Message File Format | .msg Extension

The MSG file format is a proprietary format developed by Microsoft for storing individual email messages. It is primarily associated with Microsoft Outlook, an email client widely used for personal and professional communication. The MSG file contains a structured set of data, including the email’s sender, recipient, subject, date, and the actual message body. It may also encapsulate any file attachments, making it a comprehensive container for an entire email.

Got Bored? Let me explain it more simply!!

Think of an MSG file as a digital envelope for your emails, and Microsoft Outlook uses this special kind of envelope to keep all the important parts of an email together. Inside this envelope, you have the sender’s name, the recipient’s name, the email’s subject, and, of course, the message itself. It’s like a digital package that includes everything you need to understand and reply to an email.

Example: Imagine you receive a birthday card in the mail. The card is like the MSG file—it has the sender’s name (who sent the card), your name (who it’s for), the occasion (like “Happy Birthday”), and the heartfelt message inside. In the digital world, MSG files work a bit like that, holding all the pieces of an email neatly bundled together.

How it is Different from Text File Format

• Complexity: MSG is like a carefully organized package for detailed communication, while text is like a simple note with just the essential words.
• Use Cases: MSG is ideal for storing emails with attachments and rich formatting. Text files are great for quick notes, code, or information that doesn’t need the extras.

In a nutshell, an MSG file is like a fancy, organized email package, while a text file is like a straightforward, plain-text note. They serve different purposes in the world of digital communication and data storage.

Uses of MSG File Format

MSG files are used inside email programs like Microsoft Outlook to save and organize your emails.

When you open Outlook on your computer, you’re entering a digital space designed for managing your emails. Every email you receive or send in Outlook is not just text on a screen; it’s actually stored as a file, and that file is an MSG file.

Example: Think of Outlook like a personal library for your emails. Each email you see in your inbox or other folders is, in reality, a carefully crafted MSG file.

How to create MSG File Format

1. Using Microsoft Outlook

It is highly recommended to create the MSG format file using Microsoft Outlook as it is the most trusted software to be used. To create the file Follow the given steps sequentially:-

STEP 1: Opening Outlook

• Open Microsoft Outlook to create the msg format file.
• Then Click on the New Email Button on the Left Corner of the Home Screen or use “Ctrl+N” Shortcut

Create New Mail

STEP 2: Adding Content to the File

• Write the Receiver’s address in the space provided.
• Write the Message Content in the Blank Space Provided property
• You can add attachments like photos using the insert tab.

STEP 3: Saving File

• Click on the File tab on the left-hand side of the dialog as shown above in the sample image.
• A menu will appear select the SaveAs Option/

Select SaveAs option

STEP 4: Selecting Format

• Enter the name of the file.
• Then select the msg format from the drop-down menu as shown in given below image.

Select Outlook Message Format

How to Open .msg files?

1. Using Microsoft Outlook

STEP 1: Opening Outlook

• Open Outlook to open the .msg files
• Click on the File tab in the left corner of the home screen window. A menu will appear on the left side

Select File Tab

STEP 2: Opening File

• Then Select the Open & Export Tab
• Then Click on “Open Outlook Data Files” as highlighted in given below image.
• Then a dialog box will appear select your .msg File to open it.

2. Using Other Platforms

• There are many other platforms that support .msg files like Thunderbird and many more online converters but using Microsoft Outlook is the most used and recommended approach.

Benefits

1. Email Storage:

• MSG files are like digital folders that keep your emails and all their parts in one place.
• When you save an important email in Outlook, it gets stored as an MSG file. It’s like putting your email in a special digital box.

2. Attachments:

• MSG files can carry not just the email text but also any files attached to the email, like photos or documents.
• If your friend sends you a picture in an email and you save it, that picture is stored inside the MSG file along with the email.

3. Easy Sharing:

• Because MSG files hold everything an email needs, you can share them easily without worrying about losing any details.
• If you want to show your colleague an important email with all its parts, you can just send them the MSG file.

4. Archiving Emails:

• It’s like keeping a safe copy of your emails for later. You can store them neatly in MSG files, making sure nothing is lost.
• Imagine if you want to keep all your birthday wishes in one place. Saving them as MSG files is like putting them in a digital birthday card box.

Application that uses .msg files

• Microsoft Outlook
• Mozilla Thunderbird
• Mailvare Free MSG Viewer
• Online MSG to EML Converters
• SysTools MSG Viewer

Conclusion

In summary, the MSG file format is a cornerstone in email communication, primarily linked to Microsoft Outlook. Its uses range from efficient email archiving and preserving message integrity to facilitating the seamless sharing of complete conversations.

Creating.MSG files are a straightforward process within email clients like Outlook, enabling users to organize and store critical emails systematically. Opening these files is equally simple, with Outlook being the go-to application, supplemented by third-party viewers for those without the Microsoft suite. Applications such as Mozilla Thunderbird, alongside dedicated viewers like “MSG Viewer for Outlook” and “SysTools MSG Viewer” extend compatibility beyond Outlook, broadening accessibility.