How to Bulk Convert PST Emails to XPS Documents: A Complete Guide
Summary: In this article, you can learn how to convert PST emails into XPS documents quickly and easily. XPS keeps the original email layout and formatting intact, making it a useful format for storing, printing, and sharing emails. The blog also explains how to convert multiple PST emails in bulk while keeping their attachments safe. Along with the manual approach, you’ll discover an automated solution that can make the entire PST to XPS conversion process faster and more convenient.
What Is an XPS Document?
An XPS (XML Paper Specification) document is a fixed-layout file format developed by Microsoft for preserving the exact appearance of digital documents. Unlike editable formats, an XPS file keeps the text, images, fonts, spacing, and page arrangement in a consistent form. This makes it useful when a document needs to look the same on different devices or when it is shared for viewing and printing. XPS files are commonly used for document archiving, printing, and maintaining the original presentation of important information.
Reasons to Convert PST Emails to XPS Documents
Before moving to the conversion process, it is helpful to understand why XPS can be a suitable format for saving PST emails.
- XPS keeps the original appearance of PST emails intact for future reference.
- Users can share individual XPS files instead of sending the complete PST mailbox.
- Email text, fonts, images, spacing, and layout remain properly preserved.
- XPS files can be viewed without opening the PST file in Microsoft Outlook.
- The format maintains a consistent appearance across different devices and printers.
- Saving emails as XPS makes printing, sharing, and long-term archiving easier.
Do-It-Yourself Method to Save PST Emails as XPS
If you only need to convert a few PST emails, you can use Microsoft Outlook along with the built-in Microsoft XPS Document Writer. This method does not require any additional conversion software. Follow these steps:
- Open Microsoft Outlook and load the required PST file.
- Browse the mailbox and locate the email you want to save.
- Open the selected email and press Ctrl + P, or go to File > Print.
- From the available printers, choose Microsoft XPS Document Writer.
- Click Print and select the destination folder.
- Enter a suitable file name and save the email as an XPS document.
This approach works well when dealing with a small number of messages. However, processing a large PST mailbox manually can take considerable time because each email needs to be opened and saved separately. Users who need to convert numerous emails or handle large PST files may find an automated solution more convenient.
Automated Way to Convert PST Emails to XPS
For bulk conversion, users can consider the CubexSoft PST Converter Tool for Mac & Windows, which is designed to export Outlook PST emails directly into XPS format. The application works without requiring Microsoft Outlook to be installed on the computer, making it useful for users who do not have access to Outlook.
It supports batch processing, allowing multiple emails to be converted in a single operation rather than saving messages individually. The software is compatible with Windows systems and also offers a free demo version, allowing users to explore its features before purchasing the full edition.
How to Use an Automated Solution to Export PST to XPS
For users who need to convert a large number of PST emails, an automated tool can make the process quicker and easier. The general process is as follows:
- Download and install the Outlook Export software on your Windows computer.
- Launch the application and add the required PST files. You can also select the configured Outlook option if supported.
- Allow the software to load the mailbox data, then preview the emails to verify the content.
- Click Export and select XPS from the available export formats.
- Browse for a destination folder where you want to store the converted files.
- Click Convert to start exporting the selected PST emails to XPS.
Quick Tip: Before purchasing the full version, you can try the software’s demo edition to understand how it works. The trial can be used without payment but comes with certain limitations. It allows conversion of the first 25 PST files to XPS with attachments. If you need to process a larger number of PST files in one go, you will need the professional version.
Key Features of the PST to XPS Converter
- Batch conversion: Convert multiple PST files to XPS at the same time instead of processing each mailbox separately. This saves time and makes large-scale email conversion much more convenient.
- Accurate and quick results: The tool is designed to complete the conversion efficiently while keeping the original email information intact.
- Standalone application: No need to depend on Microsoft Outlook or other third-party applications. The software works independently for converting PST emails into XPS documents.
- Flexible saving options: Users can select their preferred destination folder to store the converted XPS files according to their requirements.
- Supports different Windows versions: The application can be used on various Windows editions, including Windows 11, 10, 8.1, 8, 7, Vista, and XP.
In Essence
Overall, in this article, we have explained how users can convert PST emails to XPS documents using both manual and automated approaches. The guide covers the benefits of the XPS format, the step-by-step manual method through Outlook, and an automated solution for handling multiple PST files more efficiently. Users can choose the method that best suits their requirements and use the demo version of the software to explore its features before opting for the full version.
