Easy Way To Save Multiple Emails In Outlook


Q. As much as I like Outlook, it does have some shortcomings. For me the most serious is the way it stores received e-mails: They all are saved in one file along with my calendar and contacts and sent e-mails. As a result, the file grows to elephantine proportions, and it’s getting very hard to port that file to my laptop from my desktop. I know I can archive it, but then it’s very difficult to actually see any individual e-mails. Any suggestions? A. Yes, that gigantic file is a pst file, and it can quickly grow to 100 megabytes and more especially when you store weeks and months of old e-mails there. I have two solutions—one won’t cost you anything and the other requires the purchase of a software application. The general idea is not to store old e-mails in the pst file, but copy them out and store them in any other folder. You can create a folder (subdirectory) called e-mails , and then store them by month or by subject. Now, for some neat ways to get the e-mails into the new folder from Outlook.

First the gratis option: As you probably know, it’s easy to save an Outlook e-mail message as text. Just open the message and click on File and Save A s. You then have the option to save it with a file name and a format—as HTML or plain text; if you want, you later can convert either version of text to a Word file, but that’s an extra step.

Now, what you probably didn’t know is that you can save a bunch of e-mails as a single file. So if you have a group of e-mails relating to one subject, you can store them in a single message. To do that, select the e-mails you want to gather together and, while holding down the Ctrl key, highlight them one at a time and then click on File, Save As .

This method provides a bonus. Compared with trying to search through Outlook’s native database, you’ll find it easy to index and search those more familiar text files.

If you’re willing to pay for a utility, called ArchivER, that does the above and much, much more, go to http://www.smtechnologies.com/prod13.htm and download a free evaluation copy. The program can migrate Outlook data into individual files and directories using a common file format rather than the Outlook archive folder.

SPONSORED REPORT

"We need to talk."

Start a conversation with your clients using these questions and checklist for post busy-season business development.

NEWS

Revenue recognition revisited

A reexamination of new revenue recognition rules has led to tinkering with the standard that is considered the biggest achievement of the convergence efforts of FASB and the International Accounting Standards Board.

INTERVIEW

Staying focused at the top

Olivia Kirtley, CPA, CGMA, an accomplished corporate director with almost 20 years of experience serving on boards, talks about strategic, risk, and compliance issues that keep board members up at night.