can now instruct MessageExport as to what it should do when we call this profile from the toolbar.

First, in the "Profile Name" field, enter "Export Folder to EML."  This is the name that will appear in the drop down list. We can name it anything we want so long as it makes sense to us.

Next, in the "Export From" field, choose "Selected folders with subfolders."   This setting will allow us to choose our folder in Outlook by clicking on it.  Other options for this field include "selected items," "incoming email," and others. Make a mental note of these options, because you may want to come back later and create other profiles that behave differently.

MessageExport Profile editor
Export Profile Editor
To tell MessageExport that we want to convert the messages in the folder to EML format, select "EML" from the "Export format" field.

Notice the "Outlook folder"  field.  If we always want to export email from the same folder, then you can use this field to select that folder. For now, lets leave that field blank so MessageExport will work on the folder we select in Outlook.

Also notice the "Turn on Export History" option. Check this button if you want MessageExport to remember which emails it has already exported with this profile.  Doing so will prevent exporting messages that have already been exported.

Also also notice the tab along the top of this window called "Output Folder." Use this if you always want MessageExport to save your EML files to the same folder or network location.   For now, lets leave "Output Folder" untouched so that MessageExport will ask us for a target folder.

Click Ok. The "Export Folder to EML" option will now appear in our MessageExport drop down list and is ready to use.

Using Our New Export Profile to Convert Email in an Outlook Folder to EML Files

Now that we have create our new export profile, lets put it to work. There are only a few simple steps we need to perform.

First, click on the Outlook folder that you want to export. In my example, I will export my "Sent Items" folder.

Image of Outlook 2010 folder structure
Outlook 2010 folder list

Next, select our new "Export Folder to EML" profile from MessageExport's drop down list, then click the "Export" button to begin the process.

MessageExport toolbar with "Export Folder to EML" selected
MessageExport toolbar

MessageExport will begin processing messages, and will then ask you for the target location where it should save your EML files.

MessageExport Export Status dialog appears during the "Export Folder to EML" process.

Browse for a folder dialog box
Select a target folder

If you want to save your EML files to a folder on your Windows desktop, as the visitor to our website wanted to do, then simply select a folder in that location when MessageExport "Browse for Folder" dialog box appears.

And that's it! If you have any questions or comments, please add them below.

We are here if you need us. Feel free to email us at supportline at encryptomatic dot com, or call us: 1-651-851-4902 x2. Thank you for reading.

[Updated 2019]

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]

Tuesday, August 9, 2016

How to Convert Microsoft Outlook Email to .EML Files

Outlook to .EML

EML files are electronic email files that contain a single email message. It is a recognized email Internet Message Format email storage and archiving and is widely compatible with email client software. It was used in Microsoft Outlook Express, Thunderbird, and other email programs. EML files comply with published open industry standard RFC 5322.

Even though Microsoft's popular Outlook email client is able to display email messages saved in .eml format, there is no native capability to convert Outlook mails to .eml.

At Encryptomatic LLC, we have added this capability to our MessageExport add-in.  With MessageExport, you can save one email, or thousands of Outlook emails to .eml file format.

MessageExport integrates with the menu systems of Outlook 2016 through 2007.  It appears in the Outlook toolbar.

A screen shot of MessageExport add-in installed in Outlook 2016 with "Export to EML" selected.
MessageExport menu in Microsoft Outlook

To use MessageExport, first select the Outlook emails you want to convert to .eml format from the Outlook mail list.  A selected email will typically have a different background color, such as blue.

Next, select "Eml" from the MessageExport dropdown list, then click the the "Export" button."  MessageExport will convert all selected Outlook emails to .Eml format and save them in the location you specify.

Screen image showing dropbox as a select place for storing .eml files.
Select the location to store the .Eml files.

 MessageExport is a simple way to convert Outlook email to .EML file format. Try it free for 15 days. The cost of MessageExport us $79.99 for a single license, with discounts for quantiy purchases.  If you have any questions please post them below or use the live chat on this page to get an instant answer.