How to save an Outlook email as a file
How to save an Outlook email as a file: drag it from the message list to your desktop; classic Outlook writes a .msg file, new Outlook and Outlook for Mac write an .eml. File → Save As in classic Outlook adds .txt, HTML and MHT. A .msg or .eml holds the complete message with attachments; drop it on SaveMail to read it in any browser or save it as a PDF, nothing uploaded.
Which file format to save an Outlook email in
| Format | Contains | Opens in | Choose when |
|---|---|---|---|
| .msg | Everything: headers, body, inline images, attachments | Outlook for Windows, SaveMail | You want an exact copy and may reopen it in Outlook |
| .eml | Everything, in the standard mail format | Any mail program, SaveMail | The recipient may not have Outlook |
| .txt | Header lines and body text, no formatting or attachments | Any text editor | You only need the words |
| .htm / .mht | Body with formatting; MHT includes inline images | Browsers, Word | You want the layout but not the attachments |
| .oft | The message as a template | Outlook | You will resend it with changes |
| Header block and body as a fixed page | Anything | Filing, sharing, printing |
For most purposes .msg (or .eml) plus a PDF is the right pair: the file is the original, the PDF is the copy people read. The MSG file explainer describes what is inside the container and why it needs Outlook to open natively.
Have the email as a file (EML, MSG, MBOX)? Convert it to PDF in your browser: nothing is uploaded.
Drag the email out of classic Outlook to get a .msg
- Open the destination folder in File Explorer, or use the desktop.
- In Outlook, click the email in the message list. Ctrl-click or Shift-click to take several.
- Drag the selection onto the folder window and release.
Outlook names each file after the subject and appends a number for duplicates. The .msg keeps the attachments inside, the full header set including Message-ID, and the read state. Dragging does not remove the email from Outlook; it copies.
File → Save As in classic Outlook: where it is and what it offers
Save As is on the File menu only when a message is open in its own window; from the main window, File shows account options instead. That is the usual reason people cannot find it.
- Double-click the email to open it.
- Click File → Save As.
- In Save as type, choose Outlook Message Format - Unicode (.msg), Text Only (.txt), HTML (.htm), MHT files (.mht) or Outlook Template (.oft).
- Edit the file name if needed and click Save.
Pick the Unicode .msg over the plain one; it preserves non-English characters. Text Only writes the From, Sent, To and Subject lines followed by the body, with attachment names listed but the files left out.
New Outlook and Outlook on the web: .eml through Download
The new interface has no Save As on a File menu. Open the message, click More actions (three dots) and choose Download; the browser saves an .eml file that includes the attachments. In new Outlook for Windows you can also drag a message from the list to a File Explorer window and get the same .eml. There is no .msg or .txt option here; if you need .msg, open the account in classic Outlook.
Outlook for Mac
Drag the message to the desktop or a Finder window for an .eml file, or open it and choose File → Save As, which writes .eml as well. Outlook for Mac never produces .msg files, which is fine: the .eml carries the same headers and attachments, and Windows Outlook opens it too.
Open the saved file anywhere, or turn it into a PDF
A .msg file on a computer without Outlook is a locked box. Drop it on savemail.app and it opens in the browser tab: the file is read locally with the File API, nothing is uploaded, and no account is asked for. You see the header block with From, To, Cc, Date, Subject and Message-ID, the body with inline images resolved, and the attachments with sizes, downloadable one by one or as a ZIP. Press Save as PDF when you need the fixed copy. The open MSG file guide covers other viewers; SaveMail does not edit the content, and encrypted messages stay encrypted.
Related requests that are not quite "save an email as a file":
- Save Outlook data file: the .pst holding the whole mailbox; see export Outlook emails.
- Save contacts to a file: open the contact → File → Save As → vCard (.vcf), or export Contacts as CSV through Import/Export.
- Automatically save incoming emails to disk: Outlook rules cannot write files; it takes a VBA "run a script" rule or a third-party tool.
Frequently asked questions
Where is File → Save As in Outlook?
It appears only when the email is open in its own window. Double-click the message, then click File → Save As. In new Outlook, use More actions → Download instead.
How do I save Outlook messages as files in bulk?
Select the messages in the list (Ctrl-A for a folder) and drag them into a File Explorer window. Classic Outlook writes one .msg per message; Outlook for Mac writes .eml.
How do I save an email as a file in new Outlook?
Open the message, click the three dots and choose Download. You get an .eml file with attachments included. Dragging the message to a folder works as well.
How do I save Outlook contacts to a file?
Open a contact and choose File → Save As for a .vcf card, or run File → Open & Export → Import/Export → Export to a file → Comma Separated Values and select the Contacts folder.
Can Outlook automatically save emails to a file?
Not with standard rules. A VBA script attached to a rule can write .msg files as mail arrives, and third-party tools offer the same; both require setup on the PC running classic Outlook.
How do I open a saved .msg file without Outlook?
Drop it on savemail.app. The message is rendered in your browser with headers, body and attachments, and you can save it as a PDF; nothing is uploaded.