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.


Opening .Msg Emails And File Attachments Without Outlook

.MSG files are Outlook email messages. Here’s how to open msg files if you don’t have Outlook.

Microsoft Outlook emails that have been saved outside of Outlook are formatted as msg files. They contain all the information that is pertinent to the email, including the message, file attachments, To, From, Subject, internet header, sent time and date, received time and date, and hundreds of other pieces of information (MAPI properties) that are typically not visible.
Pst Viewer Pro is a Windows software application that can open all types of Outlook email messages including .msg files, .pst and .ost files. Pst Viewer Pro lets you view a directory of email messages by organizing them in a viewing pane.  You can sort the emails by date if you wish and browse through them individually. You can also search the messages by many different criteria to find the specific emails you want to read.
Open File Attachments in .MSG files
Pst Viewer Pro gives access to email file attachments stored in .msg files. You can open attached files by double clicking on them.  Save a copy of the file attachments by simply dragging and drop them on your desktop.
Outlook Msg Viewer software for Windows
Pst Viewer Pro opens Outlook .msg files
If you need to extract file attachments in bulk from dozens or hundreds of  Outlook msg files, Pst Viewer Pro can do this for you in just a few clicks.   Here’s how to do it:
First, select the .msg files from the mail list window. Ctrol-A will select all messages in the list.
Next, choose “Extract Attachments” from the Export Window.
Click the Export button, and select the folder where Pst Viewer Pro should save your files.
Extract file attachments from Outlook .msg files with Pst Viewer Pro
Export file attachments in bulk from Outlook MSG files with Pst Viewer Pro
Export MSG files to PDF
If you want to archive your Outlook .msg files to a more common and easily managed format, Pst Viewer Pro can convert them to PDF format.
There are three basic modes for converting MSG files to PDF.
“PDF-attachments embedded” will include email file attachments as separate files within the pdf. They can later be extracted from the pdf file, but this method preserves the context of the attachments by keeping it associated with the email message.
“PDF – attachments converted/included” will convert most document file attachment types into the PDF image.  This method prevents attachments from being extracted as separate files and edited.
“PDF-attachments saved to disk” will convert the message to a PDF file, while copying the file attachments from the email and saving them to a folder on your hard drive.
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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.