Windows Software For Converting Microsoft Outlook Emails To Different Formats!

What can you say about email, except that there’s lots of it on your computer, and every day more email flows in. Managing and organizing your email content is an import job.  Sometimes email messages need to be produced on short notice for legal and other business purposes.  Using a Pst Viewer like PstViewer Pro can help you get the upper hand in organizing the relentless flow of email messages.

A multi-format email viewer like PstViewer Pro is a useful tool for an system administrator, and can help you open Outlook .msg, .ost and .pst emails, as well as .mht and .eml email files.  You can use it to search, view, extract attachments, and even convert email messages to PDF and other formats.

Converting email using PstViewer Pro is a matter of selecting the messages that need to be exported, and choosing the export format, and then starting the process. The following video shows how to convert email into PDF formatted documents.

Before exporting emails to PDF format, consider how file attachments should be handled.  PstViewer Pro can convert many file attachment types directly to the PDF image. If it’s unable to convert a document, it will preserve the context with the email by embedding the file within the PDF so that it can be extracted later.

While PDF is very useful as an email archiving format, sometimes messages need to be stored in text format that can be easily copied or edited. The process for converting Outlook email to text is described in the video below.

If you have any questions feel free to post in the comments below.  You can download a free 15 day trial from PstViewer Pro’s official website.

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A Simple Email Viewer for .Eml, .Msg and Winmail.dat Files

 

 

Encryptomatic LLC develops and supports MessageViewer Lite, a simple and basic Windows email viewer for opening common email file types.  MessageViewer Lite is a companion to the Windows desktop that allows for click-and-open access to email files.

Email files are often shared by attaching them as files to another email. You may find a .msg or .eml email attached to an email message you receive.  Depending on your email client software, these files often fail to open.   Just as clicking on a PDF file will cause your email client to launch the file inside of your default PDF viewing software,  MessageViewer Lite can handle requests to open .msg or .eml files.

MessageViewer Lite has the added benefit of being able to open Winmail.dat files (often referred to as TNEF formatted files). These files are created by Microsoft Outlook and are the bane of email clients such as Thunderbird and others who do not support rich text formatting.

Simple Email viewer, animation showing menus.

How to use MessageViewer Lite simple email viewer for .msg, .eml and winmail.dat files.

MessageViewer Lite compliments CRM apps where email is stored. It ensures that users can open common email file attachments.

MessageViewer Lite is $24.99, with discounts for bulk license purchases.  For more information contact the developer, Encryptomatic LLC.  1-651-815-4902.

A free trial can be downloaded from the developer’s website.

A free online version of this software is available for people who just have a few .eml, .msg or winmail.dat files to open.  Try MessageViewer Online and see your email in your web browser.

If you have any questions or comments, please post them below.

 

 

Outlook Pst Reader Software Images

Open Outlook e-mails without Microsoft Outlook using a Pst or Ost file viewer.  These images show the PstViewer Pro e-mail viewer. Learn more about PST Viewer Pro by viewing these images. A 15 day free trial is available

Outlook view e-mail viewers provide quick access to e-mail content without having to purchase and install Microsoft Outlook.  Open e-mail, access file attachments and convert e-mail to PDF documents.

Main screen of Outlook Pst Viewer software for Windows.

PstViewer Pro email viewer opens Microsoft Outlook messages, and gives quick access to file attachments.

Images shows an animated GIF that illustrates how to set a filter that will return specific Microsoft Outlook e-mails. An easy and fast way to sort Outlook emails.

Identify important Outlook e-mails by applying a filter to the results. PstViewer Pro almost instantly sifts the results and returns e-mails that fit the filter criteria.

Image showing the Mail menu in PstViewer Pro software. http://Pstviewer.com

The Mail toolbar in PstViewer Pro software is where you can open e-mail messages, view Outlook e-mail properties, and reply/forward/reply all to e-mail messages. You can also search through .msg, .pst, .eml or .ost e-mail files.

Illustration showing how to select emails in PstViewer Pro.

PstViewer Pro software is the leading commercial Outlook e-mail viewer for Microsoft Windows. Learn more at https://www.encryptomatic.com/pstviewer/

Quickly locate Outlook e-mails from a .pst file without having to setup or purchase  Microsoft Outlook.

Filter editor shows how to locate specific Outlook e-mails using PstViewer Pro software. Search e-mails without Microsoft Outlook

Screen shot of PstViewer Pro menu with emails in a list.

Responding to FOIA requests for E-Mail in .PDF format.

The U.S. Government’s Freedom of Information Act requires the government to be responsive to citizens request for information. The act is far reaching, and includes e-Mail communications. The time necessary to respond to a FOI reqest depends on many considerations, including the scope of the request and the agency backlog.  Many states have adopted  legislation similar to FOIA, further subjecting local government units to respond.   Virtually all levels of government are now subject to open records laws.

Responding to request for e-Mail records may pose a significant challenge to smaller government agencies that do not operate on budgets large enough, and may not receive enough requests, to warrant implementing complex enterprise tools.

IT admins in these agencies will gather e-Mails on behalf of the person charged with responding. E-mails may be delivered in one of the common file formats such as Outlook .pst/.ost files, or individual e-Mails formatted as .eml or .msg files.  The software tools available to the responder may be limited and require accessing multiple e-Mail tools in order to search and view the different file formats.

For simplicity and ease of us, rather than supplying multiple e-Mail formats to the person making the FOIA request, you could send it as a common PDF file instead.  PDF as an open and neutral format is accessible to virtually every modern device.

One such Windows software tool that excels at converting e-Mail to PDF is PstViewer Pro by Encryptomatic LLC. Priced at $79.99 for a single license, PstViewer Pro an read e-Mail content stored in the most common formats, including Outlook .pst, .msg and .eml files.

Screen shot of PstViewer Pro menu with emails in a list.

PstViewer Pro email-to-PDF converter.

Emails are loaded into a viewing pane. A search results can be conducted, followed by a more detailed filtering of the search results.  E-Mails conforming to the scope of the FOIA request can then be easily exported to .PDF format.

Screen image of PstViewer Pro mail list with eml emails visible.

E-Mail from different formats can be viewed together in the mail-list.

Since e-Mails often will contain file attachments, it is important to consider how the software should manage them.  PstViewer Pro provides selectable options allowing responders to a) ignore attachments, b) extract them as separate files, c) embed them within the PDF document as separate files that can later be extracted, or d) attempt to convert the files into the PDF image document.

Screen image showing the PDF mode selection drop down list. Choose the email-to-pdf process that fits your project.

Converting e-Mail to PDF while responding to FOIA requests is posile with PstViewer Pro’s export-to-Pdf function.

To convert e-Mail to PDF, first locate the Export tab and then select the desired mode from the dropdown list.

Next, from the viewing pane window, select the e-Mail messages that should be converted to PDF.

Lastly, on the Export tab, click the yellow “export” button to begin the conversion process.  The overall complexity of the e-Mail will determine the time required to process it into a PDF file. Text e-Mails are converted quickly, while a complex HTML e-Mail with multiple document file attachments will require more time.

It is also possible to export e-Mails individually to a single PDF file using PstViewer Pro.  A 15 day free trial of PstViewer Pro is available.

PstViewer Pro is a useful tool for searching and filtering e-Mail from muliple mail formats, providing powerul e-Mail-to-PDF conversins capabilitie that can help streamline your FOIA response without imposing a large cost on your oganization.

Citations:

US FOIA.

FOIA records portals

Exporting emails to PDF and giving the resulting PDF files a custom file name.

Microsoft Office Outlook messages can be convert into PDF files using PstReader Pro email viewer from by Encryptomatic LLC.  A large store of email messages may be formatted as .pst or .ost files, while individual email messages might be stored as a .msg or .eml file.

PstReader Pro can convert email messages to PDF with attachments included as part of the pdf image, or as email file attachments embedded within the PDF file. The resulting PDF files can be given a special file name. For example, you could choose to name the pdf files with a schema that includes the sender’s email address, and then a number that is incremented. You could combine multiple pieces of information from the email, such as the recipient’s email concatenated with the subject line or the date sent.

This video shows how to change the default naming scheme so that your PDF files will be named in a manner that complements your project.

Why You Should Never Email a Microsoft Word .doc File

by Shari Coxford

While it’s very common to email Microsoft Word .doc or .docx files to send an invoice, information, newsletter or simply share something you’ve created, you should never email a file ending in .doc or docx.  By sending a standard Microsoft Word document you are assuming that the recipient can open it.

This assumption can create frustration for the recipient if he doesn’t have Microsoft Word installed on his computer.  There are dozens of other word processing programs and not all of those programs can read a Microsoft Word .doc or .docx file.  The recipient double clicks the .doc or .docx file to open it and receives an error window or sometimes, nothing at all.  The file doesn’t open and no reason is given, leaving the recipient frustrated and unable to access what you’ve emailed.

He may waste time attempting to find another way to access the .doc or .docx file or he may cost you time and money trying to troubleshoot his inability to open the file.  As a last resort you might end up faxing or mailing the document to him.  If it’s personal, he may simply trash the .doc or .docx file and not make any further attempts to open it.

Many Macintosh users have Appleworks as their word processor rather than Microsoft Word, Microsoft Works or Microsoft Office.  Remember, Macintosh users did not want the Microsoft Windows operating system which is why they bought a Macintosh computer, so it’s a good bet they won’t install a Microsoft word processor either.

Even Windows users may prefer other word processors such as WordPerfect, OpenOffice or Word Pro.  While some of these word processing programs can translate a Microsoft Word .doc or .docx file, if the recipient has an older version of software he will likely have problems with your .doc or .docx file, so what can you do?  How do you send a file that virtually anyone can open?

The solution is simple.  You can save the file as a text file, rich text file or PDF file.  This will eliminate the majority of file incompatibility problems between you and the people you email files to.

 

If the file is an invoice or contains graphics, your best choice is to save it as a PDF file unless the recipient needs the ability to edit the file.  If it’s just text with no special formatting such as bold, italics and so forth, send it as a plain text (TXT) file.  For simple text documents that include bold, italics and other formatting, save the file as a rich text (RTF) file.

How do you save a file as a PDF, plain text or rich text file?  Virtually every word processor has a “Save As…” option in the File menu.  This option offers a list of file formats which usually includes “RTF” and “Text” or “Plain Text”.  RTF is the abbreviation for “rich text format”.  These are considered “file types” and your “Save As…” dialog may include an option button called “File Type”.

Creating a PDF file may be a little more complicated.  You might have the option to Save As or Export the document as a PDF file from the File menu.  Some computers are set up to create PDF files from the Print dialog.  From your File menu choose Print as if you were going to actually print the file and see if there is an option there to convert it to a PDF file.

Many offices have a PDF convertor set up as an actual printer.  To create a PDF file this way you would choose Print from the File menu and in the print window where you choose how many copies to print and so forth, PDF would exist as an actual printer in your printer chooser.

The methods for creating a PDF file vary with different versions of software, computer and printer set ups so there is no one way to create a PDF file.  In addition, not everyone has the software installed to save a document as a PDF file but virtually everyone can save a document as a plain text (TXT) or rich text (RTF) file.

Whatever file type you choose to email, your best results will always be to email plain text (TXT) files, rich text (RTF) files or PDF files.  Plain text files are files that end with .txt.  Rich text files end in .rtf and PDF files end in .pdf.  Never assume that the person you are emailing can open any other file type such as .doc or .docx unless he specifically tells you that he can, and you will be on your way to achieving file compatibility with the people you email.

How to Convert EML Files to CSV Format

What is the .EML File Extension?

EML, which stands for ‘E-mail’, is the file extension that Outlook Express appends to individual email messages when they are saved.  It is used by a range of e-mail client programs for storage and forwarding purposes. The EML extension means that e-mail message was saved to a file in the MIME RFC 822 standard format. Most EML files you will encounter have been sent or received by a POP3 email application although not always, since it’s possible that a locally created and stored email could be saved as a .eml file before it has been sent.

What is a .CSV File?

CSV (“Comma Separated Value”) file format is often used to exchange data between disparate applications. The file format, as it is used in Microsoft Excel, has become a pseudo standard throughout the industry, even among non-Microsoft platforms. A CSV file consists of any number of records, separated by line breaks of some kind; each record consists of fields, separated by some character or string, most commonly a comma or tab.

Why might you want to convert an EML file into CSV?

Both .EML and .CSV files are very common.  CSV is a relatively simple file format that is widely supported by consumer, business and scientific applications. One of its most common usage is moving tabular data between programs that natively operate on incompatible (often proprietary and/or undocumented) formats. This is useful because so many programs support some variation of CSV at least as an alternative import format. For example, a user may need to transfer information from a database program that stores data in a proprietary format, to a spreadsheet that uses a completely different format. The database program most likely can export its data as “CSV”; the exported CSV file can then be imported by the spreadsheet program.

If you need to manage the contents of multiple .eml files, or wish to import them into a database for analysis, then converting your .eml files to .csv will likely enable you to import those emails.

There are very applications that can complete this task efficient.  PstViewer Pro has the capability to both read and search directories of .eml files.  Once the emails are loaded into PstViewer Pro’s mail list, you can then export the text and common email fields (such as To, From, Subject, Date, etc) into a .CSV file.

Here’s how to convert your .eml files into .csv format using Pst Viewer Pro.  Download a free trial of PstViewer Pro and follow along!

Steps

1)      To begin converting the EML file into CSV, start the program PST Viewer Pro. On the left extreme right below the status bar and tools, you will find an explorer tree where you choose the windows folder which contains the emails stored in .eml format (Not to mention that PST Viewer Pro can also open .pst, .ost, .pst, winmail.dat, and even .mht files as well and it’s a six viewer in one).

How to select your .eml files

Selecting .eml files

2)      Choose which emails you want to convert into csv format. If you want to convert just one email, just click on that it. If you need to select a range of emails in that folder, hold down windows shift key to select those range of emails. To convert all the emails in that folder, press ctrol-A to select all the messages. The emails you select will be highlighted. You can also select random emails in a folder at one time too by holding the ctrol key while clicking on the desired emails.

Choose which emails you want to convert into csv format.

Choose which emails you want to convert into csv format.

3)      Now that you have selected your emails, it’s time to select your target export format. Since the desired format is .csv, we will create an export profile for .csv format. To do this we click on the “New Profile” icon given in the Tools below the Status bar. This same option of “New Profile” is also given in the “Export” heading in the Status bar. On clicking “New Profile” a new widow pops up named as “New Export Profile Setup”.

How to set the .eml to .csv export format.

Set the eml to csv export target format

 

4)      Once “New Export Profile Setup” window appears, click on Next. A new window will prompt on your screen asking two things; the new profile name and the export profile format. Give any desired profile name such as “into CSV” for my case and select the export profile format as desired which is CSV format currently. Once you have done this, click on Next.

Set CSV as the target format for your .eml files

Select CSV as the target export format

5)      On clicking next, a window appears which asks you to select the folder in which exported items (converted items) are to be saved. There will be another option, if to save the exported file in a direct folder or in a zipped folder in compressed form. This is for you to decide. Once you do this, click on Finish.

New Export profile setup for .csv

New Export profile setup for .csv

6)      Once the profile has been created, now all you have to do is to export the emails to the desired format using that profile. This is the easiest of the steps since all you have to do is to press ctrol-E or click on “Export” in the status bar or the “Export” icon in the tools. (Note: When clicking on Export icon in the tools, make sure that the selected profile is the one you created or the one that you have made for the desired format of converting).

Seleccting the eml to csv format in PstViewer Pro software

Select CSV from the drop down list

7)      The task has of converting the file extension from .eml to .csv has been finished. The selected emails .eml format have been converted into .csv format. The export folder that you selected contains the converted items.

8)      Now the next task is to import these csv files into Microsoft Excel. As it has already been mentioned that csv files generally contain tabular data that can be best manipulated and displayed via Microsoft Excel. Open the Microsoft Excel, any version would be equally compatible. You will need a blank workbook open.

Microsoft Excel table, how to import csv.

9)      Go to menu >> Data >> Get External Data >> Import Text File. (If the menu options are greyed out this could be because you do not have a new workbook open). Now select the file you have just converted into csv from eml format. You may need to set ‘files of type’ drop-down box to ‘All Files ‘ to see your file. Having selected your file click ‘Import’.

Importing CSV from Excel

10)  A new window of Text Import wizard at step 1 of 3 will appear on screen. Ensure that the ‘Delimited’ option is selected. The other option is Fixed Width which is rarely to be chosen. Click Next.

Importing CSV to Excel

Excel Text Import Wizard, Step 1

11)  Step 2 of 3 in Text Import Wizard appears. In the delimiters section tick ‘Comma’ (Sometimes comma is not the separating variable, the separating variable can be judged easily from the csv file preview at the bottom of this Text Import Wizard). The text qualifier box should show the double-quote symbol. Click Next.

Shows Excel Text Import Wizard

Text Import Wizard, Step 2

12)  Step 3 of 3 in Text Import Wizard appears. You now need to set every column to be data format ‘Text’. The first column will initially be highlighted. Move the horizontal cursor as far as it will go to the right, and holding the shift key down, click the column heading on the very last column. You should now have every column highlighted together.

 

Step 3 of the Text import Wizard

13)  Click the ‘Text’ data format. It will now say ‘Text’ in the header of every column. Click Finish.

14)  It may ask you ‘Where do you want to put the data?’. It will allow you to click into any cell on the blank worksheet to determine where the data should go. Click ‘OK’ to proceed.

Import Data Window

MS Excel Import Data Window

15)  The data should now appear in the spreadsheet. Where column headings are included these will appear in the top row. Check that fields have not lost leading zeros where applicable.

The imported CSV data will appear in Excel Spreadsheet.