MessageExport Add-in: The "Must Have" Tool For Microsoft Outlook

 

In today's digital age, email communication has become an integral part of our personal and professional lives. Microsoft Outlook, a widely used email client, offers a robust platform for managing emails. However, when it comes to exporting emails, Outlook's built-in capabilities can sometimes leave users wanting more. This is where MessageExport, an add-in developed by Encryptomatic LLC, comes to the rescue. In this article, we'll delve into the main features of MessageExport and explore why it is a "must-have" add-in for Outlook users, enhancing the ability to export emails efficiently.

 

The Power of MessageExport:

MessageExport is a feature-packed add-in that seamlessly integrates with Microsoft Outlook, extending its functionality for email export tasks. Here are some of its main features:

1. Diverse Export Formats: MessageExport offers a wide range of email export file formats, including PDF, HTML, MHT, Text, images, CSV for Excel spreadsheets, and more. This flexibility ensures that users can choose the format that best addresses their email project needs, whether it's archiving emails for legal compliance, sharing messages with colleagues, or creating a document for reference.

2. Batch Processing: For those dealing with large volumes of emails, MessageExport simplifies the process by allowing batch export. Users can select multiple emails in Outlook and export them all at once, saving precious time and effort.

3. Customized Naming Conventions: The add-in lets users define their own naming conventions for exported files. This means you can organize your exported emails systematically, making it easier to locate specific messages later.

4. Attachment Handling: MessageExport doesn't just export emails; it also handles email file attachments efficiently. You can choose to export attachments along with the email or save them separately, further enhancing your control over the export process.

5. Scheduling: Need to export emails on a regular basis? MessageExport offers scheduling options, allowing you to automate repetitive export tasks. This is particularly useful for businesses that require regular email backups or reports.

6. Filtering and Sorting: With MessageExport, you can apply filters to your email selection, ensuring that only specific messages are exported. You can also sort emails by date, sender, subject, and other criteria, making it easy to export the exact emails you need.

Why MessageExport is a "Must-Have" for Outlook:

MessageExport isn't just another Outlook add-in; it's a game-changer for anyone who relies on email communication. Here's why it's a "must-have":

1. Efficiency: MessageExport streamlines the email export process, making it significantly faster and more convenient. This efficiency is crucial for professionals who frequently need to save, share, or archive their email correspondence.

2. Versatility: Its extensive range of export formats ensures that MessageExport caters to diverse user needs. Whether you need to save emails as PDFs for legal purposes or as HTML for web publishing, MessageExport has you covered.

3. Organization: The ability to customize naming conventions and sort emails simplifies the process of managing exported emails. You can maintain a well-structured email archive, making it easy to retrieve specific messages when needed.

4. Security: MessageExport is developed by Encryptomatic LLC, a reputable company known for its commitment to data security. Users can trust that their emails and attachments are handled securely during the export process.

Why People Need to Export Emails:

Emails serve as a crucial record of communication, both in personal and professional contexts.  There are several reasons why people need MessageExport to assist them in Outlook email conversion:

1. Compliance: Many industries, such as healthcare and finance, are subject to strict regulatory requirements that mandate the retention of email correspondence for a specified period. Exporting emails ensures compliance with these regulations.

2. Knowledge Management: Businesses often use exported emails to create knowledge bases, training materials, or case studies. This facilitates information sharing and enhances organizational knowledge management.

3. Legal Requirements: In legal matters, emails can serve as evidence or documentation. Exporting emails in a tamper-proof format like PDF ensures their authenticity and integrity.

4. Collaboration: Exported emails can be easily shared with colleagues, clients, or external partners. This is particularly useful when collaborating on projects or sharing information with stakeholders.

In conclusion, MessageExport is a valuable add-in for Microsoft Outlook that enhances the email export capabilities of this popular email client. Its powerful features, including diverse export formats, batch processing, and customization options, make it an indispensable tool for users who rely on Outlook for their email communication. Whether you need to comply with regulations, manage knowledge, meet legal requirements, or streamline collaboration, MessageExport simplifies the process, making it an essential addition to your Outlook toolkit. Developed by Encryptomatic LLC, MessageExport brings efficiency and security to the forefront, ensuring that your email export tasks are carried out seamlessly and securely.

Try MessageExport Free for 15 Days!

MessageExport Add-on for Microsoft Outlook Transforms e-Mail Improves Office Worker Productivity

 

Enabling automatic e-Mail export, MessageExport performs tedious and redundant conversion tasks in single click, and easy customization make MessageExport a favorite tool set among legal and government industry workers.

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Fargo, ND. (January 16, 2023)  Encrytomatic LLC today announced the availability of MessageExport, an add-on software package that enables Microsoft Outlook  365 users to export, convert, copy and share e-Mail content efficiently.

MessageExport integrates with Outlook 365's menu system to provide a seamless set of tools that improve the productivity of people who work with e-Mail content.

"Although the 'out of the box' capabilities meet the needs of most people, it's possible to design highly specific export operations in MesssageExport to automate the most complex e-Mail export operations. Our customers in the legal and government sectors make use of these capabilities," said Darren Leno, President of Encryptomatic LLC. 

MessageExport excels at converting Outlook e-Mail to PDF. Special attention has been given to e-Mail file attachment processing, including extracting file attachments, converting them into the PDF document, embedding them as files inside the PDF, or ignoring them.

Incoming e-Mail can be converted individually, in bulk, or automatically to one of the many different file formats supported by MessageExport.

Export profiles are sets of instructions that users can create. They appear in the MessageExport toolbar in Outlook, and are quickly accessible. Each export profile can be tailored to the needs of the project, including:

- naming exported files according to a specific naming schema that can include email meta data
- optional removal of messages after export
- exporting recursive Outlook folders while preserving the folder structure during export
- exporting new e-Mail messages from specific Outlook folders on a regular time interval

Using MessageExport

After installing MessageExport, a toolbar appears in Microsoft Outlook containing the various export profiles. Users select the needed export profile from the list, then highlight the e-Mails they wish to export. When the "Export" button is clicked, MessageExport begins the operation, following the instructions contained in the profile.

Free Trial

MessageExport is available for a 15 day free trial. Following the trial, unregistered software reverts to a "free mode," allowing customers to export messages individually (but not in bulk). Following registration, all limits on export quantities are removed.

For more information, visit https://www.encryptomatic.com/messageexport/

Encryptomatic LLC is a developer of customer-centric Microsoft Office solutions that protect the privacy of our customers email communications. Our products are widely available through an international online distribution network.

Founded in 2005, we are based in Fargo, ND, central to thousands of freshwater lakes brimming with Walleye and Northern Pike, where we enjoy outdoor sports, clean air and short commutes.

Encryptomatic and MessageExport are trademarks of Encryptomatic LLC
Microsoft and Outlook and Office are registered marks of Microsoft Corp.

MessageExport Extends the Email Export Abilities of Microsoft Office Outlook, and It's Free to Try.

MessageExport by Encryptomatic LLC is an add-in for Microsoft Outlook. It extends the email export capabilities of Microsoft Outlook, enabling you to save Outlook emails to many different formats, in many different ways.  Save emails to PDF documents, PNG or GIF files,  or even to other email formats like EML or MBOX.  You can save emails as a HTML web page, or send them to a printer. 

There are so many ways you can process and convert emails right inside of Outlook that it can be difficult to explain all of the different ways you can use it to efficiently work with emails.

MessageExport comes with many useful export profiles to perform common export tasks.  But it is also easy to create your own export profiles to do more complex and tedious tasks, and they can run automatically. 

Think of MessageExport as an Outlook email toolkit. You can combine the tools in MessageExport in an unlimited number of ways.  For example, say you want to save all emails from bob@company.com to a shared project folder.  There's several steps you could combine using Outlook's rules and MessageExport to make this happen in the manner that you need.  You could have Outlook Rules copy all emails from bob@company.com to a designated Outlook folder.  Then, create a MessageExport "export profile" that automatically monitors this designated Outlook folder every 15 minutes (or however many minutes you want); when a new email is found, MessageExport can perform a series of events, such as converting the email and its file attachments into a PDF document, giving the PDF document a special name using metadata from the email, then copying the pdf document to a hard drive folder.

MessageExport exports individual emails, bulk selected email messages, and even Outlook folders.

If you have been struggling to automate tedious Outlook tasks, try the full capabilities of MessageExport free for 15 days.  Contact our support team using the live chat button with any questions you have.  

Following the free trial, leave it installed! You can still use it to convert individual emails to PDF.

Learn more about MessageExport from the author's website.

Creating Custom Email Export Profiles with MessageExport

MessageExport add-in for Microsoft Outlook brings new features to the Outlook toolbar interface, making it easy to save emails in different formats, and in different ways.   Although MessageExport is highly functional right out of the box, sometimes you may find that you have an 'edge case' for exporting emails that requires a custom profile.

To be clear, export profiles are stored sets of instructions that cause MessageExport to perform specific tasks, like exporting a message to PDF, giving the PDF file a specific name, and then copying it some where on your hard drive.  You select the active export profile by choosing from the MessageExport drop down toolbar.

 

 In this article, we will show you how to invoke the MessageExport profile wizard so you can build our own custom profile.  To invoke the wizard, click the wizard button in the MessageExport toolbar. The location of the wizard button is shown in the below image.

Click "Next" to continue progressing through the wizard. The next screen lets you select the conversion format.  For example, if you want to export Outlook emails to Tiff image format, then choose TIFF from the drop down list.

Click Next to go to the next screen.  

 

Naming Schema Settings is where you choose the email data that is used to provide a name to exported emails.  The currently selected fields appear on the right.  Using the arrow buttons, you can remove fields you don't want, and add fields that you do want.  You can also add "constructors" to the name, which are characters like hyphen or underscore which help make the file name more readable.

Click next again to go to the Output Folder screen.

During an export operation, you may want to choose where MessageExport saves the converted emails.  The wizard lets you store a pre-defined Windows folder in the export profile.  You can also choose to be prompted for a location at the start of the export operation.

Click next to advance the wizard. 

Congratulations! You have completed making your first MessageExport profile. Click finish and your new profile will now appear in the main MessageExport drop down list.

You can always edit the profile (or any profile) by choosing the profile in the list and then clicking the Edit button in the MessageExport toolbar.

If you have any questions about creating MessageExport email export profiles, post them below or contact the Encryptomatic LLC support team.

How to Extract Outlook Emails to MBOX Format with MessageExport

If you are migrating away from Microsoft Outlook, you may want to bring all or some of your Outlook messages to your new email client.   MBOX (RFC-4155) is an open email file format and is compatible with most Outlook alternative clients.  

Outlook emails are stored as PST/OST files. The MBOX email storage format is not natively supported by Outlook, which makes migrating your emails to Thunderbird or other email clients nearly impossible.

MessageExport is an Outlook add-in by Encryptomatic LLC that vastly expands Outlook's ability to save emails in different formats. Among the many new formats that MessageExport adds to Outlook is MBOX.  

Using MessageExport

MessageExport add-in works with Outlook 365/2019/2016/2013/2010.  A free trial is available that will allow you to use the add-in free for 15 days.  Following the free trial, MessageExport will continue working, allowing individual email exports.

You can use MessageExport to select multiple emails, or even an Outlook folder, and then export those emails to a single MBOX file.

To use MessageExport, first choose MBOX from the drop down list.

Next, select the emails you want to export to MBOX.

Now click the "Export" button.

 

Select Emails to Export, Choose MBOX, and Click Export Button

The result is that your chosen Outlook emails have been saved to a single MBOX file which you can now import to another email client.

Other Formats Added to Outlook

In addition to MBOX, MessageExport brings other new formats to Microsoft Outlook, including:

PDF, PDF/A, Single PDF, MSG, EML, HTML, MHT, TXT, JPG, GIF, TIF, CSV, and bulk exporting to printers, exporting email file attachments, zip, and more.

If you have any questions about using MessageExport to save Outlook email to MBOX, please post them in the comments or email us at supportline@encryptomatic.com

For more information on MessageExport including pricing, visit the official MessageExport home page.

Saving Outlook Emails to a Single PDF File

Very few software applications will allow you to export multiple Outlook email messages directly to a single PDF file.  MessageExport is an add-in for Outlook that performs this task easily. Although this capability is not unlimited, since PDF files have a hard cap on file size, MessageExport is able to meet the 'single pdf' needs of most of its users.

First, why would anyone want to export multiple emails into one very large PDF file?  When working with a quantity of emails, preparing email for a special purpose such as litigation, or archiving emails, a single pdf offers the convenience of transportability and organization when compared to managing multiple smaller PDF files.  Organizing emails into a single PDF file makes it easy to share and store messages.

Using MessageExport is straightforward. Just select your email messages from the Outlook mail list, choose the "export profile" you want such as "Export to Single PDF," and then click the blue Export button.

MessageExport Add-in installed for Outlook 2010

Encryptomatic LLC, the developers of MessageExport, have made the software very flexible. While it will likely accomplish 95% of what you need right out of the box, you can edit any of its operational settings.  As an example, the export profile called "Singe PDF - attachments saved to disk," can be edited, changed, or you can build your own export profile. This gives you a lot of flexibility to organize routine tasks and save time.

As another example, you could also choose to build a new export profile that runs at a regular interval to export new emails into a single pdf file, then adds it to a password protected zip file, gives it a special name, copies it to a Sharepoint library, and then executes a shell command. While most people will not need to do this, this powerful functionality is built into every copy of MessageExport.

Export profiles can also be saved to an xml file, and then imported into another copy of MessageExport. This makes it easy for an administrator or power user to design a complex profile and then share it with other users.

The best way to experience the power of MessageExport is to download a free trial and use it for 15 days. The only limitation of the trial is a 50-email batch processing limit.  After the trial is completed, don't uninstall MessageExport!  It will revert to "free" mode, and continue to let you to export individual email messages to PDF, GIF, TIF, PNG, BMP, MSG, EML and other formats

Outlook to PDF: Converting Office Document File Attachments Into PDF Files

PDF is a good format for archiving email as it can embed the original look and formatting of an email message.  However, correctly handling a wide range of email file attachments when converting Outlook email to PDF files can be a difficult challenge. 

MessageExport add-in for Microsoft Outlook helps you overcome this challenge by providing selectable pdf export methods that help you achieve the desired end result.

Let's look at the different ways that MessageExport processes emails and file attachments to PDF documents.

Converting Document Email Attachments to the PDF image.

Using the export profile called "Export to PDF - Attachments converted/included" causes MessageExport to create PDFs that embed email file attachments as images within the PDF document. Conversion of most image and document file attachment is supported.

The original name of the file is placed vertically along the left page margin so that it's easy to identify the name of the file.  This is a method that is often used when preparing email for legal purposes. It's very convenient, as the documents are easily visible within the PDF, and no software other than a PDF viewer is needed to view the documents. The documents are "frozen" in their original state and cannot be readily altered.

What happens if an attachment is unable to be converted?  MessageExport will default to embedding the file within the PDF to preserve it's context.  This means that the file can later be extracted from the PDF and separately analyzed.

Embedding Outlook Email Attachments within a PDF

When it is necessary to keep all email file attachments as separate documents so that they may be extracted and later edited or manipulated with their native software application, MessageExport provides a profile called, "Export to PDF - Attachments Embedded." 

This profile will cause MessageExport to create PDF files that are not part of the PDF image, but rather embedded within the PDF document as separate files.  Using any standard PDF viewer, the documents can be later extracted and used.

This method works very well for personal email archiving, where it may be desirable to be able to have full access to the original documents  for editing or to continue working on them.

Extracting Outlook File Attachments

MessageExport makes it easy to save Outlook email file attachments to a Windows 10 folder, in bulk.  This process involves selecting the appropriate email messages in Outlook's message list (Control-A will select all emails in the list), then choosing the profile called, "Export to PDF - Attachments saved to disk."

MessageExport will leave the original email attachment within Outlook, so nothing is altered in Outlook's pst file.  A copy of the original file attachment is placed in the selected Windows folder, where it can be easily accessed. 


A free 15 trial of MessageExport for Outlook can be downloaded from the product home page.

Outlook to Text: How to Convert Outlook Email Messages to Text Files

Converting Outlook emails to .txt files isn't very difficult. In fact, Microsoft Outlook 365/2019/2016/2013/2010 includes this ability out of the box.

To export multiple emails into a single text file with Outlook, you must first select the message or messages in the Outlook mail list.

Select the emails you want to save as text files

From the Outlook menu, choose File > Save As, and then choose "Text Only." Click Save to begin the operation.

Choose Text Only to Export

Outlook's native text export is useful for quickly saving one or more email messages into a single text file.  Messages are arranged in the order they appeared in the mail list.

If you need to manage the file attachments that are included in the email, or if you want to export each email message into a single text file, and give each text file a specific name, you will need an app for Outlook called MessageExport.

MessageExport is an add-in that extends and automates Outlook's export abilities. After installation, it appears as part of the Outlook toolbar.  In addition to text files, MessageExport lets you save Outlook emails to PDF, HTML, MHT, JPG, GIF, TIF, PNG, CSV, and many other formats. You can export a single email, or bulk export selected emails, or an entire folder and sub-folders.

To follow along with the rest of this article, first download a free trial of MessageExport. You'll also need Microsoft Office Outlook 2003/2007/2010/2013. MessageExport works with either 32-bit or 64-bit Outlook.

Begin using MessageExport by first selecting the email messages you want to export, just as you did in the earlier operation with Outlook.  Next, select the export target format from the drop down list.  In this example, we will use "Export to TXT."  Click the "Export" button to start the conversion operation.

Choose the target export format from list

Click Export to start saving Outlook messages as txt files

 Clicking the little "hammer and wrench" icon from the MessageExport toolbar lets you customize how MessageExport's text conversion function works by editing the settings.

Text profile settings can be edited.

Export From:  lets you select where the messages are stored.

Export attachments: lets you choose how MessageExport processes file attachments in the email.

Export Name tab: set specific naming scheme for the text files.

Compress output tab: tell MessageExport to compress all of the text files into a single smaller .zip file. Below is the Compress output tab.  click "Compress all items into same archive," and specify a file name.  From then on, MessageExport will save all of your text-converted emails into a single .zip.

Compress Output tab lets you save text emails to a zip file.

We hope this article has given you an understanding of how you can save your Outlook email messages into simple text files. To learn more about MessageExport, visit the product home page, and connect with us on Facebook!

We also made this short video to accompany this article, where we step you through the process of saving Outlook email to text.

Outlook to PDF: Saving Multiple Outlook Emails to a Single PDF File

MessageExport is an add-in for Microsoft Outlook that expands Outlook's ability to export email messages to different formats.  A useful feature is the ability to export multiple emails and file attachments into a single PDF file. 

MessageExport integrates tightly with the Outlook toolbar.  Export operations are done by way of "export profiles" which can be customized to fit specific purposes.  MessageExport ships with many standard export profiles, including three variations that will allow you to export email to a single pdf file.
 

MessageExport toolbar in Outlook

To select these profiles, click on the drop down list. MessageExport supports three different processes for converting Outlook mail to a single PDF. You can convert the email and attempt to convert document file attachments into the PDF image; you can convert the email and embed file attachment as distinct files within the PDF file; or you can convert the email and save the file attachments to a location on your hard drive.

In our example below, we have selected the profile called "Single PDF - attachments converted/included."



Choose Single PDF profile from MessageExport add-in for Outlook

Next, choose the email messages you want to convert to a single PDF file.  Although there is no limit, we recommend no more than 500 emails in a single pdf file. They can become very large very quickly. 

After the emails are selected, click MessageExport's blue Export button to begin the conversion process.

MessageExport will continue until the operation has completed, and all selected emails have been processed into a single pdf file.

For more information about MessageExport, or to download a  15 day free trial visit the MessageExport home page. If you decide not to purchase MessageExport after the trial is finished, leave it installed! It will still allow you to convert single email messages to PDF and other formats, free.  You can purchase MessageExport at a later time if you decide you want to enable to bulk export functions.

How to convert Outlook email that has been saved to your Windows hard drive as .msg files?

Recently we were contacted by a customer who asked if the MessageExport add-in for Microsoft Outlook could be used to export emails that had already been saved to a Windows desktop folder.  The emails were saved as Outlook .msg files, which are individual email messages that contain all of the original email metadata and file attachments.

The MessageExport add-on functions from within Microsoft Outlook. It is designed to enhance Outlook's abilities to export email.  With MessageExport you can save Outlook emails to numerous file formats: pdf, mbox, eml, jpg, csv, and yes, even .msg format.

After those emails have been saved by MessageExport to your hard drive, what else can MessageExport do with them?  Nothing, actually. MessageExport wasn't designed to work independently of Outlook. Being tightly integrated with Microsoft Outlook gives MessageExport powerful advantages, such as being able to take advantage of Outlook rules and search.  But it can't further manipulate the email messages that it has saved outside of Outlook. It just wasn't designed to do that.

But all hope is not lost.

One way to solve the issue of managing email-formatted content outside of Outlook would be to use an email viewer.   Encryptomatic LLC, the developers of MessageExport, also develop PstViewer Pro. It's an email viewer that does not require Microsoft Outlook. PstViewer Pro performs many of the same functions of MessageExport, but it works entirely from outside of Outlook.  Pst Viewer Pro can read Outlook .pst or .ost files. It can also search and convert .msg and .eml email messages.

Pst Viewer software manages Outlook .pst and .msg files

Using PstViewer Pro, our customer could locate the folder containing his .msg emails.  Whether he had just a few, or thousands of them, Pst Viewer Pro would read them individually and organize them into a mail list.   .Msg files can then be sorted and searched using PstViewer Pro's advanced search feature.

Advanced search helps locate important .msg files

 .Msg emails can also be converted to different formats with PST Viewer Pro.  Select the target format from the drop down list, and click the export button. PST Viewer Pro can convert .msg files into .eml, mbox, csv, pdf, and other formats.

If we wanted to convert .msg files into a comma separated values (csv) format, we would first select the messages from the mail list. Then, choose the target format, CSV, from the drop down list. Lastly, click the yellow export button, as shown in the image below.

Convert .msg files to different formats

While MessageExport is an excellent tool for saving email outside of Microsoft Outlook, it was not intended for managing email outside of Outlook. If you have this need, download a free trial of PST Viewer Pro and try it for 15 days. 

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.

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.

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.

Toolbar closeup

MessageExport will begin processing your messages, and then the export process will start.

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.

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.

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.

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]

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.


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.

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.



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.

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.

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.

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.

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.

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!

Automatically Convert Outlook Email to PDF using MessageExport

Encryptomatic LLC's MessageExport(TM) add-in for Microsoft Outlook lets you transform your email content in lots of useful ways.

Normally, people simply select the emails they want to export and then click the "Export" button.  But what if your needs are little more complex than that?  What if you want to always export new emails to PDF files, and you want it to be done automatically, rather than manually?

This article shows how use MessageExport to convert inbound email messages into PDF files, automatically.

Editing Email Export Profiles

You can create new and unique export profiles in MessageExport. However, for simplicity, we are going to alter the existing"Export to PDF" profile so that when a new email message is received, MessageExport will automatically convert it to a PDF file.

From the MessageExport toolbar in Outlook, select the "Export to PDF" profile.

Select Tools icon to edit an Export Profile.

This will bring open the settings for the "Export to PDF" profile.

Export Profile Settings.

On the "Common" tab, change the "Export from" drop down list to "Pre-defined folder," and then set the "Outlook folder" to your Inbox.

Its also a good idea to check the box for "Turn on Export History" to avoid duplicating emails during the export process.

Now jump to the tab labeled "Scheduler."

Scheduler Tab

The Scheduler tells MessageExport to run this export profile on a time table that you select.  Lets say we want to run this export profile once every hour. Here's how we do that.

First, click "Enable" to activate the scheduler. 

Next, click "Repeat every..." and enter "1" into the Hrs column.

Save it, and you're ready to go.

MessageExport will now check your Outlook inbox every hour. If it finds any new emails there, it will automatically convert them to a PDF file.

To stop the automatic email conversion process, just uncheck "Enabled."

There are countless other ways you can configure MessageExport using the scheduler. 

Download a free trial of MessageExport on the product home page.

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.

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!

How to Export Outlook Emails From a Nested Folder Structure

We get it. You spent months or years organizing your Outlook email into logical folders.  Now that a situation has come up that requires that you to convert or export those emails to PDF, EML, MSG or any other  file format, you will surely want to preserve the folder structure.

Doing this process manually sounds like a nightmare. The idea of converting each email into, say, a PDF file and then copying that file into a Windows folder that mirrors your Outlook organization might be enough to put you off the entire project.

MessageExport is an add-on for Microsoft Outlook that tightly integrates with Outlook's menu system.  It works with Outlook 2016/2013/2010 and 2007, both 32 and 64 bit versions of Outlook. MessageExport was created by Encryptomatic LLC to help simplify Outlook email conversion. Among its tool set is the ability to convert email to various formats (PDF, MSG, EML, MBOX, CSV, HTML, among them) while preserving a nested Outlook folder structure.

This image below shows MessageExport installed in the Outlook 2013 menu.

With MessageExport, you can select individual emails,  bulk select emails, select entire folders to export. For example, if you have an Outlook folder with subfolders and you wanted to save all of those nested emails as .MSG files, but you need to make sure that the exported MSG files will mirror your Outlook folder organization, here's what to do.

First, select the MessageExport profile called "Export MSG folder tree."

Convert Outlook emails while preserving the Outlook nested filing structure

Second, select the Outlook folder you want to export.

Nested Outlook email folders

Finally, click the "Export" button to begin the operation.

Location of Export button

Because of naming length restrictions in the Windows file system, MessageExport may need to truncate the name of the folder if it's really long. The good news is that when the email export operation is done, your emails will be organized in folders that mimic your nested Outlook folders.

MessageExport's profiles can be customized to your requirements. For example, if you do not want to automatically export sub folders, you can edit the export profile and change it to "selected folders."

Export Selected Folders

Now MessageExport will only export email from a folder that you specifically choose.  You can edit, create and delete as many export profiles as you want. 

Try MessageExport Add-in for Outlook, Free

A free 15 day trial of MessageExport is available.  Unfortunately the trial limits export operations to 50 emails per batch. 50 emails is more than enough to show off most of MessageExport's features, but if your nested Outlook folders are holding hundreds or thousands of email messages like mine, MessageExport will only convert the first 50 emails. This means that during the free trial, MessageExport may not continue on to create the deep nested Outlook folder structure before it hits the 50 email limitation.  Rest assured, this is a limitation of the trial that does not exist in the licensed version of MessageExport.    

MessageExport costs $79.99 for a single license and includes a year of updates and support. Your satisfaction is guaranteed by a no-hassle 30 day full money back guarantee.

If you have any questions, let us know in the comments below.

Using the MessageExport Toolbar to Export E-Mail Messages From Microsoft Outlook 2013

MessageExport add-on for Microsoft Outlook helps you convert e-mail messages from your Outlook .pst or .ost file into PDF documents or other image files.  Because Microsoft Outlook is very limited in it's native export capabilities, MessageExport is installed to make it easier to extract e-mails from Outlook.

MessageExport supports Windows versions of Microsoft Office Outlook, including Outlook 2013, 2010, and 2007.  MessageExport integrates closely with Microsoft Outlook's menu system. The functions for the add-on can be accessed from a new Outlook menu tab titled "MessageExport."

MessageExport Toolbar in Outlook 2013

Clicking on the tab reveals the drop down menu.  In the image above, "Export to PDF/A" format is selected.  To convert one or more e-mails into PDF/A format you would first select or highlight the messages from Outlook's mail list, and then click the "Export" button.

Export Button Begins Outlook Email Conversion Process

 Clicking "Export" starts the conversion process, and you may be asked to select a folder to contain the converted e-mails.

While this example shows how MessageExport converts e-mail to PDF, there are many other formats to choose from.  By clicking the drop down list, you can select from 30 more other useful conversion formats.

Choose the desired e-mail conversion format from the list.

While the drop down list and the Export button will be enable users to accomplish most e-mail export tasks with MessageExport, let's also examine the five other toolbar features.

MessageExport toolbar functions

The Wizard function will step you through the process of creating a new export profile that will appear in the MessageExport toolbar drop down list. This is a great way to quickly build an export profile that can accomplish a wide range of specific features. Creating new profiles lets you automate e-mail export tasks and helps you get your work done faster.

Add-Profile Wizard

The Add Profile button is for advanced users. It lets you setup export profiles without having to interact with the Wizard.

Add Profile Button

The Tools button lets you edit the current selected export profile. Use this button if you want to make changes to the way a profile operates.

Access MessageExport's settings

The explorer window button will open a window in Outlook that lets you interact with the Windows file system. You can convert Outlook emails to the selected export profile just by dragging them and dropping them to this file system Window.

Access MessageExport's Outlook file system explorer feature

The Settings button gives full access to all of the MessageExport functions, including registration and error logging systems.

Access MessageExport's settings

Behind the settings of MessageExport are many different options that you can customize. MessageExport add-on for Outlook is capable of accomplishing many complex e-mail export tasks that can make your work with email more productive. 

If you have any questions, post them in the comments below, or visit the MessageExport home page to download a free 15 day trial.