Understanding .Pst Viewer Pro Export Profiles.

When viewing .pst files or .msg email messages without Microsoft Outlook, PstViewer Pro can’t be beat.  PstViewer Pro has many features that make it a great tool not only for opening Outlook emails, but processing them in various ways.  One of its powerful features is export profiles. Export profiles are instruction sets that can be customized in many ways to create specific solutions that help you get your email processing work done faster.What are export profiles?  When ever you select an email message and then choose a target format from the drop down list, you are interacting with export profiles.  For example, go to PstViewer Pro’s “Export” tab, and choose “Single PDF – attachments converted/included.” 

Screen shot of the location of the Export Profiles drop down box.
Export Profiles are selected from the Export Tab

“Single PDF” is in fact an export profile. You can customize this particular export profile, or any of the others that appear in the list.  You can also create your own by selecting “New Profile.”

Let’s see what options we have to modify the “Single PDF” profile we have selected.  Click “Edit Profile” and the profile editor screen will appear.  In the animated .gif below, we walk you through the various options that are available to customize this profile.

How to select items from the PstViewer Pro profile editor, with the Single PDF profile selected.
PstViewer Pro’s Profile Editor

For this profile, it’s possible to change the export format from PDF to GIF, TIF, PNG, or any of the other target formats that are pre-built into PstViewer Pro.

You can indicate a custom page size and ortientation.

PstViewer Pro supports exporing to PDF in the ISO 190005-1 PDF/A standard.

You can tell PstViewer Pro to apply a custom naming scheme to the PDF files it creates.   Select “File Naming>Custom Naming Schema” and then expand by clicking the “…” box. This will bring up Export Naming Editor.


Image shows the naming editor for PstViewer Pro.
Give exported email messages a custom name

Drag and drop the elements and arrange them to create the file naming scheme that your project requires.

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PstViewer Pro main screen image.
PstViewer Pro email viewer. Open Outlook .PST files.


Converting Email Files to .JPG Image Files

PstViewer Pro is an email view for Microsoft Windows. It provides a wide range of formats for converting email messages. This video shows how to use PstViewer Pro to convert .msg or .eml email files into .JPG image files.

Text or fully formatted html emails can be converted. If embedded email graphics are hosted remotely, PstViewer Pro will attempt to download those files to provide as a complete a rendering as possible.

PstViewer Pro includes a range of target export formats besides .jpg, including .pdf, .gif, .tif, .png and others. The conversion process is essentially the same for other file types as it is for jpg.

Step 1. Select the email or emails that you want to convert from the mail list.

Step 2. Choose the target export format from the drop down list. In this example, we’ll choose “Export to JPG.”

Step 3 is to click the Export button, and select a folder location to hold the .jpg files.

That’s it’s! Now you can format email messages into jpg images.

Download a free 15 day trial of PstViewer Pro.

From Microsoft Outlook 2010 to 2013: Changes to the Mail View


When Outlook 2013 opens into the Mail view, the navigation panel is now collapsed by default.  Previously in the 2010 version, this panel took up approximately one third of the entire viewing screen.  This particular enhancement reduces the visual clutter.  Now when the Mail view opens, all that shows is the mailbox and the reader pane which share the screen fifty-fifty.
The reader pane itself is privy to some convenient new updates also.  Before in Outlook 2010, after clicking the Reply, Reply to all or Forward features across the top of the ribbon, a new window would pop open in which to compose an email.  Now in 2013,  these same options to compose emails appear right across the top of the reader pane.  When clicked, the email can be composed right inside the reader pane.  This cuts down on the clutter of open screens.
Outlook 2013 inline reply, from Mail List view.
The Mail view provides some other improvements as well.  Instead of just showing the amount of unread emails at the top of the inbox, there is now a way to sort the emails by using the All and Unread buttons that are provided there.  No more digging through your inbox to see which email was missed.  Now in 2013 version, just click Unread and immediately see all of those skipped emails.
Another handy feature in 2013 is that there is an X inside the email item boxes themselves to be used for immediate deletion.  In the former 2010 version you would have to redirect your mouse up to the top of the panel for that X to delete.  Also, now it’s  possible to view the inbox items with a few lines of email text showing so emails can be easily sorted through without actually viewing their full contents.  The 2010 version only offers sight of the sender and subject line.  In addition there is a completely new zoom feature which will increase the size the viewed email font.

In Outlook 2013, you can delete email messages directly from the Mail View by clicking on X.
Deleting email from Outlook 2013 mail view


The Sneak Peak feature is another brand new feature introduced in Outlook 2013.  In the bottom half of the collapsed navigation panel are icons representing the familiar Mail, Calendar, Contacts (now called People in the 2013 version) and Tasks.  Info from these sections can be obtained without actually having to click into the icons.  For example, if you hover your mouse over the Calendar icon, you can see the current month’s calendar appear and if you click on any certain day, you can sneak a peek at anything scheduled for that day.

Image shows the sneak peek icons in MS Outlook 2013.
Sneak peek in Outlook 2013
These are only some of the changes and improvements that have happened from the Outlook 2010 version to the current 2013 version.  The basic functionality of
the program remains the same.  However, these newest improvements do provide further convenience and streamlined functionality when using the inbox view.

Tools to Export Outlook Email From PST Files

Today we’ll examine two Windows software products that can export email from your Microsoft Outlook .pst file and turn them into pdf files.

Microsoft Outlook remains the most widely used desktop email client in the world. For all of Outlook’s great capabilities, it’s not very useful for exporting email and converting it to a different format. For example, in Outlook 2010, the native export capabilities are limited to saving email to a text file, an Outlook template, or a single Outlook .msg, html or mht file.

Outlook's native ability to export email is limited.
Outlook’s native email export abilities are limited

While it is possible to export a small quantity of selected emails to text format, this quickly becomes a tedious chore. You can export a large quantity of emails to MSG format by selecting them in the mail list,  then dragging them out of the Outlook mail list and dropping them into a Windows folder. Yet exporting from Outlook to other formats are limited to a single file, and no control is provided  over the naming of the exported files.

Two products that can improve your experience with exporting Outlook email  are:  MessageExport add-in for Outlook, and PstViewer Pro.   These products are both similar in their functionality, but yet quite different in their approaches.  For example, while MessageExport works from inside Outlook, Pst Viewer Pro works independently of Outlook.

The product that is the best choice for you will likely come down to whether you prefer to work inside or outside of Outlook. Free trials are available for either product so you can try both before making a purchase decision.

MessageExport Add-in for Outlook

Using MessageExport is straightforward. Select the emails from the
Outlook mail list, choose the export format from the drop down list
(these are called Export Profiles), and click the Export button. 
MessageExport Outlook toolbar
MessageExport Outlook integration
select all messages in your Outlook mail list, just type control-A.
MessageExport add-in for Outlook export formats
Select the Export format profile from the Outlook toolbar

MessageExport is an add-in that is tightly integrated with Outlook. It expands Outlook’s capabilities to to bulk export email to the following formats:

CSV (Excel)

MessageExport is very strong with Outlook to PDF conversion. You can tell MessageExport how it should handle the email file attachments, such as embedding the attachments as separate files within the PDF document, extracting the attachments, or converting them into the PDF image.  There is also support for ISO 190005-1, the international standard for email archiving to PDF.

MessageExport includes a scheduling feature. You can use it to run any export profile on a recurring basis. The timer can be set to run based on the number of minutes, such as 5 minutes, 60 minutes, or 600 minutes.

Schedule email export and conversion operations from Outlook pst files with MessageExport
Schedule recurring Outlook email export operations

MessageExport gives you a lot of control over configuring the Outlook email export operations. All of the selections that you see in the drop down list are customizable in important ways, including the target folder for export, and how the resulting files should be named.

While exporting thousands of emails from Outlook, it may be desirable to apply a special naming plan to the resulting files. MessageExport has you covered, allowing you to create complex combinations of naming schemes with 28 different pieces of information from the email and connecting characters. For example, you could create a name that includes the sender’s email address, sent date, and time received down the he second.  There are virtually limitless combinations.

How to name exported Outlook email files.
Naming exported Microsoft Outlook email files

MesageExport is a useful add-in for Microsoft Outlook. If you need to expand Outlook’s ability to export email messages, or if you want to automate email export from Outlook to a particular format, then try MessageExport.

Comparing Outlook PST Viewers.

Outlook .pst viewers come with different basic capabilities. Choosing the right viewer will help you manage your Outlook email content. 

The first question should be, why use an Outlook viewer at all?  Why not just use Microsoft Outlook? While Outlook is an excellent product and the choice of millions of people, its not everyone’s choice. Some people get along just fine with Windows Mail or Thunderbird email clients.  An Outlook viewer is also helpful if you have accumulated many pst files, and you don’t want to co-mingle your current email with the older files.
There are three tiers of email viewers available today: Free, Simple and Advanced.

Advanced Outlook Pst Viewers
The features found in an advanced Windows pst viewers may include capabilities that take you beyond Microsoft Outlook. Pst Viewer Pro is the viewer that we develop. It includes a customer driven feature set that includes advanced export capabilities which are particularly developed around conversion of email to pdf files. Pst Viewer Pro lets you bulk convert email in pst files to pdf with options for how to handle attached files. For example, you can extract the file attachments, embed them within the pdf as as separate file, or convert many popular document file types into the pdf image.  You can also save selected email messages to an existing pdf file.

Pst Viewer Pro tool bar showing PST to PDF export function
Main Tool bar in Pst Viewer Pro

Pst Viewer Pro also has an advanced search ability to help you find those important messages. specific searches can be performed based on specific fields. You can search emails that fall between specific dates.

Advanced searching of pst files with Pst Viewer Pro
Advanced PST file search

An advanced viewer like Pst Viewer Pro may also provide the ability to manage email content in different formats. Besides pst files, it can also open Outlook .ost, .msg, .eml and even MIME HTML .mht or .mhtml files.  It also opens winmail.dat files.

Click here to try Pst Viewer Pro free for 15 days.

Simple PST Viewers
Maybe you have a few pst files you need to open, but you don’t necessarily need to have bulk export capabilities.  You just need a good quality viewer that can search your pst files, display the emails accurately, let you open email file attachments, print, reply, and maybe export the occassional email to pdf

Pst Viewer Lite was created with simplicity in mind. Most the important functions for Pst Viewer Lite are located on the mail tool bar where they are quickly accessible. The main difference between Lite and Pro is that Lite will not bulk export pst to pdf and other formats. Emails can be individually exported.

Pst Viewer Lite is a simple pst viewer.
Pst Viewer Lite – simple pst viewer

To use Pst Viewer Lite, use the folder nav on the left side of the product screen to select the location of your pst files.

Click on the pst file to reveal the folder structure. Click on a folder to display it’s contents. To display all of the contents of the pst file at the same time, right click on the pst file and choose “Scan with subfolders.” Now when you click on a pst file folder, all emails in subfolders will also be displayed.  Turn this feature off, and only the emails in the selected folder are displayed.

At $29.99, Pst Viewer Lite packs a lot of features and quality into a very small price. No corners were cut on search functionality, as Pst Viewer Lite has the same advanced search options as Pro.

Click here to learn more about Pst Viewer Lite and download 15 day trial. 

Free PST Viewers
There are several free Outlook viewers available, and finding them is not difficult. We have tested most if not all of them, and have found them lacking in several areas.

First, nothing is truly free on the internet, and any software developer who plans to stay in business must find a way to generate revenue.  Some of them earn money through advertising, while others turn to pay-per-install software. During the installation process of a free pst viewer, if you are not very careful you may find that you have installed unwanted software on your computer.  

Another way that some free .pst viewers make money is by trolling for damaged pst files, and then offering to install you an expensive software package when one is encountered.  We noted at least one “false positive,” where a free viewer said that a file was corrupt and suggested we buy their pst repair software, yet we were able to open that same pst file in Outlook and with a commercial viewer.  If a free .pst viewer suggests that you buy expensive software, a second opinion is definitely in order.

Be sure that any pst viewer software installer that you download is “code signed.”  This means that when Windows begins to run the installer package, it is can display the verified name of the software developer who created the software.  When you start a software installer that is unsigned, Windows will display a notice that says the developer is “unknown.”  Unsigned software code is dangerous, as it means that the software installer may have been tampered with.  Reputable software developers will purchase a code signing certificate. By signing their code they are protecting you as well as their reputation. Unfortunately the installers for all free pst viewers we tested in September, 2012, were unsigned.

There are many options when choosing a pst viewer. Choose one with a feature set that meets your specific needs, and is built by a reputable software developer.

If a free PST Viewer does not meet your needs, try Pst Viewer Lite. It’s both affordable and very effective at opening and rendering email from .pst files.


MSG to PDF Converter

Outlook Msg to Pdf Conversion

PDF, the popular Portable Document Format, is a widely used file format for email archiving.  If you need to convert msg into pdf, you need a software package that renders the .msg messages accurately, converts or embeds email file attachments, and gracefully handle remotely hosted elements. It’s frustrating to embark on an converting thousands of msg files to pdf, only to find out at the end that the results are inconsistent or problematic.

Pst Viewer Pro software is much more than just a Outlook pst file viewer. It can also let you convert Outlook msg files.  In fact, Pst Viewer Pro is six viewers conveniently rolled in one. In addition to PST files, it can view, search and convert MHT, MSG, EML, OST, and Winmail.dat files.

Pst Viewer Pro will open and convert individual .msg files, and can be set as the default Windows software to manage msg files. This allows you to just click on and open the file.  It will also read and list a directory containing many thousands of Outlook msg files, and then let you convert those MSG files to PDF or other formats.

How to Convert Outlook Msg to Pdf
To convert email to PDF with Pst Viewer Pro, download a free trial of Pst Viewer Pro. In trial mode, Pst Viewer Pro allows the full conversion of up to 50 .msg emails at a time. This 50 file limit is removed after purchasing the software.

Pst Viewer Pro main menu. Select folder with MSG files before converting to PDF

When Pst Viewer starts, select the folder containing your Outlook msg files.  Pst Viewer Pro will quickly read in the email header information and display it in the email list.

You can perform search operations on your MSG files prior to exporting. To do this, click the “Search” icon, and enter in the criteria.  You can search msg files by date, subject, sender, a date range, etc.

Search MSG files prior to exporting to PDF

If you simply want to export all of the msg emails in your list, type CTRL-A to select all emails.

Next, click the Export button from the software toolbar.

Export button lets you convert MSG files to PDF

This will bring up the Export Manager. Choose the profile of conversion that you need.

PDF – attachments embedded. This will leave the MSG file attachments in their original state, embedding them inside the PDF document as separate files.  This is a nice way to do it, because the file can later be extracted from the PDF and edited or otherwise maniuplated.

PDF – attachments converted/included.  This profile will convert MSG file attachments into the PDF image.

PDF – attachments saved to disk.  Selecting this profile will convert the email to PDF, but any file attachments will be removed from the MSG file and saved to a location you specify.

Pst Viewer Pro also supports the conversion of multiple .msg emails into a single PDF file since version 4.7.

Below is a screen shot of an MSG to PDF file conversion using  Pst Viewer Pro. Any embedded or OLE objects are included in the conversion. Hyperlinks are active. Remotely hosted graphics or other elements are downloaded and embedded.

Msg file converted to PDF
Msg email converted to Pdf file

Although this article has focused on using Pst Viewer Pro’s user interface to convert .msg to .pdf, you can also use it from the command line in a batch file, passing a file name or directory parameter to Pst Viewer Pro. I’ll just mention it here; the full details are included in Pst Viewer Pro’s accompanying manual and help file.  Click here to read an article that describes the email command line conversion process for Pst Viewer Pro. Although the article focuses on Pst files, just substitute msg files and you’re on your way.

There are few if any Msg to PST conversion utilities that can match the quality and consistency of Pst Viewer Pro.  Six years of user vetting and exposure to complex MSG file situations have allowed Encryptomatic LLC to produce the premier tool for converting MSG files to PDF. Download a free trial, and we’re sure you’ll agree that Pst Viewer Pro is the right choice for your project.

How to convert email to PDF

So you want to convert an email into a PDF file?  We’ll look at a couple of different ways that you can accomplish this goal.
Sometimes its nice to have a PDF copy of an email. PDF’s are easy to share. Just about anyone can open a PDF file, no matter which computer platform, tablet or mobile device they are using. PDF files are not tied to particular email client such as Microsoft Outlook and can be read with free PDF viewing software. More and more companies are choosing to PDF for email archiving.

An important question to consider when when planning to convert email to PDF is, “What do I want done with the email file attachments?”

If an email has no attachments, then there’s no problem.  But many emails do indeed contain file attachments attached to them (about 32%, according to experts). Some of them can be quite large. Since email attachments can be the most important part of an email message, handling them correctly during a pdf conversion process is also important.

Before we discuss specific solutions for converting an email into a PDF, let’s first consider the four ways we can choose to handle email file attachments:

1. Ignore them. Just convert the email message and totally ignore the file attachments. This works if we are only convert a few email messages to PDF, and we know they don’t have attachments, or if know that the attachments are not important.

2. Save them to disk. Convert the email message to PDF, and put the file attachments in a folder on your computer where you can find them later. Again, this is a good option when we’re only converting a small quantity of emails to PDF.

3. Embed the file attachments.  You could choose to convert the email to PDF, and then place the entire file attachment inside of the PDF file.  A PDF viewer like Adobe Reader will usually display a little paper clip icon when a file is embedded. Clicking the icon will reveal the name of the file.  The file could then be saved outside of the PDF file.  This is convenient for preserving the context of the email message and the original email file attachment.

Email File attachment embedded inside a .pst file
A file embedded inside of a PDF file.

4. Convert the email file attachments into the PDF image.
This option would print your email message to the PDF file, and then convert your file attachments into the PDF image.  This is a convenient mode of conversion, because it makes everything easily visible within the PDF file.

Ok, so how do I convert email to PDF?
Right, let’s get to the meat of the matter, shall we?

If you choose method 1, “ignore file attachments and just convert the email message to PDF,”  then life is simple.  Any free “Virtual PDF Printer,” should suffice. A Virtual PDF Printer will capture the print image of your email message and save it as a PDF file.  In Windows 7, your print output may look something like the picture below.  So basically you just open the email message, print it using your software’s print function, and select your virtual PDF printer as the destination.  Virtual PDF printers are a very handy tool, and they will print individual email messages as well as any other document on your computer. A free virtual PDF printer that has worked well for me is Bullzip PDF.

PDF Printer
Select a virtual PDF printer

PDF virtual printer
Tell the virtual PDF printer where to save the resulting .pdf file with your email.


I don’t want to ignore email file attachments in the PDF file. Now what I do?
If you simply can’t ignore email file attachments, or if you’re converting a large quantity of emails to PDF, then you’ll need some specialized software. Fortunately, there’s a couple of good options for you to consider.

Pst Viewer Pro is Windows software for viewing email messages that are sourced as Outlook .pst or .msg files, .ost or .eml files. Pst Viewer Pro can export one message, or thousands of email messages. Using Pst Viewer Pro’s export manager, you can select the option for managing file attachments that best suites you:  save to disk, embed attachments as part of the PDF image (handles most popular document types) or save the files to disk.

Exporting .pst or .msg files to .pdf files with Pst Viewer Pro.
Save email as PDF files with Pst Viewer Pro

You can download a free trial of PST Viewer Pro software.

Add a PDF add-in to Microsoft Outlook
If you are a Microsoft Outlook user, then you should take a look at MessageExport.  MessageExport is an add-in for Outlook that lets you export your emails to PDF and other formats.  Because it’s an add-in, MessageExport is fully integrated to Outlook.

Adding Email to .PDF export to Outlook Email client.
MessageExport adds PDF and many other export formats to Microsoft Outlook

To use MessageExport, first highlight the messages you want to export. Next, choose the export format  (such as PDF – attachments convert).  Finally, click the blue “Export” button. MessageExport goes to work converting your Outlook email messages and file attachments into PDF files.

You can download a free 15 day trial of MessageExport.

Converting email messages to PDF can be very simple, or fairly complex, depending on how many emails you are exporting, and how you want to handle email file attachments. A virtual PDF printer can be very useful for converting a handful of emails to .pdf.  For more complicated email-to-pdf export operations, Pst Viewer Pro or the MessageExport add-in for Outlook may be a better fit.

Leaving your job? How to take your Outlook email with you.

Microsoft Outlook has existed since the days of MS-DOS, before 1997.  There are probably billions of  Outlook .pst files, or personal storage files in the world. Each contains a wealth of a history, thousands of email messages, contacts, calendar items, journal entries, notes, and file attachments.  Until Outlook 2003,  pst files had a size limit of 2GB, forcing users to create even more PST files, lest the file become corrupt and they lose their data.

If a company was organized, these old .pst files were archived in a centralized data vault where they remain until needed for legal reasons. Or they were converted to different formats such as PDF/A and then archived.

When leaving a job, a worker would understandably want to make a copy of a pst file. From the employee’s perspective, a .pst file contains precious contact information which would be useful in a job search. Employers often wish to prevent employees from taking PST files with them, seeing this practice as a threat to their intellectual property. 

Some employers implement perimeter encryption.  This means that if an employee copies a .pst file to a flash drive or any other removable media, they will be unable to view the file at home; the file is only decrypted when the flash drive is connected to the company network.

It’s important to respect your employer’s wishes about network data.  You may feel that the email messages you wrote belong to you, but your employer may feel otherwise.  You don’t want your employer to sue you for stealing company property.  Also remember that your employer may be retaining a copy of every file that is copied off the company network, thereby holding employees accountable. Copying your email messages or even destroying them from inside of MS Outlook will not permanently remove the messages from your employers email backups.

Assuming your employer didn’t encrypt the pst file when you copied it to your flash drive, you could buy your own copy of Outlook and use to access the pst file.  The downside of this is that it could a week or more for the files to become fully indexed by Windows, making it very difficult or impossible to find the data you need today by searching in Outlook. 

An alternative to Outlook that would allow immediate searching and viewing of the emails in your .pst file would be to use a 3rd party .pst file viewer, such as PST Viewer Pro, which can also read individual Outlook .msg files as well as pst files.

Copying PST files can be difficult, however. Since the 2GB size limit was removed in Outlook 2003, PST files may be gigantic, maybe 20 GB or even larger.  You’ll need a good sized flash disk and a lot of time to copy that file.

Maybe you would prefer to be more selective, and not take the entire pst file. An alternative to taking the entire PST file would be to just copy the most important emails. If you drag and drop a selection of messages from Outlook to a desktop folder, they will be converted to a .msg file, which can also be opened in Outlook or a msg/pst file viewer.

A helpful tool for exporting and organizing Outlook email messages is MessageExport. It’s an add-in for Outlook that can export entire email folders. MessageExport can save emails to PDF (either one email to one PDF file, or many emails to one PDF file), or export the selected messages to a single MBOX file for later import to Thunderbird.

MessageExport lets you create thousands of possible combinations for exporting Outlook message that can be combined into unique “export profiles” to suite just about any need. It also has a scheduler to automatically export new emails on a regular basis.
For example, say you set up a folder in Outlook called “Kudos,” into which you copied every nice email your boss sent you. Since these emails could be helpful in a job search some day, why not save them?  MessageExport could look into the Kudos folder every day, and if it sees that you copied in a new message, it can save it as a pdf file that you could easily take with you. 

Have you copied your PST file from a company you worked at? What was your result? Tell us below.