Save Outlook 365 Email as MSG: A Complete Guide

Outlook 365 (also known as Microsoft 365) is one of the most widely used email clients in the business world. It offers a variety of tools and features for email management, including the ability to save individual emails in different formats. One of the most useful formats for saving Outlook emails is MSG. Saving emails as MSG files allow you to keep a standalone file containing the email’s metadata, attachments, and message body. This format is especially helpful for users who need to archive or share specific emails without involving the entire mailbox.

In this comprehensive guide, we will walk you through the process of saving Outlook 365 emails as MSG files, explain why you might want to do so, and provide additional tips on how to efficiently manage and use these files. We’ll also dive into some potential issues you might encounter and how to troubleshoot them, as well as explore related topics like email management and data backup strategies.

Why Save Outlook 365 Emails as MSG?

Before we dive into the step-by-step instructions, it’s important to understand why you might want to save Outlook 365 emails as MSG files. Here are a few reasons why saving emails in this format could be beneficial:

1. Easy Email Archiving

Saving emails as MSG files allow you to archive important communications without cluttering your inbox. This can be especially useful for legal purposes or future reference in business environments.

2. Stand-Alone File Format

Unlike other formats (such as PST or EML), MSG files are self-contained, which means that the email’s attachments, metadata, and content are stored in a single file. This makes it easy to store and share emails without relying on Outlook.

3. Efficient Email Sharing

If you need to send a single email to someone without them having to access your Outlook account, saving the email as an MSG file is an efficient solution. The recipient can simply open the MSG file with Outlook or compatible software to view the email in its original form.

4. Compatibility with Other Software

MSG files can be opened with several other email clients, making them versatile for sharing or migrating emails between different platforms.

5. Organized Storage

When saved as individual MSG files, emails are easier to organize compared to other formats. You can save them in folders, use them for indexing, or even integrate them with document management systems.

Related article: Office 365 Tenant to Tenant Migration

Step-by-Step Guide: Save Outlook 365 Email as MSG

Now that you know why saving emails as MSG files is beneficial, let’s walk through the process of saving your Outlook 365 emails in this format.

Method 1: Using Outlook Desktop Application

The Outlook desktop application provides a simple and efficient way to save emails as MSG files. This method works for both individual and multiple emails.

Steps:

1. Open Outlook: Start by launching the Outlook desktop app on your computer.

2. Select the Email: In your inbox or folder, locate and open the email you want to save.

3. Drag and Drop to a Folder: One of the easiest ways to save an email as an MSG file is by simply dragging and dropping the email into a folder on your computer.

   • Click on the email in the list.
   • Hold down the left mouse button and drag the email to an open folder on your desktop or any location on your file system.
   • Release the mouse button to drop the email in that folder. The email will automatically be saved as a .msg file.

4. Save As (Alternative Method):

   • Right-click on the email and select Save As.
   • In the "Save As" window, choose the location where you want to save the email.
   • Under Save as type, select Outlook Message Format (*.msg) from the dropdown menu.
   • Click Save.

This will save the email as a standalone MSG file, which you can easily access and open using Outlook.

Method 2: Automated Solution

The SysTools Office 365 Export Software is a powerful tool designed to simplify the process of exporting Outlook 365 emails. It allows users to easily export emails, contacts, calendars, and other mailbox data to various formats, including MSG. This tool offers a user-friendly interface, enabling selective exports based on date range, folder, or specific items. Whether you need to back up emails, migrate data, or save messages in a particular format like MSG, this solution provides an efficient solution for managing Office 365 email data with ease. Try this solution for free now and continue with migrating cloud data.

Steps to follow:

• Choose "Office 365" as the source and "MSG" as the destination platform.
• Select the desired export categories from Office 365 under Workload.
• Use the Date-Range Filter for selective mailbox data export, then click Next.
• In the Source Office 365 window, enter the Admin Email ID for validation and the Application ID created during project setup. Click "Validate."
• Set the destination folder for MSG file storage.
• Add users to be processed from the source account via Fetch or Import Users.
• Once validation is complete, click "Start Export" to begin the export process.

Method 3: Using Outlook Web App

The Outlook Web App (OWA) is the browser-based version of Outlook 365. Unfortunately, the web version doesn’t have a native feature to save emails directly as MSG files. However, there is a workaround using a browser extension or automated tools.

If you need to save emails as MSG from the web version, here’s what you can do:

1. Forward the Email: Forward the email to another email address that you can access using the Outlook desktop app.

2. Open the Email in the Desktop App: Open the forwarded email in your desktop app and then follow the steps in Method 1 to save it as an MSG file.

While this method is not as seamless as using the desktop version, it still allows you to save your emails in the MSG format.

Common Issues When Saving Emails as MSG

While saving Outlook 365 emails as MSG files is usually straightforward, you may encounter a few issues. Here are some common problems and their solutions:

1. MSG File Not Opening

If you're having trouble opening the MSG file, it could be because the file association is incorrect or the file was corrupted during the save process.

• Solution: Ensure that the MSG file is associated with Microsoft Outlook. Right-click on the file, select Open with and choose Outlook.

2. Cannot Save Multiple Emails at Once

Outlook does not natively support batch-saving emails as MSG files.

• Solution: To work around this limitation, you can use automated tools or scripts that enable bulk conversion to MSG format.

3. Loss of Formatting or Attachments

Sometimes, the attachments or formatting in the email may not appear correctly when the file is saved.

• Solution: Double-check that the email is fully loaded before saving and ensure attachments are included by verifying them within the MSG file.

Benefits of Saving Emails as MSG Files

There are several advantages to saving emails in the MSG format. Here are a few key benefits:

1. Archiving and Legal Compliance

For businesses that need to retain emails for legal or compliance purposes, saving them as MSG files ensures that you can store emails securely and independently from Outlook. This makes it easier to retrieve them when necessary.

2. Offline Access

MSG files are standalone files that you can access offline without an internet connection. This is useful if you need to refer to specific emails while working in areas with limited or no internet connectivity.

3. File Integrity

Since MSG files are self-contained, the integrity of the email, including attachments, formatting, and metadata, is preserved. This makes them ideal for sharing or long-term storage.

4. Simplifies Email Sharing

When you share emails in MSG format, recipients can easily open the file without needing to access your Outlook account. This makes the sharing process more secure and efficient.

Best Practices for Email Archiving in Outlook 365

In addition to saving individual emails as MSG files, there are several best practices for archiving emails in Outlook 365. These practices can help keep your inbox organized and ensure that important emails are stored securely:

1. Use the Archive Feature: Outlook 365 offers an Archive feature that allows you to move old emails out of your inbox into a designated folder. This is a great way to keep your inbox tidy while still retaining important messages.

2. Create Folders for Organization: Organize your emails into folders based on categories such as projects, clients, or periods. This makes it easier to locate and manage your archived messages.

3. Use Email Search and Filters: Outlook offers powerful search and filtering capabilities. Use these tools to find specific emails quickly when you need to access archived messages.

4. Regularly Backup Your Emails: Consider regularly backing up your emails to prevent data loss. You can use tools like Outlook PST Export or automated solutions to create full backups of your email data.

Conclusion

Saving Outlook 365 emails as MSG files is an incredibly useful technique for managing, archiving, and sharing emails efficiently. Whether you’re using the Outlook desktop application or working with the Outlook Web App, following the right steps ensures that your email data is preserved in a secure, accessible format. By understanding the benefits and limitations of MSG files, you can integrate them into your broader email management strategy to keep your Outlook environment organized and streamlined.

With this guide, you should now be equipped with all the knowledge you need to save, manage, and troubleshoot MSG files. Whether you’re archiving important emails for legal purposes, sharing standalone emails with colleagues, or backing up your Outlook 365 data, MSG files are a versatile tool that can help you stay organized and efficient.