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!

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 Share MessageExport Profiles

MessageExport add-on helps people get email out of Microsoft Outlook and save time by automating routine email chores. You can use MessageExport to save Outlook emails as PDF and other formats. It integrates with the Outlook toolbar to make it's functionality easy to access.

MessageExport toolbar in Outlook 2016

MessageExport has many useful features and functions that can be combined in different ways to accomplish tasks efficiently.  "Export Profiles" are sets of functions and features that tell MessageExport how to accomplish a task. These profiles can run automatically, on a timed basis, or manually from te MessageExport toolbar.  Profiles are selected from the MessageExport drop down list.

Export profiles are selected from the drop down list.

Export profiles can contain file paths and log in passwords for accessing network folders. For that reason, it is possible to password protect any profile to prevent access or changes to the profile.

To edit an Export Profile, click the "tool" icon from the MessageExport toolbar.

Edit Export Profiles

We will discuss creating and changing export profiles in a future article.  Today, we want you to know that the export profiles you build can be shared with others.  From the Options>Profiles tab, select "Export" to create a xml file that can then be imported into another copy of MessageExport by selecting the "Import" button.

By using MessageExport's Export Profile capabilities, you can easily make MessageExport an important part of your email workflow.  By automating tedious email formatting and copying tasks, workers can save time and become more productive.   When a useful export profile is created, it can be shared with other workers to help them also become more productive.

Learn more about MessageExport and download a 15 day free trial on the product home page.

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.