Posted 5, Feb 2019 | By Editorial Team
MS Outlook and Office 365 are the registered products of Microsoft and are ruling the market, with comprising of 85% of the total market share. While working with Outlook, you must now be aware that it provides various options for saving its messages. For example, you can save the message received in Inbox as a file on your system’s hard drive or at some other folder in Outlook itself. The message that you are writing is saved in the Drafts folder by default, which you can complete later. To know how to save an email as a file in various other formats, read the following article :
How to save emails as Files in MS Outlook locally or in Cloud?
Saving Outlook messages in Unicode Character Encoding by Default
Outlook 2003 and above editions support Unicode character encoding. It is a standard that allows representation of mostly written languages in the world with a common character set. Unicode Support in Outlook is beneficial for multi-national organizations having offices in different geographical areas, where you can easily share messages and other items with users who are using Outlook on systems running in different languages.
Follow these steps to set default setting for Outlook to save emails as Unicode
Save Outlook Message as Word Doc
Sometimes you need to save a received message as an MS Word document. However, Outlook doesn’t provide any direct option of doing so. If you want to save Outlook message as Word doc, you need to copy its contents and paste in word document.
Copy Outlook message without header info
Copy Outlook message including header info
Save Incoming Message as PDF or XPS
Outlook 2007 doesn’t provide any direct option to save email message as PDF. But you can save an Outlook 2007 message in Word 2007 document format, as discussed in the above section How to save Outlook message as MS Word document and then further save the file as PDF or XPS.
MS Word 2007 comes with a FREE in-built add-in to save MS Word 2007 documents as PDF or XPS, but you must install and enable this add-in before using. Get complete information about how to enable support for saving MS Word 2007 document as PDF/XPS or other file formats.
Save Email as Template
Creating an email template enables users to include specific information in every message without repeating it while composing a new message. Outlook comes with a few default templates that you can use while writing messages. You can also create a customized template by saving a message as a template. You can use this template for sending messages, just insert new information that you want to add in the message and send the template as a message.
The template will be saved at its default folder location :
Save Message as a Draft
Outlook provides you with the option to save message as a draft to finish later. While composing a message, Outlook, by default, automatically saves the message at regular intervals, without sending it to recipient. You can complete the message next time, when you again open Outlook.
To save message as draft manually
Do anyone of the below actions
How to open the draft to continue message composing
Open Outlook. In the Navigation pane, click on Drafts. Double click on the draft to open it in new message window.
Change the Location or Time Interval to Save Drafts
By default, Outlook saves unfinished messages at Drafts folder in every 3 minutes. You can change this location or interval or both :
How to save an Outlook Email Message as a PDF Document?
Outlook doesn’t offer you any default option to save its messages as PDF. However, with Windows 10, you can directly save your Outlook messages in PDF. What if you don’t work on Windows 10 and use other Windows versions ? How will you save your Outlook messages as PDF in other Windows OS?
To know how to save Outlook emails to PDF in Windows 10, follow the below steps :
Print Message to PDF in Windows 10
Follow these steps to :
Save Messages as PDF in other Windows versions
Save Message to Another Folder in Outlook
Want to save an email message to a different Outlook folder? Just move or copy the selected message to the target folder. See how to move or copy Outlook item to another folder.
Save Email as Word document
You cannot directly save an Outlook message as a Word document. However, you can save the email message as HTML file, and then open this HTML file in Word and then save it as .doc file. Saving your Outlook messages in HTML format will retain all the header information (to, cc, bcc, from, subject etc.), formatting, images, hyperlinks etc. precisely.
Now follow these steps to save Outlook email as Word file
Save Outlook Message as Template
You can make use of email templates for sending messages that consists of same information for every message. You can also create and save email as a template for further using it to save messages. Just add the new information before sending the template as an email message.
Save email message as template in Outlook 2010
Templates are saved at following default folder location :
Save a message as template in Outlook 2013 and 2016
Change Default File Format for Saving Messages
Outlook supports Unicode character encoding standard that enables most of the written languages in the world to be represented by using a single character set. If you work in a multinational organization or share messages and other items with people who use Outlook on PC that runs in other languages, you can take advantage of Unicode support in Outlook.
To save your message in Unicode encoding by default
Save a Draft of Message
Any message that you write but don’t send, gets automatically saved into Drafts folder. You can later return to Outlook and find the incomplete message in this folder.
To manually save message as draft
To return to the draft of the message
Change Time Interval or Location for Saving Drafts
Outlook saves incomplete messages at Drafts folder in every three minutes, by default. You can change this time interval and location as per your requirement :