How to Convert Multiple Outlook Emails to Word Documents?

Why Export Outlook Emails to Word Documents?

There are several reasons why converting Outlook emails to Word documents is beneficial:

1. Archiving: Word documents can be easily stored and organized for future reference.
2. Sharing and Presentation: Word documents can be shared and formatted for presentation, making them ideal for meetings and reports.
3. Data Backup: By saving emails in Word format, you create an offline backup of your important communications.
4. Editing and Customizing: Word provides more flexibility to edit, customize, or add annotations to your emails.

Methods to Convert Outlook Emails to Word Documents

There are different methods to convert Outlook emails into Word documents, depending on the tools available to you. Let’s explore the easiest and most effective methods.

Method 01: Manually Copy and Paste Emails into Word

This method works well if you only need to convert a few emails. Here’s how to do it:

1. Launch and Open Outlook on your computer.
2. Click on the email you wish to convert. You can hold down the Ctrl key to select multiple emails.
3. Right-click on the email and select “Copy” or use the Ctrl + C shortcut.
4. Launch Microsoft Word and create a new document.
5. Click into the document and paste the email content using Ctrl + V. Alternatively, right-click and select “Paste“.
6. Once the email is pasted into the Word document, save it by clicking on “File” and selecting “Save As”. Choose the location and file name for the document.

While this method is simple, it may not be the most efficient when dealing with multiple emails, as it requires manual work for each one.

Method 02: Exporting Emails to PDF and Converting to Word

If you have a large number of emails and want to automate the process a bit more, exporting emails as PDF files and then converting them to Word might be a good option. Here’s how you can export Outlook emails to Word Documents:

1. Open your Outlook application.
2. Use Ctrl + Click to select multiple emails that you wish to convert.
3. If you’re using Outlook on a desktop, you can directly print emails to PDF.
   • Click on “File” >>“Print” >> select “Microsoft Print to PDF”.
   • Choose the print settings and save the email(s) as a PDF file.
4. After saving your emails as PDFs, you can use online tools like SmallPDF or Adobe Acrobat to convert the PDF to a Word document. Alternatively, Microsoft Word itself allows you to open PDF files and save them as Word documents.
   • Open the PDF in Word by going to “File” >> “Open” and selecting the PDF. Word will automatically convert it to an editable document.
   • Save it as a Word document by clicking “File” >> “Save As”.

This method is efficient when you need to handle multiple emails at once, but the layout might not always transfer perfectly depending on the email’s complexity.

Method 03: Using VBA Code to Automate the Process

If you are comfortable with coding, you can use VBA (Visual Basic for Applications) scripts to automate the conversion of multiple emails into Word documents. Here’s a simple example of how to do this:

• Go to Outlook and press Alt + F11 to open the VBA editor.
• Paste the following code into the editor to loop through selected emails and save them in Word format:

Sub SaveEmailsToWord()
    Dim olItem As Object
    Dim WordApp As Object
    Dim WordDoc As Object
    Dim SavePath As String
    Dim i As Integer
    
    Set WordApp = CreateObject("Word.Application")
    WordApp.Visible = False
    
    For Each olItem In Application.ActiveExplorer.Selection
        Set WordDoc = WordApp.Documents.Add
        WordDoc.Content = olItem.Body
        SavePath = "C:\Users\YourUsername\Documents\" & olItem.Subject & ".docx"
        WordDoc.SaveAs2 SavePath
        WordDoc.Close
    Next olItem
    
    WordApp.Quit
End Sub

• After pasting the code, close the VBA editor, select the emails in Outlook, and run the macro. This script will save each email as a separate Word document.

While this method requires some technical knowledge, it is highly efficient for batch processing and automating the conversion process.

Method 04: Convert Outlook Emails to DOC Files Using Outlook

To convert Outlook emails directly to Word document files (.docx) using Outlook, you have to go through two different stages. Here are both stages:

Step 01: Convert Outlook Emails to TXT File 

• Open Outlook and navigate to the email you want to export.
• Open the email, then click File >> Save As.
• Choose a location to save the file.
• In the Save as type dropdown, select Text Only or .txt.
• Click Save.

Step 02: Save the TXT File in Word With MS Word

• Open Microsoft Word.
• Go to File >> Open and navigate to the location of your text file.
• Select the text file and click Open.
• Once the text file opens, go to File > Save As (or Save a Copy).
• Choose the location where you want to save the file.
• In the Save as type dropdown, select the desired format (e.g., Word Document (.docx)).
• Click Save.

Method 05: Automated Solution to Convert Outlook email to Word document

The DRS Softech PST File Converter is a powerful tool designed to simplify the conversion of Outlook emails stored in PST files into various formats, including Word documents (*.doc and .docx). This software provides a user-friendly interface that allows users to export emails with their complete metadata and formatting preserved, ensuring no data loss during the process. It supports bulk conversion, enabling users to convert multiple emails simultaneously, saving significant time and effort. Additionally, the tool offers advanced filtering options to help users select specific emails based on date range, subject, or other criteria. Compatible with all versions of Outlook and Windows, it is a reliable solution for professionals looking to streamline email conversions efficiently.

How to Save Outlook Emails as Word DOC?

• Install the PST File Converter Tool and launch it with administrative privileges.
• After that, click “Browse” to locate and select the PST file you wish to convert.
• Preview  your Outlook mailbox, select the desired items, and proceed by clicking “Next.”
• Under the “Save/Backup/Migrate as” section, choose the DOC/DOCX file format.
• Also, you can adjust any additional settings as needed to suit your preferences.
• Finally, click “Convert” to initiate the conversion of the Outlook data file in Word format. 

Conclusion

Converting multiple Outlook emails to Word documents can be done in several ways, ranging from manual copy-paste methods to fully automated solutions with VBA or direct software. The choice of method will depend on the number of emails, your technical comfort level, and the complexity of your requirements. For occasional conversions, manually copying emails or exporting them to PDF might suffice. However, if you’re dealing with a large number of emails regularly, using the PST Converter Tool can save time and increase efficiency.

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