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.|
- 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