Bulk Converting Outlook E-mail to PDF Files: Two Software Products To Get the Job Done

PDF portable document format is great way to future-proof Microsoft Outlook email messages for archiving purposes. This article looks at two software products that will help you bulk convert Outlook messages and their email attachments into pdf format: Pst Viewer Pro, and MessageExport, an add-in for Outlook.

Pst Viewer Pro Email Viewer
PstViewer Pro is a Windows desktop software application that can access Outlook email messages that are stored in different formats, including large .PST and .OST files, and individual messages in .MSG and .EML files.  Functionality includes very strong email-to-PDF export capabilities.  The developers give you capabilities that are difficult to find in other email conversion applications, such as the ability to export many emails into a single PDF file. You can also export individual emails into single .pdf files.

Image shows the main Pst Viewer Pro window, with email selected.
Pst Viewer Pro main window.

In the realm of email conversion software, file attachments are often ignored or extracted and saved to a hard disk.  Pst Viewer Pro is able to convert the most common attachments into the PDF image. If they are unable to be converted, attachments will be embedded as separate files so that the context of the file to the email will remain intact.

Using Pst Viewer Pro, you can perform bulk conversions of thousands of emails to .pdf format. If your Windows computer has a 64-bit operating system, the Pst Viewer Pro installer package will automatically install the 64-bit version on your computer, allowing you to take advantage of  higher amounts of memory and speed.

While MessageExport, the next software package we will look at, operates as an add-on inside of Outlook, Pst Viewer Pro does not require the presence of Outlook.

Click here to learn more about Pst Viewer Pro and download a free 15 day trial.

MessageExport Add-In for MS Outlook
MessageExport is an add-on for Outlook that is also developed by Encryptomatic LLC, the creators of Pst Viewer Pro.  MessageExport is tightly integrated with Microsoft Outlook 2003/2007/2010 and 2013. It works with 64 bit or 32-bit versions of Outlook.

Image shows user selecting the PDF export format from the MessageExport drop down list in MS Outlook.
MessageExport Add-in for Outlook

MessageExport can be used in a variety of useful ways, such as processing entire folders of emails to PDF and other formats. MessageExport’s timer function lets users setup a regular process that can be performed on a folder directory. For example, say I want to convert all emails I receive from you to PDF, and then have them moved to a specific folder on my network drive.  Using Outlook’s Rules function, I can move all emails from you into a specific folder. Then, I can have MessageExport process all emails in that folder to PDF and save them to my network.  MessageExport will only process new emails, and can remember those that it has already converted to .pdf.

Using MessageExport, you can convert thousands of emails to PDF. There is no pre-defined limit on the number of messages that can be processed.

Click here to learn more about MessageExport and download a free trial.

Converting .Pst Files To .PDF From Windows Command Line

Pst Viewer Pro is a flexible tool that can help you search, view and convert your email messages.  Source email formats supported include Outlook .pst and .ost files, .msg email messages, and RFC-822 formatted .eml files.   When working with Outlook messages, it is not necessary to have Outlook or MAPI installed on the computer; Pst Viewer Pro works independently of Outlook.
Pst Viewer Pro is a Windows email viewer that virtually anyone can install and operate through the normal Windows GUI point-and-click interface. Although most Pst Viewer Pro users will never use this specialized functionality, it adds a tremendous amount of value for those who need it, and it is included at no extra cost with each license.
Every copy of Pst Viewer Pro also includes a command line tool called PstViewerConsole.exe. This tool extends the capabilities of the software to the Windows command line. It can be implemented from a DOS batch file, and parameters and email files can be passed directly to PstViewer Console.
There are several options that may be specified. Two of the most commonly used are -p for Print, -e for Export. Let’s examine each one briefly.

Configuring Export Profiles for Email Conversion

When calling Pstviewerconsole.exe from the Windows DOS prompt, the command format is:
Usage: PSTViewerConsole.exe [options] [<file1> [<file2> …]]

Command Usage

-p, –print
This function will print the specified message to the specified printer.
Usage: PSTViewerConsole.exe –print <file[s]>

-e, –export
Export messages with predefined profile.
Usage: PSTViewerConsole.exe –export <profile name> [–outputdir <folder>] <file[s]>

The command line may include the name of any of Pst Viewer Pro’s export profiles. For example, to export messages to .PDF format using the  Pst Viewer Pro profile titled “PDF – attachments converted/included,” here is how your PstViewerConsole command line would be setup:
“C:Program FilesEncryptomatic, LLCPSTViewer ProPSTViewerConsole.exe” –e “PDF – attachments converted/included” “C:your_file.msg”
In the this example, PstViewerConsole would load the profile “PDF-attchments converted/included,” and convert the email inside a .pst file into individual .pdf files.
You can easily make changes to any of the export profile settings within Pst Viewer Pro. Any changes will carry through when the profiles are called using PstViewerConsole.exe.
Changes to Pst Viewer Pro’s Export Profiles are best accomplished by starting the GUI version of Pst Viewer Pro, selecting the profile you want to change from the drop down list, and then clicking the “Edit Profile” button.
Screen image of Pst Viewer Pro toolbar showing how to edit export profiles.
Edit Email Export Profile Settings

After clicking the Edit Profile button, you’ll see the Export Profile Editor window. From here, you can edit any setting relating to the profile.  For example, with the “PDF -attachments converted/included” profile, you can specify the page size of the .pdf files, the orientation of the page, how to handle email file attachments, where the messages should be saved, and much more. Any changes made to this profile when it is called by PstViewerConsole.exe from the Windows command line.

Export Profile Editor

For more detail on using PstViewerConsole.exe, please consult the Help file from Pst Viewer Pro. You’ll find all the command line parameters documented, and sample command line constructs for accomplishing different tasks.

Image of Pst Viewer Pro help file. Section discusses how to convert Outlook .pst files to .pdf and other formats from Windows dos prompt.
Pst Viewer Pro Command Line Parameters Are Discussed In the Help File

We hope this article helps get you started using Pstviewerconsole. You can always reach the Pst Viewer Pro support team with specific questions. 

Appending An Email Message To An Existing PDF File

The most recent version of Pst Viewer Pro includes new features that customers have been asking for, such as the ability to export individual email messages to an existing PDF file.

One of our customers took the time to explain to use the usefulness of a feature like this. While Pst Viewer Pro has long provided the ability to export emails to individual PDF files, and more recently to a single PDF file, there was no practical way to export individual emails to an existing PDF.  Our customer explained that she was required to collect messages relating to a legal case, and that the messages needed to be organized into a single pdf document.  With this feature, she can now continue adding correspondence to a PDF file even if they are found in different .pst files or are discovered at different times. Prior to this feature in Pst Viewer Pro, she needed to individually export the message to PDF and then use a different tool to append the newly created file to an existing one. This feature will save her hours of work and eliminate a redundant process.

Here’s how use this new feature.

Toolbar bar icon for appending a email to an existing pdf file with Pst Viewer Pro.
Append email messages to a pdf file.

First, open an Outlook .pst or .ost file, or select the folder where your .eml or .msg files are located.  Pst Viewer Pro goes to work reading in the email messages and then displays them in a file.

Next, click on an email that you want to export to .pdf.  After the message is selected, choose the export profile (in our case we will choose from the drop down a profile named, “PDF – attachments embedded”).  To export the file to the selected format, click the +PDF button from Pst Viewer Pro’s main toolbar.  Enter a name for the file — let’s call it PDF1 —  and Pst Viewer Pro will create a file calledf PDF1.pdf that contains with our email message.

Say we find another email and we want to add to PDF1.pdf. How can do we do that?
Follow the same process we just mentioned in the paragraph above. When it comes time to name the file, click on PDF1.pdf.  Pst Viewer Pro will append the new email message to the bottom of PDF1.pdf.

Download a free trial of Pst Viewer Pro, or visit the product’s home page for more information.

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 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.