MSG Converter: Professional Guide to Export Outlook MSG Files into Other Formats
By Victoria Rivera 05-02-2026 2
Professional Tips for Managing Exported Files
Emails and their attachments, headers, and associated metadata are stored in the MSG file format by Microsoft Outlook. Although MSG files can be used to save one email mainly, they are typically not used for sharing or archiving, and many users experience compatibility issues opening them in a non-Outlook environment when trying to share or archive them.
This guide provides an overview of an MSG converter importance, discusses some manual methods to convert MSG files, and gives you a look at one automatic solution to convert Outlook MSG files into several other formats.
Why Do Users Need to Convert MSG Files?
Microsoft Outlook supports the use of MSG files along with select other Windows software. By converting messages into alternate formats, users can work around the limitations imposed by this technology.
Reasons for exporting MSG files from Microsoft Outlook may include:
- Having access to emails in other email applications without needing Microsoft Outlook
- Migrating messages to a different email application
- Creating secure documents that can also be shared
- Storing and archiving email for the long term
- Managing large groups of MSG files efficiently
Depending on your needs; converting MSG files into formats such as PST file format, EML, EMLX or MBOX gives you a much better user experience.
Popular Output Formats for MSG Conversion
Some examples of different Formats + Benefits:
PST—Importing emails into Outlook is made easy by using this format.
EML—This format can be used by several different e-mail clients, including, but not limited to, Thunderbird, Windows Mail, and Apple Mail.
EMLX—Apple Mail on macOS uses this type of email file format.
MBOX—This format allows users to use multiple e-mail clients that are open source.
Manual Methods to Export Outlook MSG Files
Manual methods are free but best suited for small-scale or occasional conversions. Below are the most common approaches.
Method 1: Drag and Drop MSG Files into Outlook
This method allows users to move MSG files into Outlook folders and export them as PST files.
Steps:
- Open Microsoft Outlook
- Create a new folder in your mailbox
- Drag and drop MSG files into the folder
- Use File > Import and Export
- Export the folder as a PST file
Drawbacks:
- Microsoft Outlook is mandatory.
- No direct support for formats like PDF or EML
- Not efficient for bulk conversion
- Risk of accidental data loss
Method 2: Save MSG Files Individually
Outlook lets users save MSG files in limited formats.
Steps:
- Open the MSG file in Outlook.
- Click File > Save As
- Choose TXT, HTML, or MHT
- Save the file to your system.
Drawbacks:
- One-by-one processing
- Attachments may not be preserved
- Time-consuming and impractical for multiple files
Method 3: Print MSG Files to PDF
This method works when only a readable copy is needed.
Steps:
- Open the MSG file.
- Select File > Print
- Choose Microsoft Print to PDF
- Save the PDF file.
Drawbacks:
- Attachments are excluded.
- No batch processing
- Not suitable for email migration
Limitations of Manual Approaches
Although manual methods are free, they come with several challenges:
- No bulk conversion support
- Limited output formats
- Loss of email structure or attachments
- High time consumption
- Increased chances of errors
For professional or large-scale requirements, an automated MSG Converter is a more reliable option.
Advanced Automated Method to Export Outlook MSG Files into Multiple Formats
GainTools MSG Converter is a reliable and fast professional tool that allows you to convert MSG files securely into various different types, all without using Outlook as an export tool. It has been specifically designed with the user in mind, therefore providing the user with an accurate, fast and complete conversion of their MSG file.
Key Capabilities of the Software
- MSG files can be translated to PST, EMLX, EML, MBOX, and other formats.
- Supports bulk conversion of large MSG files
- Preserves attachments, email headers, and formatting
- Maintains original folder structure
- Simple interface suitable for non-technical users
- Works independently without Outlook installation
Steps to Convert MSG Files Using the Tool
- Install and launch the MSG Converter software.
- Add MSG files or entire folders
- Select the desired output format
- Choose the destination location
- Start the conversion process
The tool completes the export process quickly while ensuring data integrity.
Frequently Asked Questions (FAQ)
Q1. What is an MSG file?
An MSG file is an Outlook email saved individually with message content, attachments, and metadata.
Q2. Can MSG files be converted without Outlook?
Yes, professional MSG Converter tools allow conversion without installing Microsoft Outlook.
Q3. Is bulk conversion of MSG files possible?
Manual methods are not suitable for bulk conversion. Automated tools are designed specifically for this purpose.
Q4. Will attachments remain intact after conversion?
Yes, reliable MSG Converter software preserves all attachments and email properties.
Q5. Which format is best for archiving emails?
PDF is ideal for read-only archives, while PST is better for reuse in Outlook.
Conclusion
To improve accessibility, facilitate migrating, or enable long-term archiving of MSG files from Outlook, converting them to other formats is critical. Although there are methods available to manually convert MSG files one at a time, these methods are inefficient and risky to use in a corporate or professional business context. An automated converter will provide faster, safer, and more flexible solutions when converting large amounts of MSG files.
