How To Export An Email From Outlook : Saving Single Email As Eml Format

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Exporting a single email from Outlook typically involves saving the message as an EML or MSG file for external use. Knowing how to export an email from Outlook is essential when you need to archive messages, share them with others, or move them to a different email client. This guide walks you through every method, from simple drag-and-drop to advanced PowerShell scripts, so you can choose what works best for your workflow.

Outlook offers several ways to export emails, depending on whether you want one message, multiple messages, or your entire mailbox. The process varies slightly between Outlook for Microsoft 365, Outlook 2021, 2019, and older versions, but the core steps remain the same. Let’s break it down step by step.

How To Export An Email From Outlook

Before we start, it helps to understand the file formats. EML files work with most email clients like Thunderbird, Gmail, and Apple Mail. MSG files are Outlook-specific and preserve formatting and attachments better. Choose EML for maximum compatibility, or MSG if you plan to re-import into Outlook later.

Method 1: Drag And Drop To Desktop

This is the fastest way to export a single email. It works in Outlook 2010 through Outlook 365.

  1. Open Outlook and locate the email you want to export.
  2. Click and hold the email in the message list.
  3. Drag it to your desktop or any folder in File Explorer.
  4. Release the mouse button. The email saves as an .MSG file automatically.

Thats it. The file appears on your desktop with the subject line as the filename. If you drag multiple selected emails, each one saves as a separate MSG file.

One small catch: this method only works if Outlook is not minimized. You need to see both the Outlook window and your desktop at the same time. If you have a single monitor, try resizing Outlook to the left half of your screen and the desktop to the right half.

Method 2: Save As EML Or MSG

For more control over the file format, use the Save As option. This lets you choose between EML and MSG formats.

  1. Double-click the email to open it in its own window.
  2. Click “File” in the top-left corner.
  3. Select “Save As” from the menu.
  4. Choose a location on your computer.
  5. In the “Save as type” dropdown, select either “Outlook Message Format – Unicode (*.msg)” or “Text Only (*.txt)”.
  6. Note: For EML format, you need a different approach. Outlook doesn’t natively save as EML from the Save As dialog. Use the drag-and-drop method instead, or copy the email to a folder and change the extension manually.
  7. Click “Save”.

If you need EML format, here’s a workaround: drag the email to your desktop (which saves as MSG), then rename the file extension from .msg to .eml. Windows may warn you about changing the extension, but it usually works fine. Some users report that attachments don’t always survive this conversion, so test with a sample email first.

Method 3: Export Multiple Emails Using The Built-In Export Tool

When you need to export many emails at once, Outlook’s import/export wizard is your best bet. This method creates a PST file, which is a personal folder file that contains all selected emails.

  1. Go to “File” > “Open & Export” > “Import/Export”.
  2. Choose “Export to a file” and click “Next”.
  3. Select “Outlook Data File (.pst)” and click “Next”.
  4. Choose the folder containing the emails you want to export. Check “Include subfolders” if needed.
  5. Click “Next” and choose a save location for the PST file.
  6. Set a password if desired (optional).
  7. Click “Finish”.

The PST file contains all emails from that folder. You can later open this PST file in Outlook on another computer, or use third-party tools to extract individual messages. This method is ideal for backups or migrating to a new computer.

One downside: PST files can become very large. If you’re exporting thousands of emails, the process might take several minutes. Also, Outlook must be closed during the export if you’re using certain add-ins, so close other programs to avoid errors.

Method 4: Print To PDF

Sometimes you need a readable copy without preserving the original email format. Printing to PDF is perfect for sharing with people who don’t use email clients.

  1. Open the email in its own window.
  2. Press Ctrl+P (or Cmd+P on Mac).
  3. In the printer dropdown, select “Microsoft Print to PDF” or any PDF printer like Adobe PDF.
  4. Adjust settings like page size and orientation if needed.
  5. Click “Print” and choose a save location.

The resulting PDF includes the email body, headers (To, From, Subject, Date), and sometimes attachments if you select the right options. However, attachments in the PDF are usually embedded as images or links, not separate files. For preserving attachments as separate files, use the MSG or EML methods instead.

Method 5: Forward As Attachment

This method is useful when you want to send the email to someone else while keeping it in your own mailbox. It creates an EML file that you can save or forward.

  1. Open the email.
  2. Click “Forward” in the ribbon.
  3. In the new message window, you’ll see the original email attached as an .MSG file (or .EML in some versions).
  4. Right-click the attachment and select “Save As” to save it to your computer.
  5. Alternatively, address the forwarded email to yourself and send it, then save the attachment from your inbox.

This method is quick but creates a duplicate in your Sent Items folder. If you don’t want that, delete the forwarded message after saving the attachment. Also, note that the attachment format depends on your Outlook version; newer versions often use MSG.

Method 6: Export From Outlook Web App (OWA)

If you use Outlook on the web (browser version), exporting is slightly different. You can’t directly save as MSG or EML, but you can download emails as EML files.

  1. Log into Outlook.com or your Office 365 webmail.
  2. Select the email you want to export.
  3. Click the three dots (More actions) in the toolbar.
  4. Choose “Download” or “Save as”.
  5. The email downloads as an .EML file to your default download folder.

This method works for single emails only. For bulk exports from OWA, you might need to use the desktop version of Outlook or third-party tools. OWA also supports printing to PDF using your browser’s print function (Ctrl+P).

Method 7: Using PowerShell For Advanced Users

If you’re comfortable with scripting, PowerShell can export emails in bulk with specific filters. This is useful for IT admins or power users who need to automate the process.


# Example PowerShell script to export emails from Outlook
$outlook = New-Object -ComObject Outlook.Application
$namespace = $outlook.GetNamespace("MAPI")
$inbox = $namespace.GetDefaultFolder(6) # 6 = Inbox
$emails = $inbox.Items | Where-Object { $_.Subject -like "*report*" }
foreach ($email in $emails) {
    $email.SaveAs("C:\Exports\$($email.Subject).msg", 3) # 3 = olMSG
}

This script exports all emails with “report” in the subject to a folder. You can modify the filter criteria and output format. Be careful with large mailboxes, as the script may run slowly. Always test on a small set first.

Common Issues And Fixes

Exporting emails isn’t always smooth. Here are frequent problems and how to solve them.

  • File too large: If you get an error about file size, try exporting fewer emails at once. PST files have a 50GB limit in older Outlook versions.
  • Missing attachments: When using Save As, attachments are usually included. If they’re missing, try the drag-and-drop method instead.
  • Cannot find Import/Export option: In Outlook 2016 and later, the option might be hidden. Go to File > Options > Quick Access Toolbar and add “Import/Export” to your toolbar.
  • EML file doesn’t open: Make sure you’re using a compatible email client. Windows Mail, Thunderbird, and Gmail all support EML files. If it still doesn’t open, try renaming the extension to .msg.
  • Outlook crashes during export: Close all other programs, disable add-ins temporarily, and try again. If the problem persists, repair your Office installation.

Which Method Should You Use?

Your choice depends on your specific need. Here’s a quick guide.

  • Single email, keep formatting: Drag and drop (MSG format).
  • Single email, maximum compatibility: Drag and drop, then rename to .eml.
  • Multiple emails for backup: Export to PST using the wizard.
  • Share with non-Outlook users: Print to PDF or forward as attachment.
  • Automate the process: Use PowerShell.
  • Webmail users: Download from OWA.

Frequently Asked Questions

Can I export an email from Outlook to a PDF without printing?

Yes, you can use the “Save As” option and choose PDF if you have a PDF add-in installed. Alternatively, use the print to PDF method described above. Some third-party tools also offer direct PDF export.

How do I export multiple emails from Outlook at once?

Select multiple emails by holding Ctrl while clicking, then drag them to a folder. Each email saves as a separate MSG file. For a single PST file containing all emails, use the Import/Export wizard and choose “Export to a file”.

What is the difference between EML and MSG files?

EML files are standard internet email format used by most email clients. MSG files are proprietary to Outlook and preserve more metadata like categories, flags, and custom properties. MSG files also keep attachments embedded, while EML files may handle them differently.

Can I export an email from Outlook to Google Drive or OneDrive?

Not directly. You need to export the email to your computer first (as MSG or EML), then upload the file to your cloud storage. Some third-party tools integrate with cloud services, but native Outlook doesn’t support direct cloud export.

Why does my exported email look different from the original?

Formatting changes can occur when saving as plain text or when converting between formats. For best results, use MSG format and open the file in Outlook. If you need to preserve exact formatting, avoid converting to PDF or plain text.

Exporting emails from Outlook is a straightforward process once you know the right method. Whether you’re archiving important messages, sharing information with colleagues, or migrating to a new email system, these techniques give you full control over your data. Start with the simplest method—drag and drop—and move to more advanced options as needed. With practice, you’ll be able to export any email in seconds.