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How to save multiple email message as text files in Outlook?

Author Kelly Last modified

Saving emails as text files in Outlook is a practical and efficient way to archive, organize, or share essential information. Whether you want to save a single email, export multiple emails as separate text files, or consolidate them into one, Outlook’s built-in tools provide basic functionality. However, these manual methods can be tedious and error-prone, especially when dealing with large email volumes. Thankfully, Kutools for Outlook offers a more advanced and streamlined solution, making the process faster and more reliable. This guide will walk you through three methods, helping you find the one that suits your needs best.

Method 1: Save one email message as a text file in Outlook (Basic and Manual)

Method 2: Batch save multiple emails as individual text files using Kutools for Outlook 👍 (Fast and Reliable )

Method 3: Save multiple emails as one text file in Outlook (For Consolidation )

Method 1: Save one email message as a text file in Outlook

This method demonstrates how to save a single email as a text file using Outlook’s built-in Save As feature. It’s a straightforward approach suitable for occasional use.

1. Select the email you want to save in the Mail list. Then click File > Save As.

2. In the Save As dialog box, please do as follows:

  1. 1). Choose the destination folder.
  2. 2). Enter a name for the text file in the File name box.
  3. 3). Select Text Only (*.txt) from the Save as type dropdown list.
    the screenshot of step about saving one email message to one text file in Outlook 1

3. Click Save to complete the process.

Note: While straightforward, this method is inefficient for saving multiple emails, as it requires repeating the steps for each email. For a faster and more convenient solution, consider the next method: Batch save multiple emails as individual text files.

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Save emails in various formats

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  • 📁 Multiple File Formats: Save emails in PDF, Excel, Word, Txt, CSV, and more for flexible archiving.
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  • ⚙️ Customizable Content: Choose to save only specific parts of an email, like the subject or body.
  • 🚀 Simplified Workflow: Streamline email management with bulk-saving capabilities.

Method 2: Batch save multiple emails as individual text files using Kutools for Outlook 👍

If you need to save multiple emails as separate text files, Kutools for Outlook’s Save Selected Emails as Files in Various Formats feature is your best option. This method is fast, accurate, and eliminates the repetitive manual work of the first method.

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Step 1: Select multiple emails

In the Mail list, choose the emails you want to save as individual text files.

  • Hold Ctrl to select multiple non-adjacent emails.
  • Hold Shift to select multiple adjacent emails.

Step 2: Access the Kutools feature

Click Kutools > Bulk Processing > Save Selected Emails as Files in Various Formats.

shot of the Save Selected Emails as Files in Various Formats featur

Step 3: Specify the save options

  1. In the Save Messages as Other Files dialog box, click the the folder icon Browse icon to select the destination folder.
  2. Check the Txt format option.
  3. In the Save Content section, choose the specific parts of the email to export (e.g., header, body).
  4. Click OK to confirm.
    shot of the Save Messages as Other Files dialog box

Result

Each selected email will now be saved as an individual text file in the chosen folder.

the screenshot of step about batch saving each email as an individual text file in Outlook 3

Why Choose Kutools for Outlook?

  • Time-Saving: Batch processes multiple emails in just a few clicks.
  • Error-Free: Eliminates the risk of manual mistakes, ensuring accurate results.
  • Customizable Options: Export specific email contents, such as headers or bodies, based on your needs.
Note: To apply the Save Selected Emails as Files in Various Formats feature  utility of Kutools for Outlook, firstly, you should download and install Kutools for Outlook.

Method 3: Save multiple emails as one text file in Outlook

If you prefer consolidating multiple emails into a single text file, this method is straightforward but less flexible compared to Method 2.

1. Select multiple emails in the Mail list. Click File > Save As.

doc save multiple emails to one txt file 1

Note: Use Ctrl or Shift to select nonadjacent or adjacent emails.

2. In the Save As dialog box, please do as follows:

  1. 1). Choose the destination folder.
  2. 2). Enter a name for the consolidated text file in the File name box.
  3. 3). Select Text Only (*.txt) from the Save as type dropdown list.
    doc save multiple emails to one txt file 3

3. Click Save to complete the process.

Demo: Save multiple email messages to multiple separate text files in Outlook

 

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