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How to Convert Outlook MSG Files to PDF

Learn how to turn Outlook MSG files into one sorted PDF volume you can share, file, and search, with attachments, a contents page, and a clear index.

What an MSG file is

An MSG file holds one email. Outlook, the mail app from Microsoft, saves it that way. You drag a message out of Outlook, and you get this file.

The file is a binary file. Binary means it is not plain text you can read. It stores text, dates, names, and files in a packed form. Only tools that know the form can open it well.

Outlook opens it best, by far. Many other apps open it poorly, or not at all. Some show the text but lose the files inside. Some show the files but lose the date or sender.

Why people turn MSG files into PDF

PDF is a file form almost every device can open. Phones, tablets, and computers all read it the same way. The pages look the same for each reader. That sameness is why PDF works well for records.

You may need to share mail with non-Outlook readers. You may need to build a case file for a team. You may need to keep mail long after Outlook is gone. You may need to send a set of mail to a court or firm.

That is why you can use the MSG to PDF converter for this job. It takes many MSG files at once. It joins them into one sorted PDF volume. A volume is one bound set of pages, like a book.

MSG, EML, and MBOX side by side

These three forms all hold email, but they differ. EML is also a single-message file form. MBOX is a box that holds many messages in one file. The table below shows the key points in plain words.

If your files are EML, the steps are much the same. You can read about the same job for EML files later. The sorting, pages, and checks work in the same way.

What you get in the merged PDF

The output is one merged PDF, not loose pages. It starts with a cover page for the whole set. Then it has a table of contents. The contents list shows where each email starts.

Emails then follow in a clear order. You can sort them by date, oldest first. Or you can group them by thread. A thread is a chain of replies on one topic.

Each email starts with a header block. A header is the top part with mail facts. The block shows From, To, and Cc lines. It also shows Date, Subject, and Message-ID.

Message-ID is a unique code for that one email. Thread ID is a code for the whole reply chain. These codes help you match and track each message. They matter a lot in case work and audits.

How attachments are handled

An attachment is a file sent with an email. It may be a photo, a form, or a sheet. You need to know how each kind is treated. The rules here are clear and fixed.

PDF, image, and plain text files become pages. Those pages sit right after their email. So you read the mail, then you see its files. You do not have to hunt for them later.

Word, Excel, and PowerPoint files work differently. They are not turned into pages in the volume. They are listed by name near their email. They are embedded as files, and put in a ZIP too.

A ZIP is a packed file that holds other files. Starter and Pro plans give you that ZIP. It holds one PDF per email, plus the attachments. This split form helps when you need single files.

One size rule is worth noting now. A single attachment over 25 MB is not embedded. It is still in the ZIP for those plans. It is also noted in the index file, explained below.

Step by step: convert many MSG files at once

You do not need to do files one by one. The tool takes several files at once. That saves time when a case has many messages. Follow these steps in order.

1. Gather your MSG files in one folder.
2. Check that each file opens from the right case.
3. Open the converter and add all the files.
4. Pick date order or thread grouping.
5. Add Bates or filter options if you have Pro.
6. Start the job and wait for it to finish.
7. Download the merged PDF and any extra files.
8. Open the PDF and check the first pages.

Sorting by date or by thread

Date order is the most common choice. The oldest email comes first in the volume. The newest email comes last, at the end. This gives a clear time line of events.

Thread grouping is better for long reply chains. All replies on one topic stay together. You read the first note, then each reply in turn. You do not jump back and forth in time.

Pick the order that fits your reader. A judge or auditor may want strict date order. A team lead may want threads kept whole. When in doubt, date order is the safer pick.

Filters and Bates numbers on Pro

Pro adds two tools for large or formal sets. The first tool is a filter, or a screen. You can filter by a date range before export. You can also filter by a key word.

The key word is matched in three places. It checks the subject, the sender, and the body. Body means the main text of the email. Only mail that matches stays in the volume.

The second Pro tool is Bates numbering. Bates numbers are stamps that number each page. Law teams use them to cite exact pages. You set a prefix and a start number.

A prefix is a short word or code placed first. The stamp then runs across the whole volume. It runs on cover and contents pages too. It sits in the page footer, at the bottom.

The cover page prints the full Bates range. That range shows the first and last stamp used. The index file also records Bates facts per email. It notes each email and its first and last number.

Plans, limits, and file sizes

Free and paid plans differ in size and count. You should check the plan limits before a big job. A quick check now saves a failed run later. The main limits are simple to grasp.

• Free: 3 conversions per month, at no cost.
• Free: files up to 25 MB in size.
• Free: up to 100 emails per conversion.
• Free: merged PDF only, with no index file.
• Starter: 15 dollars per month, 30 conversions.
• Starter: files up to 200 MB, 2,000 emails.
• Pro: 29 dollars per month, 100 conversions.
• Pro: files up to 1 GB, 10,000 emails.

Only a good conversion counts toward your limit. A failed job does not use up your count. That rule keeps the count fair for you. It also makes small test runs less risky.

The metadata CSV index

CSV is a simple sheet form made of rows. Each row holds facts split by commas. You can open it in any sheet app. Starter and Pro give you one with each job.

The index has one row for each email. It lists the date, from, to, and cc. It lists the subject and attachment names too. It also lists message ID and thread ID.

Some messages need a clear flag, not silence. Encrypted mail cannot be read without its key. Encrypted means locked with a code for safety. Corrupt mail is mail that is broken in some way.

Those messages are flagged in the CSV. They are not dropped without a note. You see the gap, and you know why it is there. That honesty matters when records must be complete.

Honest limits of MSG files

MSG files have some quirks you should know. Most MSG files carry full transport headers. Transport headers are the route facts added in sending. They hold the Message-ID and thread facts.

But some MSG files lack those headers. A file saved in some ways may miss them. Then the Message-ID field may be blank. Thread facts may be missing or thin too.

Basic parsing is at work here as well. Parsing means reading a file and pulling out its parts. For most Outlook MSG files, parsing works well. For odd or old files, check the output with care.

A quick spot check solves most doubt. Open three or four emails in the volume. Match them to the same mail in Outlook.

Check dates, names, subjects, and files inside. If those match, the set is sound.

MSG files and PST files are not the same

People often mix up MSG and PST files. A PST file is a big Outlook store file. It can hold a whole mailbox in one place. It is not the same as single MSG files.

MBoxToPDF does not open PST files directly. You must export from Outlook first, in steps. Save the mail as .msg or .eml files. Or use a mail app to make an MBOX file.

Thunderbird is one such mail app you can use. It can import mail and export an MBOX form. That path takes more time, but it works. Plan for that extra step in your schedule.

If you are not sure how to export well, read more first. It helps to export Outlook mail the right way first before you convert. Good exports lead to clean volumes with no gaps. Poor exports lead to missing mail and lost time.

Why PDF helps in case and legal work

In US federal cases, parties share proof in discovery. Discovery is the phase where sides trade records. Those records are often stored in electronic form. They are called electronically stored information, or ESI.

Federal Rule 34 deals with producing those records. Under that rule, ESI must be produced in usable form. The full phrase is reasonably usable form. A locked MSG file may not meet that bar for others.

• Keep the cover page with the volume at all times.
• Keep the contents list so starts stay clear.
• Keep the CSV index with the filed copy.
• Keep the first MSG files as your source set.
• Note any flagged rows and why they are flagged.

Privacy and how your files are handled

Email often holds private and sensitive facts. You should know how your files are treated. The rules here are short and clear. They apply to every plan, free or paid.

Files travel over HTTPS to the server. HTTPS is a safe, locked link for web traffic. The files are processed on the server there. That processing builds your PDF and extra files.

Files are deleted on their own after 24 hours. You do not need to ask for deletion. The service does not read mail for other purposes. It does not sell data or train models.

Check your volume before you share it

A short check now prevents a long fix later. Open the PDF and look at the cover page. Check the title, date range, and total pages. Then read the contents list with care.

Next, open the CSV index if you have one. Sort it by date and scan for odd gaps. Look for flagged rows and read their notes. A gap may be fine, but it must be known.

Last, check the page footer on a few pages. It should say Page x of y each time. On Pro, check the Bates stamp is there too. It should rise by one on each new page.

• Does the email count match your source count?
• Does the date range match what you expected?
• Are all key attachments present and named right?
• Are flagged rows explained in the index file?
• Does the order match the choice you picked?

If one answer is no, fix it before sharing. Most fixes are small at this stage. A wrong sort or filter is easy to redo. A shared bad copy is much harder to recall.

Common problems and simple fixes

One common problem is a file that will not open. The MSG file may be corrupt or partly saved. Try saving it again from Outlook first. Then add the fresh copy and run again.

One problem is a blank Message-ID field. As noted, some MSG files never held that code. Check the same mail in Outlook to confirm. If Outlook shows none, the blank is correct.

One problem is a set that is too large. Split the set into two or three smaller groups. Convert each group, and name each volume clearly. Or move to a plan with a higher limit.

One problem is mail in the wrong order. You may have picked thread mode by mistake. Run the job again in date order instead. Remember, only a good run counts toward limits.

One problem is a missing attachment page. Check if the file is a Word or Excel file. Those are listed and embedded, not paged. Check the ZIP and the index for its name.

In short, MSG is great inside Outlook only. Outside Outlook, it locks many readers out. One sorted PDF volume opens the mail to all. And it keeps the order, proof, and files intact.

References

• Cornell Law Institute — Federal Rule of Civil Procedure 34: Producing Documents and Electronically Stored Information