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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How to Convert Outlook .Pst or .Msg Files into .Pdf Files

Pst Viewer Pro is a viewer for email messages stored in Outlook .pst and .msg files. One of its useful features is the ability to convert Outlook email into .PDF files. This short tutorial covers the process, step by step, of how to convert email to .PDF using Pst Viewer Pro.

The first step is to acquire a free trial of Pst Viewer Pro and start the software.

Next, use the folder tree on the left side of the page to locate the .pst file or the folder where your Outlook .msg files reside.

Search your files to locate the messages that you need. Here’s an article we wrote earlier that explains how to use Pst Viewer Pro’s email search function.

When the email messages that you want to convert to .PDF are displaying in the mail list, click on one of the messages and then type CTRL-A on your computer to select all messages. They should all show a blue highlight.

Outlook Pst Viewer list of email messages.
Selected messages in Pst Viewer Pro are highlighted

Now that our message is selected, let’s click on the Export Icon in the main toolbar.

Microsoft Outlook pst viewer toolbar
Location of the Email Export icon in Pst Viewer Pro

Clicking the Email Export Icon causes the appearance of the Export Manager screen.

Use the drop down box in the Export Manager to select the desired export profile. For our purposes, we will select “PDF-attachments converted/included.”

Pst Viewer Pro export manager
Pst Viewer Pro Email Export Manager
This export profile attempts to convert the email files as part of the .PDF image. If Pst Viewer Pro is unable to convert the attachment, the the file attachment will be embedded as a separate file within the PDF that can be extracted later. Click start to begin the email export process.

Select an email export folder
Select a folder

If a target destination has not been already set in the export profile, Pst Viewer Pro will ask you where you want it to place the PDF files it creates from your email messsages. Select a target folder and click OK, and the export operation will proceed.

When the operation is complete, you will find the .pdf files in the target folder you specified earlier. Below is an image from a .pdf file that I converted, as displayed in Adobe PDF Reader. The top of the PDF shows the From, To, Sent Date and Subject from the email, followed by the HTML or Text of the email body.

An email message has been converted to a PDF file.
Email converted to .pdf format.

In our next article, we will look at changing Pst Viewer Pro’s PDF Export profile so that you can customize the PDF’s that it generates. For example, you may prefer to export to legal or European standard page formats. Until then, enjoy your free trial of Pst Viewer Pro!

Any comments or questions, please post them in the comments on this page.

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.