What To Know
- Maybe you’re archiving important correspondence, sharing a conversation with someone who doesn’t have access to your inbox, or creating a record of a specific email thread.
- The most straightforward way to attach an Outlook email as a file is by saving it as a .
- If you need to share the email with someone who doesn’t have Outlook, saving it as a PDF file is a reliable option.
Ever needed to send an email as a file? Maybe you’re archiving important correspondence, sharing a conversation with someone who doesn’t have access to your inbox, or creating a record of a specific email thread. Knowing how to attach Outlook emails as files can be a lifesaver in these situations. This guide will walk you through the process, covering various methods and scenarios to ensure you can efficiently save and share your emails in file format.
Why Attach Outlook Emails as Files?
Before diving into the how-to, let’s understand why you might need to attach Outlook emails as files. Here are some common reasons:
- Archiving: Preserving important emails for future reference or legal purposes.
- Sharing: Sharing email conversations with individuals who don’t have access to your email account.
- Collaboration: Creating a record of email exchanges for team projects or discussions.
- Evidence: Providing documentation of communication in legal or business matters.
- Formatting: Maintaining the original formatting of an email when sending it to someone who might not have the same email client.
Method 1: Saving as a .MSG File
The most straightforward way to attach an Outlook email as a file is by saving it as a .MSG file. This method preserves the email’s content, formatting, and attachments. Here’s how:
1. Open the email: Locate the email you want to save in your Outlook inbox.
2. Click “File”: In the top menu bar, click on “File.”
3. Select “Save As”: From the dropdown menu, choose “Save As.”
4. Choose “MSG” format: In the “Save as type” dropdown, select “Outlook Message (.msg).”
5. Save the file: Choose a location on your computer to save the file and click “Save.”
Method 2: Saving as a PDF File
If you need to share the email with someone who doesn’t have Outlook, saving it as a PDF file is a reliable option. This method maintains the email’s formatting and content while ensuring it can be opened on any device.
1. Open the email: Locate the email you want to save in your Outlook inbox.
2. Click “File”: In the top menu bar, click on “File.”
3. Select “Print”: From the dropdown menu, choose “Print.”
4. Choose “PDF” as printer: In the print dialog box, select “Microsoft Print to PDF” as your printer.
5. Save the PDF: Choose a location on your computer to save the file and click “Save.”
Method 3: Forwarding as an Attachment
You can also attach an email as a file by forwarding it to yourself or another recipient. This method is useful for quickly sharing a specific email without having to save it separately.
1. Open the email: Locate the email you want to forward in your Outlook inbox.
2. Click “Forward”: In the top menu bar, click on “Forward.”
3. Click “Attach”: In the forward email window, click on the “Attach” icon (paperclip).
4. Select the email: Choose the email you want to attach from the list of available files.
5. Send the email: Add any necessary message and click “Send.”
Method 4: Using Third-Party Tools
For more advanced features or customization, several third-party tools can help you attach Outlook emails as files. These tools often offer features like:
- Converting multiple emails at once: Save time by converting multiple emails to files simultaneously.
- Customizing file formats: Choose from various file formats like .txt, .html, or even .docx.
- Adding watermarks or headers: Protect your emails by adding watermarks or headers.
- Batch processing: Efficiently convert and save a large number of emails.
Method 5: Exporting to a Folder
If you need to save multiple emails as files, exporting them to a folder is the most efficient approach. This method allows you to save all the emails in a specific folder with their original formatting and attachments.
1. Select the emails: Open your Outlook inbox and select the emails you want to export.
2. Right-click and choose “Save as”: Right-click on the selected emails and choose “Save As.”
3. Select “MSG” format: In the “Save as type” dropdown, select “Outlook Message (.msg).”
4. Choose a folder: Select a folder on your computer to save the emails and click “Save.”
Considerations and Best Practices for Attaching Outlook Emails as Files
While attaching Outlook emails as files is a valuable tool, it’s essential to keep some considerations in mind:
- File size: Large emails with attachments can result in large file sizes, which may impact email delivery or storage space.
- Privacy: Ensure you’re not sharing sensitive information when sending email files.
- Formatting: While most methods preserve formatting, some may require adjustments depending on the recipient’s email client.
- Security: Use appropriate security measures to protect your emails, especially if they contain confidential information.
Choosing the Right Method
The best method for attaching Outlook emails as files depends on your specific needs and the scenario. Consider the following factors:
- Purpose: Are you archiving, sharing, or collaborating?
- Recipient: Does the recipient have Outlook or another email client?
- File size: How large is the email and its attachments?
- Formatting: Do you need to preserve the original formatting?
Beyond the Basics: Advanced Tips for Attaching Outlook Emails as Files
To further streamline your workflow and enhance your experience, here are some advanced tips:
- Use keyboard shortcuts: Save time by using keyboard shortcuts like “Ctrl + S” to save emails as files.
- Set up a dedicated folder: Create a specific folder for saving email files to keep your files organized.
- Automate the process: For repetitive tasks, explore Outlook add-ins or scripts that automate saving emails as files.
- Explore other file formats: While .MSG and PDF are common, consider other formats like .eml or .txt depending on your needs.
Final Thoughts: Beyond Attaching, Beyond Outlook
While this guide has focused on attaching Outlook emails as files, the principles of saving and sharing email content extend beyond this specific application. Understanding these principles will empower you to manage your email communication effectively, whether you’re using Outlook or another email client.
Common Questions and Answers
Q1: Can I attach an email as a file to another email in Outlook?
A: Yes, you can attach an email as a file to another email by following the “Forwarding as an Attachment” method described in this guide.
Q2: What are the benefits of saving emails as .MSG files?
A: Saving emails as .MSG files preserves the original formatting, attachments, and content of the email. This is beneficial for archiving, sharing, and legal purposes.
Q3: Can I convert multiple emails to files at once?
A: Yes, you can use third-party tools or Outlook’s built-in features to convert multiple emails to files simultaneously.
Q4: How can I protect my email files from unauthorized access?
A: You can protect your email files by using strong passwords, encryption tools, or by storing them in secure locations.
Q5: What are some alternative methods for attaching emails as files?
A: You can also use cloud storage services like Google Drive, Dropbox, or OneDrive to share emails with others. Alternatively, you can copy and paste the email content into a text editor or document and save it as a file.
