How to Automatically Print Outlook Email Messages

Even in this age of e-mail, some offices still run on paper.   Wouldn't it be nice if you could automatically print new email messages as they are received in Microsoft Outlook? While Outlook has a print function, it is a manual process that over time, is prone to duplicates.

At Encryptomatic LLC we understand that process is important, and that automating those routine email processes (like printing email) can save you time.

With Encryptomatic MessageExport add-in, you can automate email printing on Microsoft Outlook 2016/13/10/07.   The article will show you how to configure an export profile that every five minutes will look at an Outlook email folder, and print any new emails that it finds.

Our demonstration will use MessageExport version 4, and Outlook 2016.

If you don't already have a license to use our MessageExport add-in, download the free trial from the MessageExport product website.

Getting Started

After installing MessageExport, you will find the toolbar on an Outlook tab called "MessageExport." In the drop down list, choose the export profile named, "Export to printer."

MessageExport toolbar.

Click or tap the Tools icon to edit the "Export to Printer" export profile. 

Profile Editor is where we set email printing options

In the Main Export Settings,  change "Export format" to "Printer."  Then, click the gear icon and choose the printer you want to use.

 Next, change the"Export From" field to "Predefined Folder."  This will bring up a new window called "Select Folder."  Place a check mark in one or more Outlook folders from which MessageExport should print new email messages.  

Choose the Outlook folders for printing emails.

Click OK when you are done.

Finally, to avoid duplicates, place a check mark in "Turn on Export History."  MessageExport will keep track of which emails it has already printed.

We want to run this export profile automatically, every five minutes.  The next step is to setup the scheduler.

Click or tap the tab labeled "Scheduler."

The scheduler tab lets you automate Outlook email printing.

Place a check mark in the "Repeat" box, and type "5" into the Minutes box.  Click OK.

MessageExport will now run our edited "Export to Printer" profile every five minutes, and will print new email messages it finds in the Outlook folders that we selected.   

The automatic email printing function will occur in the back ground. You may even forget it's working, so don't forget to check your paper printer once in a while! 

Learn more about MessageExport and get a free trial at www.Encryptomatic.com/MessageExport/

If you have any questions, contact us in the comments below, chat with us using the Live Chat icon on this website, or call us, 1-651-815-4902.

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.

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.

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.

How to Save an Outlook Email as a PDF

While there is a lot of sofware that claims to convert Outlook email messages into PDF files, they vary greatly in their capabilities.  Before purchasing any email-to-PDF software, consider exactly what you need to accomplish.

• Are you converting one email, or thousands?   
• Do you want to work from within an email client like Microsoft Outlook, or outside of Outlook in a separate software package? 
• Do you need to convert email file attachments into the image?
• Do you prefer to have the file attachments embedded within the PDF document, or extracted from the PDF file?
• Do you want to convert multiple emails into a single PDF file, or perhaps you even want to append emails to a single PDF document as you discover them?
• Is it important to give the resulting PDF files a specific file naming structure?
• Can the software handle emails that are themselves file attachments?

Few affordable windows email conversion software packages can accomplish all of the above tasks reliably.  Here are two that can.

MessageExport add-in for Microsoft Outlook

Email to PDF export add-in for Microsoft Outlook

MessageExport by Encryptomatic LLC is a versatile add-in for Microsoft Outlook. It adds many new conversion capabilities to the Outlook menu system.  MessageExport is simple to use. Start by selecting the email in your Outlook mail list that you want to convert.  Next select the target export format from the MessageExport toolbar inside of Outlook.  Finally, click the "Export" button to being the export operation.

MessageExport has many options that let you tweak how it operates.  For example, you can perform automatic email to PDF conversions from Outlook, set file naming criteria, call a batch file to run after the export operation, connect to Microsoft Sharepoint Server, and much more.

MessageExport is us$79.99 for a single license.  You can try it free for 15 days! Click here to learn more about MessageExport and download a free trial.

PstViewer Pro

PstViewer Pro converts Outlook email to PDF without Outlook installed on your computer.

PstViewer Pro, also by Encryptomatic LLC includes most of the same capabilities of MessageExport, but functions independently of Microsoft Outlook.

MessageExport not only reads Microsoft Outlook .pst files, but also .ost, mbox, .msg, .eml and .mht files.   It can convert any of those email formats to PDF, as well as mixed email content.

PstViewer Pro organizes your email into an Outlook-like mail list. Search to find the emails you want to convert to PDF and select them in the list.

Select the PDF export format from Encryptomatic PstViewer Pro's list.

From the "Export" tab, choose the PDF export profile that is best suited to your needs, or create a new one. Finally, click the "Export" button to start the conversion process.

PstViewer Pro is us$69.99 after a 15 day free trial.  Learn more about PstViewer Pro and download the free trial.

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 365/2019/2016/2013/2010, 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.

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.

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