How to save emails (and other items) as files in Microsoft Outlook

  • Open the message you want to save. In the email window, click the “File” menu on the Ribbon.


  • Select “Save As”.

  • In the “Save As” menu, go to the place you want to save the file and type in a name for the file. Defaultively, Outlook will pick a name with the subject line of the message.

You could also save a message as different types of files with the use of the “Save As Type” dropdown menu. Default is Outlook Message Format. Choosing that allows you open the file in Outlook when you double-click it. Below are a few other options you can select:

Text Only: Saving your message as a Text Only file, you only save the words, not the formatting or images.

Outlook Template: If you save your message as an Outlook Template, you can apply the formatting to future emails. Opening the file causes Outlook to create a new message with the contents of that file that you can then address and send.

HTML: Saving your message as an HTML document allows you view your email in a webpage. You’ll have the ability to open the message in any web browser.

MHT: An MHT file is a web page archive file. It is designed to be viewed in a web browser like an HTML file. Difference is, unlike an MHT file, an HTML file saves all the text, code, images, and other media in a single file.

  • When you’re done, click the “Save” button.

Your message is now saved as a file.

Saving an Email Message as a PDF

You can save your email as a PDF using Microsoft’s Office built-in PDF printer. This allows you to read any message with the proper formatting.

  • In the message window, click “File” on the Ribbon.

  • Click “Print”.

  • Click the “Printer” dropdown menu, and then select “Microsoft Print to PDF”.

If you have installed another PDF-creating app on your system or you’re using a Macintosh, you might find a different option. For instance, if you installed Adobe, it’s an “Adobe PDF” option you’ll find.

  • Then, click “Print”.

  • In the “Save PDF As” window that opens, select where you want your PDF to be saved, type a filename, and then click the “Save button.

Now, you have saved your email as a PDF.

Note that since you are printing to a PDF rendering engine, you can apply it to the way you save any item in Outlook – contacts, appointments and more to PDF.

Saving a Contact as a File

Your contacts can be saved as files in Outlook. It’s almost like saving messages and is useful for backing up contacts or moving them to another system. Contacts can be saved as Vcard Files (CVF) – a format is used by many other apps that work with contacts. It makes it easy to transfer a contact to another app or send a contact’s data to another individual so they can import it in any app they use.

  • From the Contact window, click “File” on the main ribbon.

  • Then, click “Save As”.

  • In the “Save As” window, head to where you want to save the file, and rename the file if you wish.

Just like with messages, you can select a few different file formats here from the “Save As Type” dropdown menu:

Text Only: Saving your contact as a Text Only file, you’re only saving the words, not the formatting or images.

Rich Text Format: Saving your contact as a Rich Text file allows you to save several different types of formatting, like bold and italics, along with images, in your file. This format is also useful if you have a picture with your contact card.

Outlook Message Format: Saving your contact in the Outlook Message Format, allows you open it in Outlook (even though it’s on another computer) and it’ll work like any other Outlook contact. Only that it will behave the same way if you save it in the default VCF format.

  • By the time you’re done, click “Save”.

You have now saved your contact as a file.

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

You can also save your appointment as files. Although it may not be that useful to back up saved copies of appointment, Outlook supports vCalendar standard which lets you save an appointment, send it to another person, and finally import it in another supported app.

  • Open the appointment you wish save. In the appointment window, click “File” on the Ribbon.

  • Click the “Save As”.

  • Head to where you want to save the appointment file, and name it.

As with messages and contacts, you can choose different file formats from the “Save As Type” dropdown menu:

Text Only: Saving your appointment as a Text Only file, you’re only saving the words, not formatting or images.

Outlook Template: This means that you only get to apply the formatting to future calendars or calendar appointments.

Outlook Message Format: Saving your appointment in the Outlook Message format, you get to open it in Outlook again, even if you want to use another computer.

HTML: If you save your message as an HTML document, you’re saving your appointment to be viewed in a webpage.

MHT: An MHT file is a web page archive file. It is designed to be viewed in a web browser like an HTML file. Difference is, unlike an MHT file, an HTML file saves all the text, code, images, and other media in a single file.

iCalendar Format: This is another calendar standard that allows you to send calendar information to different calendar apps.

Choose between saving a single appointment or your entire calendar. Saving your entire calendar will save all the data in your current Outlook calendar.

  • By the time you’re done, click the “Save” button.

And you have now successfully saved your appointment or calendar.



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