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Export Notes to MSG

Export Notes to MSG
Saves Outlook notes to MSG files. It is possible to retain the original folder structure.
Version: 4.21 released on May 11, 2023.
(4.6 / 124 reviews)

Export Notes to MSG for Outlook
You can download a free limited version down below

Saves Outlook notes to MSG files. It is possible to retain the original folder structure.

Exporting Outlook notes to Microsoft Outlook MSG format allows you to save them as individual files on disk. The utility automatically saves notes from multiple folders at once. It offers advanced options for organizing archives in the most suitable way.

Main features

  • Export from multiple mailbox folders at once. You can select any mailbox folder for export.
  • Full data integrity. Preserves source folder structure, properties, categories, and information for Windows Explorer.
  • Automatic arrangement of resulting files. During the process, MSG files can be allocated to new subfolders based on desired parameters.
  • Flexible overwrite mode. You can choose to auto-rename, overwrite, or skip existing files.
  • Management of the exported notes. The exported notes can be moved to another folder or removed permanently to avoid duplicates in the future and get rid of unnecessary information.
  • Automatic selection of notes for export. The tool provides advanced filters by period, weekday, and time of the day.
  • Extracting from Enterprise Vault shortcuts. You can extract notes from the Veritas/Symantec EV archive directly to MSG files.
  • Bulk export to MSG files from multiple Outlook mailboxes and PST files. The Professional Edition of the software provides the command line application for use with batch files, PowerShell, and third-party applications.
  • Final log report. Upon completion, the utility generates a summary report with export details and errors for later use in documentation or for saving to disk.

What is the Outlook MSG format?

Microsoft Outlook uses the internal MSG format to save and store individual mailbox items: messages, notes, calendar events, contacts, and others. This format is used by Microsoft Outlook only. It is a binary file format that allows Outlook items to be saved intact, with their text, internal properties, and other information.

Why export Outlook notes to MSG?

There are several good reasons to export Outlook notes to MSG files:

  • Data preservation. MSG files are designed specifically for Microsoft Outlook, which ensures that all internal characteristics are preserved so that notes look and function the same when they are opened again in Outlook.
  • Backup and archiving. Saving to MSG files creates a backup copy where each note is stored separately for easy retrieval in the future.
  • Easy sharing. MSG files are small and easy to share, so exporting notes to MSG makes it simple to share the information with others via email, instant messaging, or other forms of communication.
  • Searchability. MSG files can be searched easily and quickly in Windows Explorer, making it easier to find specific information in a large archive.

How to manually export Outlook notes to MSG

Because MSG is a native Outlook format, it is easy to save any mailbox items, including notes, as MSG files:

  1. Navigate to the Notes section of your Outlook mailbox.
  2. Select the notes you want to export and copy and paste or drag them to a destination folder on your computer.
  3. The notes will be saved as MSG files.
  4. Repeat these steps for each source folder.

Drawbacks of manual export:

  • The process takes too long if you have many notes in different folders.
  • There is a risk of making mistakes in selecting the right notes.
  • There is no way to preserve the source Outlook folder structure.
  • It is difficult to manually save notes with the same names in MSG format.

How to automatically export Outlook notes to MSG

This tool automatically saves Outlook notes to MSG files and offers additional advanced options. Once configured, it performs mass export from different locations and organizes the resulting files into folders without any extra effort on your part. Further automation with the command line feature is a great option for regular bulk exports.

Benefits of automatic export

Automating the process of exporting to MSG files saves time and reduces the risk of human error. You can save Outlook notes from multiple folders, accounts, or mailboxes at once. The tool ensures full data integrity. It provides an option to selectively save data by date, time, and folder name for easy retrieval and storage with related documents.

Steps to automatically export Outlook notes to MSG

  1. Open the utility and click Configureā€¦ to select the source folders.
  2. Specify the folder for the resulting MSG files and use macros to automatically sort them into subfolders or rename them according to the chosen parameter.
  3. Tick "Create subfolders" to recreate the source Outlook folder tree.
  4. Choose whether to overwrite, auto rename, or skip the existing MSG files in the destination folder.
  5. Append summary information for Windows Explorer if required.
  6. To avoid duplication when exporting repeatedly, delete the exported items or move them to a separate folder.
  7. In the Advanced tab, select "Notes" from the Outlook item types.
  8. Use filters to pick notes for export by time period, weekday, and time of day.
  9. To extract notes from Enterprise Vault archives, select the appropriate option.
  10. You can save the utility settings for future use, then click Run to start.

Bulk export of Outlook notes to MSG files

Bulk export of Outlook items to MSG files can be performed using the command line app in the Professional Edition of this utility. It allows you to use scripts, batches, and Windows Task Scheduler. It automates the process of exporting large numbers of notes from multiple mailboxes. You can also schedule the export at a specific time and frequency.


Will the colors of the original notes be preserved during the export?

Yes, the exported MSG files contain all the data of the original item, including color categories and other properties.

Can I restore the exported notes from MSG files back to Outlook?

Yes, you can restore the exported items from the resulting MSG files by importing them back into Outlook.

How to export notes from multiple Outlook accounts at once?

Select the desired accounts or folders to be exported when configuring the tool.

You can also use a command line in the Professional Edition for exporting notes from multiple mailboxes in one go.

How do I avoid duplication when exporting again?

The tool offers two options to prevent duplicates when re-exporting.

1) Choose the overwrite mode for existing files when configuring the utility. You can automatically rename, overwrite, or skip the existing MSG files in the destination folder.

2) You can set the utility to move exported notes to a different folder or delete them during the export. Then, when you export the same folder again, only new items will be saved to MSG.

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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