Save your Email to PDF and other Formats

With MsgExtract, you can save and backup your email messages to disk to different formats, like EML, MSG, MHT, and PDF. Some of these formats have more advantages than others depending on the reason and purpose that you have for saving them. Following is a summary of each format:

MIME EML

MIME is the standard format used by most email clients and email providers except for Microsoft that uses the MSG format.  The MIME format is based on several standards (RFC 2045, RFC 2046, RFC 2047, RFC 4288, RFC 4289 and RFC 2049). It has been created in 1991-92 by Nathaniel Borenstein and Ned Freed. In 1993 the MIME format was blessed by the IEFT (Internet Engineering Task Force) as a draft standard.

Because it is a standard, you can't go wrong when using MIME for saving your email. The disadvantage of this format is that links to external images will probably no longer work in the long run, meaning that you might not be able to see the complete email.

Outlook MSG 

The MSG format has been created by Microsoft, who owns the intellectual property rights. It is based on the Compound File Binary Format which, as they describe it, is similar to an FAT file system within a file. 
Microsoft Outlook is the only product to use this format. The MSG format specification has been released on 2009.

It is widely used because of the popularity of Microsoft Office in the workplace worldwide which had been unchallenged for years until alternatives like Google Docs became popular. 
I would not recommend using this format for new backups unless you use MS Office and plan to keep using it. The external images linked in the email can also be lost in this format.

Adobe PDF

The PDF format (Portable Document Format) was created and conceived for presenting documents in a manner independent of application software and operating systems. It was developed in 1990 by a team led by Randy Adams as a way to share documents and images between disparate systems. Its specifications were proprietary to Adobe until they released them as an open standard on 2008.

Because it was designed to be universally available and independent of the computer where it is used, it has become hugely popular and has become the standard for archiving documents. 

It is the preferred format for email archiving because the external images can be included in the document and can be displayed as the original email.

Rich Text Format RTF

The Rich Text Format is proprietary to Microsoft and has been used for cross-platform interchange with Microsoft products.
Use this format if you need to export your email to MS Word.


Using MsgExtract for saving to each format

Mime EML

MsgExtract can save to the Mime format with the following additional features:

  • The linked images can be downloaded and embedded as inline attachments
  • It can store the messages compressed as either ZIP or Seven Zip and optionally encrypted with the AES format.
  • It can also use a different encryption algorithm like AES, Blowfish, DES and others.

Outlook MSG 

MsgExtract uses MAPI to save to the MSG format, so it needs to have Outlook installed. It has the following additional features:

  • The linked images can be downloaded and embedded as inline attachments
  • It can save the messages compressed as either ZIP or Seven Zip and encrypt them in the AES format.
  • It can also use a different encryption algorithm like AES, Blowfish, DES and others

Adobe PDF

We have added several important features when saving email to the PDF format:

  • The linked images can be downloaded and embedded in the generated pages as images.
  • It can include the headers as text in the first page or as an attachment
  • The email attachments can be embedded as PDF attachments so that you can open and save them using Acrobat Reader.
  • It can include the email metadata inside the PDF file so that it can be used as an email source to be converted back to email. MsgExtract can read the PDF files and export them back to email.
  • It can encrypt the generated file using 128-bit AES and 240-bit AES
  • It can sign the PDF files using a PFX certificate

 

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Jaime

About the Author

Jaime Ponce De Leon is the CEO & Founder of MailDev.

Exporting Your Help Desk tickets as Email Messages

Help Desk Software is increasingly being used by companies around the world to better support its customers. Companies have realized that customer service and happiness is of utmost importance for their long term viability and growth.
 
Companies like Zappos have set a milestone in customer support and happiness.

What is a help desk?

A help desk is used to provide the customer with help, support and information related to the company's products and services. Typical support desk uses include helping users retrieve lost passwords, helping customers troubleshoot product issues and software technical problems. Usually a help desk provide its customers help through different channels like telephone, chat or email.

Why export the help desk tickets?

Having your help desk tickets available not only on the help desk software itself but on additional software and systems is necessary and convenient. A company needs to have the whole picture and history of to the interactions between a customer and the company. Sales agents can make better decisions; it helps to know if the costumer is having problems with your products. Also the marketing department benefits from it when planning campaigns.

If you are lucky there is an integration between the Help Desk and your favorite CRM system. The integration should allow you to see every ticket that a customer has sent. However, most integrations allow you to export only newer tickets. 
 
Another reason to export your help desk tickets is to have a backup. You want to have your customer’s interactions saved and not only depend on the help desk software to save them for you. 

Most help desk software uses their own servers to send email, only a few allow you to use your own SMTP server and sometimes only on high enterprise plans. Using your own SMTP server is the most convenient way to have a backup.

How does MsgExtract export the help desk tickets

Our own software MsgExtract allows you to export and backup your help desk tickets to email providers like Gmail or Office 365 and also to a variety of CRM software like Pipedrive, Insightly, Zoho CRM and others.

MsgExtract can export the whole conversation to one email that includes the whole thread or to several emails, one for each reply.

When exporting to a CRM, MsgExtract transfers the tickets that have been converted to email using different methods depending on the CRM:

  • Using the CRM API if one is available
  • As notes
  • As cases 
  • Using the BCC dropbox

Over the next weeks I will post particular examples on how to export tickets from some of the most popular help desk products.

 

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Jaime

About the Author

Jaime Ponce De Leon is the CEO & Founder of MailDev.

MsgExtract Version 3.0 Released

We have released MsgExtract version 3.0 with the following features:


Help Desk Sources

You can now export your help desk tickets from your favorite help desk software as email messages to disk or to an email client like Outlook or Gmail.

Each ticket thread can be exported to one email with quoted replies or to several emails, one for each reply from the agent and the customer.


New CRM Targets

We have improved the email export to CRM targets and added new integrations.

MsgExtract searches your CRM for a user that matches the sender email address. If a user is found the email is either forwarded or created as a note. Optionally if the user is not found it can be created with a user defined tag.


Improved Amazon S3 Integration

We have improved the integration with Amazon S3.

Now it is possible to re-create the email source folder structure when backing up or restoring email messages from Amazon S3. 

 

 

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Jaime

About the Author

Jaime Ponce De Leon is the CEO & Founder of MailDev.

Automated Printing of Email Messages and its Attachments

MsgExtract's Printer Action allows you to print large amounts of email messages and its attachments, maintaining  a correlative order. You can send email from any supported email source.

The Printer Action prints first the email message and optionally if it has attachments, it prints them as well.  It uses the Windows shell to find a program that can print the attachment's extension. 

We have updated the Printer Action to print attachments with the following features:

  • It can print now image formats like PNG, JPG, BMP without using an external program.
  • It can print Word and Excel files using OLE automation therefore not needing an external program other than Office itself.

 

How does it work?

You can send email from email sources, like Gmail or Outlook to the printer and select which labels and folders will be printed. To fine tune the selection use filters.

You can use the MailExplorer program to print only selected messages.

 

The Printer maintains a correlative order

The Printer action can print email messages and its attachments, maintaining a correlative order. It waits for the print job to finish before sending a new email or attachment to the printer.

  1. Email 1
    1. Attachment1
    2. Attachment2
    3. ..
  2. Email 2
    1. Attachment 1
    2. Attachment2
    3. ..
  3. ..

 

How are the attachments printed?

The Printer action uses the Windows shell to find a program that can print the attachments. The following options are available for the attachments

  • Print Images - Image formats (PNG, JPG, GIF, TIF, BMP and others) will be printed when this option is selected.
  • Print Word and Excel files - When this option is selected, Word  and Excel files will be printed using OLE automation. You need to have office installed.
  • Print other formats using their shell association - When this option is selected, MsgExtract will search for a program that can print the attachment filename extension, using the Windows shell entries. You should use this option to print PDF files.
  • Print compressed attachments - Attachments that are compressed as ZIP files will be first uncompressed before printing them using the options above.

 

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Jaime

About the Author

Jaime Ponce De Leon is the CEO & Founder of MailDev.

MsgExtract Version 2.8 Released

We have released version 2.8 with the following features:

Single Files

New 7-Zip Compression

Email saved as single files ( EML, MSG, HTM, ..) can now be 7-Zip compressed as well as encrypted with AES-256.

New Encryption Algorithms

Email saved as single files can now be encrypted with the following encryption algorithms: AES, Blowfish, CAST, DES, IDEA RC2, RC4, TEA, TripleDES, Twofish. 

Both 7-Zip compression and Encryption can batch encrypt email from all supported sources like Gmail or Outlook.

You can batch decrypt email saved as ZIP, 7-Zip or the ones saves with the new encryption algorithms as well. You need to select  the algorithm and enter the password and and the files will be automatically processed.


New Filters

New Range Filter

It is possible to select the starting message and the number of emails that are going to be processed in all selected folders.

New Sampling Filter

The sampling filter allows you to process only a number of messages randomly selected in all selected folders at the defined source.


New Scripting in Basic or Pascal

You can now parse and export data from your email messages not only using regular expressions but also by writing a script in Basic or Pascal that will be executed for every processed email.

This will help you to extract information from email messages easily and is an alternative to using regular expressions giving you a lot of power and flexibility.


Improved

Export Parts to Excel

The folder name as well as Gmail labels can now be exported to Excel, CSV, XML

 

 

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No sales pitches and one-click unsubscribe.

 

Jaime

About the Author

Jaime Ponce De Leon is the CEO & Founder of MailDev.

MsgExtract Version 2.7 Released

We have released version 2.7 with the following features:

New Bounced Email Filter

The Bounced Email Filter allows you to process or discard messages based in its bounce status (Soft Bounce, Hard Bounce, Not Bounced) using a True or False condition. It allows you to also export to Excel or to a comma delimited format the bounce type, the bounce description and the final recipient.

If you send a regular newsletter or email to a group of people regularly, this will help you to know which email addresses have bounced and the reason.

1. Can detect Hard Bounces and Soft Bounces 

2. It supports conditional branching based in the Bounce Status (True, False)

3.  the following fields can be exported to Excel, CSV, XML:

  • Bounce type.
  • Bounce description
  • Final recipient.

New Attachments Filter

You can use the Attachments Filter to remove attachments from email messages based on their filename. It supports wild cards.

The attachments will be removed if they match the filter defined filenames and are passed to the child actions without them. 

How can you use it?

You can use the Attachments Filter when you want to remove a signature or another type of unwanted attachment or image from the target format.

For instance when batch printing messages you might want to remove the business logo so that it will not be printed. Or if you are generating a PDF and you don’t want some images included.


New Printer Target

We have enhanced the Printer Target by adding control of the printer spooler. it can print now the email message's attachments as well. 

The Printer Target Action monitors the printer spooler when printing jobs and waits for the message and attachments to be printed before sending a new job. This allows us to maintain the order of the emails being printed and its attachments:

Email 1 attachment 1 attachment 2 …
Email 2 attachment 1 attachment 2 …

The attachments can be optionally uncompressed if they are zipped and printed as well.

 

Email *

No sales pitches and one-click unsubscribe.

 

Jaime

About the Author

Jaime Ponce De Leon is the CEO & Founder of MailDev.

MsgExtract Version 2.7 Released

We have released version 2.7 with the following features:

New Bounced Email Filter

The Bounced Email Filter allows you to process or discard messages based in its bounce status (Soft Bounce, Hard Bounce, Not Bounced) using a True or False condition. It allows you to also export to Excel or to a comma delimited format the bounce type, the bounce description and the final recipient.

If you send a regular newsletter or email to a group of people regularly, this will help you to know which email addresses have bounced and the reason.

1. Can detect Hard Bounces and Soft Bounces 

2. It supports conditional branching based in the Bounce Status (True, False)

3.  the following fields can be exported to Excel, CSV, XML:

  • Bounce type.
  • Bounce description
  • Final recipient.

New Attachments Filter

You can use the Attachments Filter to remove attachments from email messages based on their filename. It supports wild cards.

The attachments will be removed if they match the filter defined filenames and are passed to the child actions without them. 

How can you use it?

You can use the Attachments Filter when you want to remove a signature or another type of unwanted attachment or image from the target format.

For instance when batch printing messages you might want to remove the business logo so that it will not be printed. Or if you are generating a PDF and you don’t want some images included.


New Printer Target

We have enhanced the Printer Target by adding control of the printer spooler. it can print now the email message's attachments as well. 

The Printer Target Action monitors the printer spooler when printing jobs and waits for the message and attachments to be printed before sending a new job. This allows us to maintain the order of the emails being printed and its attachments:

Email 1 attachment 1 attachment 2 …
Email 2 attachment 1 attachment 2 …

The attachments can be optionally uncompressed if they are zipped and printed as well.

 

Email *

No sales pitches and one-click unsubscribe.

 

Jaime

About the Author

Jaime Ponce De Leon is the CEO & Founder of MailDev.

5 Reasons to Backup Your Email Messages

5 Reasons to Backup Your Email Messages

Losing access to your email service and your messages can seem like a horror story. You need to have a backup plan.

 

 

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Jaime

About the Author

Jaime Ponce De Leon is the CEO & Founder of MailDev.

Using Email Encryption For Email Storage

Using Email Encryption For Email Storage

You should consider storing your email encrypted even if you don't have sensitive information like banking info, social security numbers and so on. Email is used for such a variety of ways and contains so much valuable information, not only business related but also personal information. 

 

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Jaime

About the Author

Jaime Ponce De Leon is the CEO & Founder of MailDev.

Using PDF for long term storage of email

Using PDF for long term storage of email

Because a PDF file can contain images, attachments, XML data, fonts and the original layout in a self-contained document, it makes for a quite convenient format for storing email messages.

 

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No sales pitches and one-click unsubscribe.

 

Jaime

About the Author

Jaime Ponce De Leon is the CEO & Founder of MailDev.