Many users need to save some messages a folder on their computer or a file server. While you can just drag and drop messages from Outlook to the file system, this method creates *.MSG files - these are Outlook message files and only Outlook can open them.
If you need to open the message on a computer without Outlook, you will need to save the messages in a universal format, such as Text, HTML, or PDF.
If you are using OWA, see OWA: Save Messages to My Documents
You can use the Save as command to save individual messages in Text or HTML format. To save multiple messages, you'll need to use VBA or a utility. See Tools for a list of utilities that can automate the process and save messages in a variety of formats. Several replicate your Outlook folder structure, which is handy if you are archiving the messages.
| File type | Options to Save |
|---|---|
| Msg | To save messages in native Outlook message format (.msg), you can drag the message to a folder on your hard drive or use the File, Save as menu. The macro at Save selected email message as .msg file automates this. |
| Text | You can save individual messages in Text format (.txt). When you select several messages, the only option is to save as text. This creates one long text file containing the selected messages. Macro to save as text |
| HTML | File, Save as will allow you to save HTML formatted messages as HTML pages. Outlook 2007/2010 include "support files" for HTML messages. See Save Message as HTML (and delete the folder) for the steps needed to delete the support files.MHT file type will save a single file that is viewed in a browser. |
| RTF | When the message is in RTF format, you can save it as a Word document. If it is not in RTF format, you can convert it to RTF format. We have a VBA macro at Save Messages as *.DOC File Type that (temporarily) converts all messages to RTF format and save them as doc files. |
| Adobe Acrobat can save messages in a "PDF package". The selected messages (and attachments, if any) are saved in one PDF. Each message is a separate page (or pages) and indexed in the PDF table of contents. It's pretty cool, but you need to own Acrobat.If you have a PDF printer installed, you can print to PDF. The result is not as nice as the PDF package, but it works. See Save Outlook email as a PDF for a macro to saved selected messages as PDF files. | |
| Print to Electronic Image | You can print to any electronic format printer you have installed. In general, text in images is not searchable unless you have an OCR program installed that can search image documents. |
Tools in the Spotlight
File emails via eFiler Outlook toolbar into LAN and Cloud file systems (Google Drive, DropBox, OneDrive and WebDAV for Sharepoint, ODB, Box, DriveHQ etc.) in msg format with definable filenames to keep within Mailbox size limits and archive emails securely. File into predicted folders, drag and drop or by eRules to automate repetitive filing. Mobile filing for iPhone, Android, OWA by IMAP. Fast indexing search to find and use saved emails as if still in Outlook. Autosave for offsite backup. For all Outlook 2003, 2007, 2010, 2013, 2016. Free 14 day trial. | |
Add support to Microsoft Outlook to save emails as PDF files. Automatically convert attachments of all kinds (120+ formats) to PDF documents. Combine emails and attachments to produce a one long PDF file along with table of contents and bookmarks that lets you jump from one email or attachment to another quickly. Use email metadata to name the PDF files saved from Outlook. Automate to save incoming emails and attachments as PDF files for business record keeping, legal discovery or simply for long term retention. Works with Outlook 2007, 2010, 2013, 2016, 2019 and Office 365. | |
File emails from Outlook into project or client folders automatically. Match email addresses, project numbers, client names or references to a folder name located anywhere on your network. Watch as the bulk of your emails are automatically filed (ZERO clicks!) and finish the task with manual filing for emails that do not fall within the scope of a project or client folder. Organize filed emails into relevant sub-folders within your mailbox and auto purge dated email over time. Supports Outlook 2007, 2010, 2013 & 2016 | |
HTML Email Archiver works with all types of Microsoft Outlook folders and archives Outlook items to HTML format or platform-dependent CHM format. This allows you to publish Microsoft Outlook folders on the Internet, or move data from Microsoft Outlook onto other software and hardware platforms, including mobile devices. These archives reproduce the structure of Microsoft Outlook folders, can contain messages or other elements in any language and with any types of attachments, support sorting by several criteria; search with advanced options. | |
Use PDF Converter app to save just about any documents, images, faxes, emails such as MSG and EML files or even compressed ZIP to PDF files, quickly in your Windows Explorer. The app is completely context menu driven, making it very easy to produce PDFs from your files or folder - in just a click. The converter automatically adds page number, customized header and footer information, table of contents and bookmarks to the resultant PDF file. Other advanced options include ability to combine multiple documents to one long PDF file, securing PDFs with password, security limitations, watermarks etc. |
Tools
Archive Outlook data as individual files, preserving the Outlook folder structure. | |
Attachment Save for Exchange Server 2003, 2007, 2010, 2013 automatically processes emails and attachments. Save or delete messages and attachments while messages are sent and received through Exchange server. Using Exchange attachment manager, you can block, remove, or save attachments. Provides a system of rules with conditions, actions and exceptions for processing incoming and outgoing messages and attached files. Attachment Save for Exchange consists of two components: Management Console and transport agents set on Exchange servers. | |
MailToFile for MS Outlook is the integrated solution for filing emails outside your Outlook application. You can store your emails directly into a customer or project folder, with only a few mouse clicks. An archived message doesn't change: it remains a regular email! You can easily open, reply and forward all messages. With MailToFile you always have all your digital correspondence filed together. | |
MessageExport for Outlook is an add-in that helps you get your email out of Outlook in particular way. MessageExport lets you save selected or new email messages to different formats, including PDF, EML, MSG, GIF, TIF, HTML, MHT, CSV, txt, and others. MessageExport can convert, name and save Outlook email in a single operation. Includes a timer function, so MessageExport can run every xx minutes to process new emails in a specific Outlook folder and save it in text format on a network folder. | |
MessageSave is an Outlook add-in for archiving and saving email messages. This powerful and intuitive plugin supports msg, txt, eml and mbox formats. It enables manual, rule-based and schedule-based operation. Use MessageSave to save e-mail messages for archiving, data retention, regulatory compliance, document management, backup, email sharing and exporting Outlook email to other mail clients, such as Mac Mail.app. Version 4.0.4.303. | |
Use MSG Exporter add-in for Outlook to automatically replicate your emails, appointments, tasks or contacts data in an external disk outside of Outlook as MSG files for document management, sharing or quick archival, backup, email retention or audit policy and much more. Designed to allow users and system administrators to save or archive old emails as MSG files in inexpensive local disk or network drive, it also provides support for automatic replication of MSG backup files from both incoming and outgoing email messages. A powerful and cost-effective alternative to installing and maintaining expensive server-based email archiving solutions. | |
Sperry Software is releasing their Save As PDF add-in for Outlook 2013 out of beta testing. This add-in converts emails to PDF files (including attachments). The add-in can convert emails, Word docs, Excel files, and many more formats with no PDF printer driver needed. This tool is for Outlook 2007 or Outlook 2010 and is now being released for Outlook 2013 (both 32-bit and 64-bit). In addition, several new features have been added like the ability to include the mailbox owner name and the ability to always include the attachments in raw format (instead of transcribing them into the PDF). | |
Sharepoint Upload is a command line freeware tool (with .NET source) that can extract e-mails from PST, Public Folders, and Exchange Mailboxes and place on a file system in MSG format (using Redemption). The extracted files are compatible to SharePoint naming conventions. | |
SWING Porter for Outlook lets you export email messages as PDF files. It natively integrates with Outlook, so you can select emails or entire folders, and convert them to PDFs with a single click. Save converted emails as separate PDF documents (using preconfigured naming conventions), or merge them into PDF binders or packages with embedded views. Use Porter for Outlook for email archiving, sharing, electronic records, closing binders, document management and more. | |
Use this timesaving add-in to save Outlook emails or any other items to PDF format for easy organization, storage, and access. Save and share Outlook items, preserving all images, graphics, links and more. |
More Information
- Import Messages from File System into Outlook Folders
- OWA: Save Messages to My Documents
- Save a Message as HTML and Delete the (Annoying) Folder
- Save email message as text file
- Save Outlook Email as a PDF
- Save Selected Email Message as .msg File
- Saving All Messages to the Hard Drive Using VBA
Housekeeping and Message Management - Outlook
Attachment Management Tools
SaveAs Method (MSDN)
Fran says
This new AOL Desktop Gold stinks!!! How do I save my emails on my PC? And how do I write an email offline? These features are very important to me! Thanks for any help you can give.
Diane Poremsky says
You'd need to use an email client such as Outlook - mail would be downloaded into the mail client for offline access. Configurations are listed here: https://help.aol.com/articles/how-do-i-use-other-email-applications-to-send-and-receive-my-aol-mail or here https://www.slipstick.com/outlook/config/online-services-in-outlook/#aol
Scott says
I started using MessageExport from Encryptomatic a while back and like it’s functionality.
Then also got a licensed copy of Save As PDF 6.0 from Sperry Software to compare with it, since I already use the Power Rules Manager from Sperry.
Sadly, Save As PDF has a huge deficiency: When opening several PDF’s for viewing it is essential to be able to see a label in the tabs to be able to see which is which. For some reason, Save As PDF does _NOT_ populate whatever metadata field is used for that label. For that reason I have to label the product as unusable. Surprising that something as mature as this (version 5.1 came out in 2015) would have an issue with that.
Time to uninstall Save As PDF and stick with MessageExport.
Hejie says
I have used Sperry Attachment Save & Save as PDF. I am dissatisfied with Sperry. I had to reinstall these add-ins every few months because they started to crash Outlook. This is not why I am dissatisfied. At one point, I received a message that I exceeded the maximum # of installs and I had to contact Sperry's tech support, who did reset my id. Sperry sends a super fast automated email response to tech support questions. The subsequent human email response is relatively prompt, but (aside from the 1 id reset) not satisfactory. On one occasion, the tech support indicated that it needed to remotely connect to my PC, which I was not willing to have done. The tech support would not respond to emails after I indicated that remote connection was not ok (and, actually remote connection wasn't necessary to solve the problem). This is not why I am dissatisfied. I recently upgraded from Windows 7 to Windows 8.1, which required the reinstallation of a number of software applications, including Outlook and the Sperry add-ins. Unfortunately, I received a message that stated "in order to activate this software you must pay for upgrade". I contact tech support and was told that it was because 2 years had passed since I purchased the add-ins. I could continue using the add-ins for as long as I wanted, but not if I had to reinstall: "All purchases come with 2 years of free tech support and upgrades from the date of purchase but after two years if you need to reinstall for any reason, then you’ll need to repurchase (although we have 50% Previous Customer Discounts). Please go to this link to learn more info about the Upgrade Policy:
Upgrade Policy ". http://www.sperrysoftware.com/Email-Tools/upgrade-policy
Needless to say, I did NOT upgrade. I bought MessageExport and so far, I find it has better functionality. The only issue I have with MessageExport is that I have to purchase a license for every PC I install it on, while with Sperry, I could install on my desktop and my laptop with the same license. If MessageExport keeps working as well as it has, I will stay with it.
Diane Poremsky says
Thanks for sharing your experience.
>> I had to reinstall these add-ins every few months because they started to crash Outlook.
This is definately a problem and should not be necessary. I'm surprised reinstalling them stopped the crashes.
Meinhard says
Hi Diane,
I would like to save my Outlook emails (MSG) in my Windows File Explorer. I want to be able to sort the emails in the Windows Explorer according the when the emails are received/sent. However, the metadata (date sent/recieved, author, etc) does not get saved with the file. If I save an old email, its "Date modified" is the current date, and I am unable to see when it was actually received. Is there any solution to this other than buying software?
Misty says
I am having this exact issue and can't find the answer anywhere! Any help would be greatly appreciated!
Diane Poremsky says
There is no fix, but if you use a macro to save the messages, you can add the date to the subject or set file properties with the information you need.
Bob says
Any insight on how to to about doing this?
Diane Poremsky says
i have a sample macro at https://www.slipstick.com/developer/code-samples/save-selected-message-file/
Kevin says
Hi,
I'm looking for a plug-in for Outlook to add a WIndows Explorer folder list to the Outlook left navigation, so that emails can be dragged from the main window to the relavant file system folder in the left navigation pane. Does such a plug-in/application exist?
Thanks in advance,
Kevin
sean says
Hi Kevin, if you didn't find a solution to this take a look at FileChimp sync folders as it will do exactly this.
Marge says
When dragging and dropping several email messages with the same subject lines, the email are numbered once they are copied into the windows directory. What governs this numbering system? Why does it number them the way it does?
For example, email with the same subject of XXXXXXXX were numbered XXXXXXXX (47) through XXXXXXXX (53). Why 47? This could make other think there are 1 to 46 missing emails of the same subject. Any ideas?
diane poremsky says
it should have started with #1... unless you opened a file by the same name 46 times, then #1 - 46 are in the secure temp folder, and it would start with 47.
jackie o says
I have saved my html format email to my computer. However, when i go back to the email i have saved, it is now a rich text email and i am not able to open attachments. How can i fix this?
Diane Poremsky says
What is the file extension? What exactly happens when you try to open it - do you get any error messages?
mary says
I need help in saving pictures in my outlook email to my new computer with windows 10 please!
Diane Poremsky says
Are they embedded in email messages or listed as attachments?
Harvey Wachtel says
I clicked "file -> save" before a forced reboot in the fond belief that it would save the message I was writing in drafts, but when the reboot was complete, my message was nowhere to be found. Diane, you're way ahead of me. I need a simple answer to a simple question -- where did Outlook stash my message?
Diane Poremsky says
What type of email account do you use?
Did you look for more Draft folder on the Folder list? (Ctrl+6)
josemazcorro says
I had the same problem but I checked all the option on Options/Email/Saving messages and it seems now it is working... The only difference with this guy is that I open different windows to make drafts of emails, and I normally just hibernate my computer, but once my computer freak out and shutdown and when I wanted to go back I didn't found my draft.
Thank you Diane, we are just trying to be more efficient with outlook and you make it true. Big thanks for that
josemazcorro
HansOlof Wallin says
1) I have tries several time to save e-mails to my files. but every time I am clicking on "save file" tool it disappear. When I am marking the e-mail I want to save, and scrolling to the desired file, it does not work at all.
2) After having red an e-mail I cannot go back to the in-box. Instead I have to click to the "enter" for inbox.
My experiemce of the new EMAIL ! system is that it is too slow and too complicated to handle in many aspects. Some is very simple, i.e. enclosing pictures from my "My pictures".
Awaiting your reply soonest possible
Kind Regards