How to Save Emails (and Other Items) as Files in Microsoft Outlook

Microsoft Outlook is a versatile email management tool that helps us stay organized in a world overflowing with emails. It offers various features to enhance your email experience, including the ability to save emails and other items as files. This article will walk you through the step-by-step process of saving emails and other items in Microsoft Outlook.

How to Save Emails (and Other Items) as Files in Microsoft Outlook

• How to Save an Email Message as a PDF
• How to Save an Email Message as a File
• How to Save a Contact as a File

How to Save an Email Message as a PDF

Step 1: Launch Microsoft Outlook

Search for “Outlook” in the Search bar and Click on Open.

Click on “Open” to open the outlook

Step 2: Open the Email You Want to Save

Navigate your email that you want to save as a pdf. Double-click on the email to open it.

Navigate the email you want to save

Step 3: Click on the File Option

Now, Click on the “File” menu in the upper-left corner.

Click on the file option

Step 4: Choose Print Option

Select “Print” and then click on “Print icon” Button. This will open a dialog box that allows you to specify the location where you want to save the email.

Click on the print option menu then click the print icon button

Step 5: Select the Location & Save

Choose a folder where you want to save the email and write the file name as you want. Click the “Save” button to save the email as a pdf in the chosen location.

1. Rename your file and 2. Click on the Save button

How to Save an Email Message as a File

Step 1: Open the Email You Want to Save

Navigate your email that you want to save as a file. Double-click on the email to open it.

Navigate your email that you want to save as a file

Step 2: Click on the File Option

Now, Click on the “File” menu in the upper-left corner.

Click the “File”

Step 3: Click Save As

Click on “Save As” option shown in the menu on the left box.

click on save as

Step 4: Choose Location and Type

Choose the location where you want to save the file. and then Enter a name for the file in the “File name” field.

In the “Save as type” dropdown menu, choose the desired format (e.g., HTML or Plain Text).

rename and choose .msg

Step 5: Click “Save.”

After Clicking on Save Button your file will save successfully on that specified location

Click on save button

How to Save a Contact as a File

Step 1: Go to the File Tab

Click on “File” located in the top left corner of the Outlook window

Click on File

Step 2: Select Open & Export Option

Click on the “Open & Export” Option

Step 3: Click on Import/Export

Now, Click on the “Import/Export” Button

Click on Import/Export

Step 4: Select Export to a File and Click on Save

Select “Export to a file” and click the Next button.

click on export to a file and then next

Step 5: Select Comma comma-separate values

here choose the “Comma Separated Values” and click “Next” button

select comma-separated value

Step 6: Select Contacts and Click on the Next button

Now, Choose Contact Option and click Next button

Select contact and click the next button

Step 7: CSV File Selection

In this step, you will use the Browse button to find and select an existing CSV file. Once you’ve done that, click the Next button to continue.

Browse existing CSV file

Step 8: Check Export Contacts and Finish

CSV file saved in browsed location.

Check Export

How to Save an Appointment (or Your Whole Calendar) as a File

Step 1: Click on the Calendar Icon and

Click on the “Calendar” icon located in the lower-left corner of the Outlook window. This will open your calendar.

Step 2: Choose the Appointment

Locate the specific appointment you want to save from your calendar. Click on the appointment to open it.

Step 3: Go to the File Menu

Go to the “File” menu in the upper-left corner of the Outlook window.

Click on file

Step 4: Click on Save As

Select the option “Save As.”

Click on “Save as”

Step 5: Specify the Location and File Format

A dialog box will appear, allowing you to specify the location where you want to save the appointment and choose a file format. Common file formats for appointments include “iCalendar (.ics)” or “Outlook Data Files (.pst).” Select the format that suits your needs.

Rename and select format

In the dialog box, provide a name for the appointment file in the “File name” field. Ensure you choose a descriptive name.

Step 6: Save the Appointment

After specifying the location, file format, and name, click the “Save” button to save the appointment as a file in the chosen location and format.

Save the file

How to Save Your Whole Calendar as a File

If you want to save your entire calendar as a file, you can follow a similar process but export the entire calendar:

Step 1: Go to File and Click on Open & Export

In the top-left corner of the Outlook window, click on “File.” In the menu that appears, select “Open & Export.”

click on “Open & Export.”

Step 2: Choose Import/Export

From the “Open & Export” menu, select “Import/Export.”

Choose “Import/Export”

Step 3: Select Export to a File

In the “Import and Export Wizard” dialog box, select “Export to a file” and click “Next.”

choose export a file

Step 4: Choose Calendar

Select “Calendar” as the type of Outlook data to export, and click “Next.”

Choose Calendar

Step 5: Specify the Location and File Format

Choose the location where you want to save the calendar file and select a file format, such as “iCalendar (.ics)” or “Outlook Data Files (.pst).” Click “Next.” and then Name the File

Provide a name for the calendar file in the “File name” field. Ensure it’s a descriptive name.

browser your file

Step 6: Finish the Export

After specifying the location, file format, and name, click the “Finish” button to save your entire calendar as a file.

Check export and click on finish

Conclusion

Finally, Microsoft Outlook provides various tools for efficiently managing your emails and other items. You can easily save emails, contacts, and appointments as files in various formats (available in Outlook) by following all of the steps in this article. Whether you need to save important communications or share them with others, we have you covered.

FAQs (Frequently Asked Questions)

Can I save multiple emails at the same time?

You can save multiple emails at the same time by selecting them in your Outlook inbox and following the steps outlined above.

Is there any size restriction when saving emails?

The file size limitation varies depending on the file format used and the storage capacity of your computer. Keep in mind that large attachments in emails can cause the file size to grow.

Can I save attachments from emails separately?

Attachments can be saved separately. To save an attachment, right-click on it in the email and select “Save As” to specify a location and file name.