Here’s a quick tip on how you can save one or more emails outside of Outlook. This is very useful if you want to save your emails on your harddisk in Client folders along with Word files etc.
Step-by-step
Go to the folder (inside Outlook) that has the emails.
Select the email you want to export out of Outlook (You can also select multiple emails by holding down the CTRL button on the keyboard and then clicking on the emails).
Click File-Save As.
Enter a filename.
Choose a format from the drop-down.
Click Save.
What format should you use?
The two common formats that you can use are:
Outlook Message Format (msg): This creates a copy of the entire emails outside Outlook for you and has any attachments etc still as part of the email. This only works when you are exporting single emails. You will also need to have Outlook to view the message in the future.
Text Only (txt): This creates a plain text file (all formatting and attachments are removed). This option is also available when you try to export multiple emails… all emails are put in the one text document with header information (date/sender/recipient/Subject) clearly identifying each email.
What about exporting to PDF?
Outlook cannot export directly to PDF format. However if you are using QuickFile for Outlook-Ultimate Edition<http://www.standss.com/quickfile>, you can export all or selected emails from any folder into a PDF file. The PDF file will have a clickable table of contents (list of emails in date order) at the top and will also have links to all attachments.
On the QuickFile section of the Ribbon, click More Actions-Export Emails.
