Microsoft Word - Options for Saving emails.docx

HowtoSaveImportantEmailsforFutureReference

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Whenyouneedtosaveimportantemails,itisrecommendedthatyousavethemtoyour personal

networkstorage(Pdrive).YoushouldcreateafolderonyourPdrivethatyouwillusetostorethe

emails.Pleasereadthefollowingoptionsyouhavewhenyouneedtosaveemail(s),

andthenseebelow

fordetailedinstructions.YoumustuseOutlook(notOutlookWebApp)tofollowtheseinstructions.

Options

1. Youcansaveindividualemailsinthe.msgformatwhichwillletyouopenthemessagein

Outlookandpreserveallformattingandimages,aswellaskeeptheattachments.Thisoption

requiresyoutosaveeachmessageindividually.Ifyouhavelotsofmessagestosaveatone

time,youmaypreferanotheroption.

2. Youcansavemultipleemailsatonetimeinthe.txtformatwhichwillletyouopenthemessage

inNotepadbydefaultandlosesformatting,images,andattachments.Youwouldneedto

remembertosaveattachmentsseparatelyifyouchoosethisoption.If

youhaveaprinter

installednamed“AdobePDF”,itisrecommendedyouchooseOption3insteadofOption2.

3. Youcansavemultipleemailsatonetimebyselectingmultiplemessagesandprintingthemto

theAdobePDFprinterwhichsavestheminthe.pdfformatwhichwilllet

youopenthemessage

inAdobeAcrobatandpreserveallformattingandin‐lineimages,butwillnotsavethe

attachments.Themessageswilllookastheywouldifyouprintedthemtoacolorprinter.You

wouldneedtoremembertosaveattachmentsseparatelyifyouchoosethisoption.

DetailedInstructions

1. SaveIndividualemailsinMSGformat: 

Openthemessageyouwishtosave.

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ClickonFile,SaveAs

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Browsetowhereyouwanttosavethemessage(suchasthefolderyoucreatedonyourPdrive),

typeinthenameyouwanttosavethefileas,andclickSave.

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Theemailisnowsavedwithan.MSGextensioninthe

locationyouchose.Ifyouopenthe

locationonyourcomputeranddoubleclickthefile,itwillopeninaMicrosoftOutlookwindow.

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2. SavemultipleemailsinTXTformat:

Selectmultipleemailsfromyourmailboxatthesametime.Useshift‐click(toselectallmessages

betweenclicks)orctrl‐click(toselectonlythemessagesyouclickon)toselecttheemailsyouwish

tosave.Onceselected;clickonFile,SaveAs

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Browsetowhereyouwant

tosavethemessages(suchasthefolderyoucreatedonyourPdrive),

typeinthenameyouwanttosavethefileas,andclickSave.

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Theemailisnowsavedwitha.TXTextensioninthelocationyouchose.Ifyouopenthelocationon

yourcomputer

anddoubleclickthefile,itwillopeninaNotepadwindow.Rememberthatthis

formatdoesnotsaveformatting,images,orattachments.Forbetterformatting,ifyouha vean

AdobePDFprinterinstalled,itisrecommendedthatyouinsteadchooseOption#3.

3. SavemultipleemailsinPDFformat:

Selectmultipleemailsfromyourmailboxatthesametime.Useshift‐click(toselectallmessages

betweenclicks)orctrl‐click(toselectonlythemessagesyouclickon)toselecttheemailsyouwish

tosave.Onceselected;clickonFile,Print.Besuretoselectthe“AdobePDF”

printerfromthe

dropdownlistofinstalledprinters.Ifyoudon’t,theemailsyouselectedwillinsteadprinttoyour

actualprinter.Click“Print”.

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Browsetowhereyouwanttosavethemessages(suchasthefolderyoucreatedonyourPdrive),

typeinthenameyouwantto

savethefileas,andclickSave.

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Theemailisnowsavedwitha.PDFextensioninthelocationyouchose.Ifyouopenthelocationon

yourcomputeranddoubleclickthefile,itwillopeninanAcrobatwindow.Rememberthatthis

formatdoesnotsaveattachments.