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Export Outlook to DOCX

Export Outlook to DOCX
Saves Outlook email messages to Microsoft Word DOCX files with attachments and downloading external images.
Version: 4.21 released on August 22, 2022.
(4.8 / 112 reviews)

Export Outlook to DOCX
"Export Outlook to DOCX" has an advanced version

Main features:

  • Saves Outlook messages in DOCX files for viewing and editing in all versions of Microsoft Word text editor.
  • Exports Outlook emails to Word from one or more mailboxes at once.
  • Maintains the hierarchy of exported Outlook folders.
  • Allows you to organize resulting Word files into folders according to specified criteria: by date, sender or recipient data, subject, or a custom parameter.
  • Provides the possibility to save attachments and external images from original messages.
  • Allows you to customize the margins and the message header in the final Word document.
  • Automatically saves incoming Outlook emails as Word documents via integration with Outlook rules.
  • Exports messages for a specific period.
  • Contains a separate command line app for bulk export of Outlook emails to Word.

How do I export Outlook emails to Word documents?

During conversations, you often need to edit the data and compose new documents based on their content. The most familiar tool for this purpose is the Microsoft Word text editor. By saving important Outlook emails as Word documents, you can always open, view, and modify them even without access to the Internet or an email client.

Many Outlook users who want to store and share emails as Word documents face the issue of exporting messages in an appropriate format, such as DOCX. Indeed, Outlook does not have an option to export emails to DOCX, DOC, or RTF directly. Let's see how this problem can be solved.

How to save Outlook emails to Word documents (DOCX format) - manual method

You can export Outlook emails to Word while preserving the original formatting using the MHT and HTML file types that Outlook offers with the Save As feature.

After saving a message in one of these file formats, you can open the resulting file in Microsoft Word and re-save it going to File > Save As and selecting the desired file extension: .docx.

Using the "Save As" feature has serious limitations:

  1. Only by saving messages one at a time, you will also save the original formatting.
  2. It is impossible to save attachments using this kind of export of emails from Outlook to Word.

How to save information from multiple Outlook emails in a text file - manual method

If keeping the source formatting and attachments is not essential to you, and you only want to export text data from multiple emails, you can save their contents in one text file.

To do this, select several messages and in the File > Save As menu choose "Text Only (.txt)".

The data will be exported to a single plain text file without formatting and attachments. The resultant file will contain only the texts and headers of the messages following each other.

The main drawbacks of exporting Outlook emails to a TXT file:

  1. Messages are saved in a single text file without formatting or attachments. As a result, some important data may be lost.
  2. This method is only applicable for converting messages from the current Outlook folder. Using it, you will not be able to export Outlook emails to Word from different locations.

How to save multiple Outlook emails in DOCX for Word - automatic method

So what option do you choose if you need to export multiple Outlook emails to separate Word documents, preserving formatting and attachments? A professional, automatic export software can help you to save any number of emails from different folders and mailboxes. The "Export Outlook emails to Word (DOCX)" utility is quick and easy to set up:

  1. Select folders of emails to export and add PST data files when setting up the utility.

    If you need to convert messages from certain PST files to DOCX format, use the Convert Outlook emails from PST to Word (DOCX) utility.

  2. Indicate the destination folder and set up the utility so that the final documents are organized into folders using macros.
  3. The utility will retain the original directory structure if the Create subfolders option is checked.
  4. You can upload external images from the messages and save the attachments.
  5. Specify a fixed or custom period for which the messages should be exported.
  6. On the Page Setup tab, specify the margin size and whether to include additional recipients in the header.
  7. Decide what to do with the exported messages on the Advanced tab:
    • move them to a specified Outlook folder;
    • delete emails saved to Word documents permanently.

Automatic export of incoming emails to Word documents using Outlook rules

A unique feature of this Outlook add-in is automatic saving of incoming messages in DOCX files through integration with Outlook rules.

The utility contains a ready-made VBA script that can be copied when configuring the utility in the "Manage Favorites" dialog box. Add the copied script to the Outlook VBA project file in the Microsoft Visual Basic editor. Then create a new rule using this script.

Export Outlook emails to Word documents using the command line

Get a ready-made command line in the standalone version of the utility. This command line is provided to start an automatic bulk export of Outlook emails to Word documents from different Outlook profiles or multiple mailboxes on the Exchange server.

The command line can also be used in tandem with Windows Scheduler to export Outlook emails to Word documents on a scheduled basis.

Conclusion

Although Outlook does not offer possibilities for the direct saving of emails in Word document format, you can try to get around this problem. You can export the necessary emails to Word one at a time using transitional HTML or MHT file types. Or you can save the text of multiple messages in a single text file without the original formatting or images. In both cases it is impossible to save attachments from emails.

The easiest and most convenient way is to export Outlook emails to Word documents in DOCX format directly with a professional software such as the advanced version of the "Export Outlook emails to Word (DOCX)" utility. That way, you save all your messages in individual DOCX files without losing any formatting or images. You can save attachments in separate folders next to the resulting Word files. This Outlook add-in can export any number of messages from any location automatically and on a schedule.

OutlookFreeware.com Outlook Ribbon
All utilities easily integrate with Outlook (optionally)

* This utility is for non-commercial home use only. It will not run in domain enviroment. Some of the described features and support for domain enviroment are available in advanced version of the utility only. Free version may have additional limitations.


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