file storage

​The ultimate guide to save email as file

The ultimate guide to save email as file

Learn how to save email as file

Have you ever lost a very important email and wished you knew how to save emails in future? Or do you find the process of retrieving old emails for reference purposes tiring and cumbersome? Everyone eventually develops their own blueprint on how to access important emails fast, or preserve them for future use.

Popular email save options today

The most basic way to save emails is by organizing them into folders within the mail client. This option allows you to group emails according to topic or client name and then save all related emails in a single folder.

To do this, drag or click the ‘move’ icon then select the appropriate folder. In programs such as outlook, Yahoo and Gmail, you can set up filters from the mail options menu for incoming emails so that mails containing specified keywords or from specified addresses can go directly to a specified folder.

The problem with this method is when your company upgrades the email program to a newer version, or the server cannot handle archived emails. Most organisations have policies regarding the duration within which their servers can store up emails. Once that duration expires, they conduct a cleanup that can lead to loss of key emails.

At times, program corruption occurs and this can also lead to loss of emails. So, what do you do to ensure that your most important emails are secure?

Effective tips on how to make an email a PDF

You can save your emails on your computer hard disk. The most common format is PDF, though you can also save as text or Onenote file. From the email print menu, select ‘save as PDF’ and then select your preferred location and file name.

You can also download all email details by using the ‘show original’ button on the actions tab.

However, these options do not save attachments. Businesses need to be in position to save email attachments. For accounting and project documentation purposes, it is also important to learn how to merge multiple emails and save them on your hard disk.  

Technology has made this easier through the Gmail to PDF extension. Available for Chrome users, this productivity tool comes with a ‘save to’ button that allows you to save mail as file at the click of a button. With this extension, you can merge multiple emails into one Excel, CSV, HTML, PDF, Text or zip file.

Once you have this add-on, you can always download other ‘save to’ extensions to save your emails to your preferred cloud storage.


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