Outlook - Saving a message Tutorial

In this video, you will learn about saving a message in Microsoft 365. The video covers the process of saving a message and demonstrates how to do it effectively.
This will help you organize your emails and easily access them when needed.

1:43
5595 views

Available in Microsoft365

Objectifs :

This video tutorial aims to guide users on how to save email messages in various formats using Outlook, including saving as a file on the computer, printing to PDF, and saving as a Word document.

Chapitres :

Saving an Email Message as a File
To save an email message as a file on your computer, follow these steps: 1. Select the message from your list in Outlook. 2. Go to the 'File' tab. 3. Click on 'Save As'. 4. In the dialog box that appears, navigate to the location where you want to save the file. 5. Enter a name for the file and choose a file type from the list, or keep the default type. 6. Finally, click 'Save'. Your message is now saved. To view it, locate the file in Windows Explorer and open it. If you used the default file type, the message will open in an Outlook window.
Saving an Email Message as a PDF
If you want to save your email messages in PDF format and you are using Windows 10, you can do so using the built-in utility. Here’s how: 1. Select the message you wish to save. 2. Go to the 'File' tab and choose the 'Print' option. 3. From the dropdown menu, select 'Microsoft Print to PDF'. 4. Click 'Print'. 5. A dialog box will open, allowing you to navigate to the folder where you want to save the PDF file. This method allows you to print your email message directly into a PDF format.
Saving an Email Message in a Word Document
To save an email message in a Word document, follow these steps: 1. First, save the email message in HTML format. 2. Open the saved HTML file in Microsoft Word. 3. Your message will be displayed in Word. 4. Save your document by selecting 'Word Document' as the file type. This allows you to edit and format your email message as needed within Word.

FAQ :

How do I save an email message in Outlook?

To save an email message in Outlook, select the message, go to the File tab, click 'Save As', choose the location, name the file, select the file type, and click 'Save'.

Can I save an email as a PDF?

Yes, to save an email as a PDF in Windows 10, select the Print option in the File tab, choose 'Microsoft Print to PDF', and follow the prompts to save the file.

What file types can I save my Outlook messages as?

You can save Outlook messages in various file types, including .msg (default), .pdf, and .html.

How do I open a saved email message?

To open a saved email message, navigate to the location where you saved it using Windows Explorer and double-click the file.

Can I convert an email to a Word document?

Yes, you can save an email in HTML format and then open it in Microsoft Word to convert it into a Word document.

Quelques cas d'usages :

Saving Important Emails

Professionals can save important emails as PDF files for record-keeping or compliance purposes, ensuring they have a permanent, unalterable copy of the communication.

Creating Email Archives

Organizations can save email messages in HTML format and convert them to Word documents for archiving, allowing for easier access and editing in the future.

Sharing Email Content

Users can save emails as PDF files to share important information with colleagues or clients without the risk of altering the original content.

Documentation for Projects

Project managers can save email threads related to project discussions as Word documents, providing a clear and organized record of communications for future reference.

Backup of Critical Communications

Saving emails as files on a computer can serve as a backup for critical communications, ensuring that important information is not lost due to email server issues.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used as an email application.

Save As

A command in software applications that allows users to save a file with a new name or in a different format.

File type

The format in which a file is saved, which determines how the file can be opened and used. Common types include .txt, .pdf, and .docx.

PDF

Portable Document Format, a file format developed by Adobe that presents documents in a manner independent of application software, hardware, and operating systems.

Windows Explorer

A file management application in Windows operating systems that provides a graphical user interface for accessing the file system.

Microsoft Print to PDF

A virtual printer in Windows that allows users to create PDF files from any application that supports printing.

HTML format

HyperText Markup Language, the standard markup language for documents designed to be displayed in a web browser.

Word document

A file created using Microsoft Word, typically saved with a .doc or .docx extension.

00:00:05

for saving an email message.

00:00:08

Your messages can be saved as a file on your computer.

00:00:11

To do this, select the message from the list.

00:00:14

In the File tab, click Save As.

00:00:17

In the dialog box, navigate to the location

00:00:20

where you wanna save the file.

00:00:22

Give it a name and choose a file type from the list

00:00:25

or keep the default type.

00:00:27

Finally, click Save.

00:00:31

Your message has been saved.

00:00:32

When you wanna view it,

00:00:33

find it in your Windows Explorer and open it.

00:00:37

Since the default file type was used here,

00:00:39

the message opens in an Outlook window.

00:00:43

However, if you wanna save your messages in PDF format

00:00:46

and you have Windows 10, an included utility allows you

00:00:49

to print an email message directly in PDF format.

00:00:55

To do this, you will have to choose the Print option

00:00:58

in the File tab.

00:01:00

From the dropdown menu, select Microsoft Print to PDF

00:01:04

and click Print.

00:01:06

A dialog box opens and navigates to the folder

00:01:09

where you wanna save the file.

00:01:12

Alternatively, you can save a message in a Word document.

00:01:17

To do this, you will need to save the message

00:01:19

in HTML format.

00:01:29

Then open this file in Word.

00:01:31

Your message is displayed.

00:01:34

All you have to do is save your Word document

00:01:36

and select Word Document in file type.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

2482 Views

Training Video Business Uses – Assistants

To write a last-minute document, optimize communication or quickly format documents, Office 365 provides a range of features that will meet ...

2586 Views

Microsoft Outlook Video Training – Discovery

Learn through a logical progression of video tutorials, the basic features of Microsoft Outlook: Discover email and calendar, Outlook on mob...

ALL COURSES